Change of remaining location names from "our" names to EPR/Cognos names

We use different names for locations in s_dispo table (Previous Location, Pre-admit Inpatient Institution, Dispo) than in Cognos EPR Report, and sometimes different again in Boarding Loc. We have done a Change of GRA location names from "our" names to EPR/Cognos names, this page is about doing the same change at our other sites.

Decision to go ahead

We decided to go ahead with this change at Task_Team_Meeting_-_Rolling_Agenda_and_Minutes_2021#ICU Database Task Group Meeting – April 15, 2021 (#3), confirmed at the next Task meeting and again the one after.

However, there were emails and/or wiki discussions after this that raised concerns.

Preparation needed

The related data dropdowns live in three tables: s_Cognos_Units table, S dispo table, s_tmp table.

• Tina would need to map current s_dispo table locations with Boarding Loc options so they compare properly. Some of this was previously started in s_Cognos_Units table. Dispo, but this has blanks and has not been validated.

sending excel file to Julie and Lisa to validate Ttenbergen 17:19, 2022 January 20 (CST) Lisa and Julie have reviewed and annotated the excel file. Tina needs to review and update s_tmp table. Ttenbergen 14:23, 2022 January 25 (CST) excel file validated, Tina now needs to add to dropdowns Ttenbergen 14:34, 2022 January 26 (CST)

added: no added date action: no action date

• Cargo

• Categories

• Nothing to change in Previous Location, Pre-admit Inpatient Institution, Dispo
  • we already use generic *_Med in medicine, so it already doesn't allow automatic mapping

Other pages that will need to be confirmed to not need updating:

• CUS
• Using Cognos2 to keep track of patients

How will we code the HOBS status of a unit

Julie reports differently on HOBS units, e.g. the Transfer Ready DtTm is separate for them. So Julie needs to be able to determine whether a pt is in HOBS. Currently this is done by naming a unit HOBS, i.e. HOBS is not named with its actual location but by its special status. The actual location of the HOBS unit has changed over time and will probably change again.

Julie, Lisa and Tina discussed and agreed that all three of the following options are possible but we have not come to a conclusion which is better.

Further meeting with Lisa, Julie, Tina about this is planned for Jan 26 1330 Ttenbergen 14:23, 2022 January 25 (CST)

• SMW

• Cargo

• Categories

We have several possible ways to deal with this going forward:

• continue designating the HOBS property in the name
  • Pros:
    • easy for Julie because the info is implied
  • Cons:
    • breaks the Cognos tracking
    • makes it hard to assign other meta data to units in the future (eg covid or palliative or other status of a unit)

• code boarding loc as Cognos/EPR name and put a check mark if the unit is currently a HOBS unit
  • Pros:
    • easy for Julie because the info is right in the data she has connected already anway
    • works with Cognos tracking
  • Cons:
    • collectors would continually have to enter this for a HOBS unit
    • then we would need a cross check to make sure this is consistently entered, yet if it's entered always for a unit, then why enter it?
    • makes it hard to assign other metadata to units in the future (eg covid or palliative or other status of a unit)

• store the metadata of a unit in a different table linked by actual location name, with start and end dates
  • Pros:
    • works with Cognos tracking
    • is invisible / no action required to collectors in day-to-day data entry
    • is flexible and extensible to other metadata we may want to use in the future (but currently would be used for only one thing)
  • Cons:
    • it is more difficult for Julie to set up (but this is a one-time task)
    • collectors would no longer actually declare that a pt is HOBS, so there is concern that we would not find out if a unit changes status in a timely manner
    • who will be responsible to tell the exact start and end date - expected to be done by the collector (also see general caveat)

Caveat:

• For all of these options, a concern is how would main office ever find out if a unit changes to or from being a HOBS unit. Julie doesn't hear about this from management. This is more of a problem for option 3, but it is also an issue for options 1 and 2.
• As an example why this is relevant, this affects e.g. Level of care hierarchy and therefore Transfer Ready DtTm.

Allan: Julie and Tina can't come to an agreement on this. We need your input. Does the summary above give you enough info, or do you need to meet with us to understand what we are fighting about this time? Ttenbergen 14:48, 2022 January 26 (CST)

• SMW

• Cargo

• Categories

Collector instructions

Work in progress, don't go ahead with these yet!

• we would make available the new unit entries as per wording in Cognos EPR Report as options for the Boarding Loc dropdown
  • we will keep the old ones around for now - if we removed them there would likely be problems in CCMDB
    • we will leave both old and new active until all are changed

Transition plan

We are planning to do this on admissions start Jan 1, 2022 (2022Q1), so some retrospective entries will be needed.

How would that work, practically, when some patients discharged since Jan 1 may have been sent already? Or have they not been? Or do we need to tell collectors to hold off on them? Ttenbergen 14:23, 2022 January 25 (CST)

• SMW

• Cargo

• Categories

Tina's instructions

• inactivate the old options
  • target date #Change Date
  • confirm no remaining old entries in pre-inpt, previous, service/loc, dispo.

SQL - but this is the wrong one...

SELECT L_Log.D_ID, s_dispo.location_name, L_Log.RecordStatus, s_dispo.program FROM L_Log INNER JOIN s_dispo ON L_Log.Service_Location = s_dispo.dispo_ID WHERE (((s_dispo.location_name)<>"GRA_Med" And (s_dispo.location_name)<>"GRA_CC") AND ((L_Log.RecordStatus)<>"vetted") AND ((s_dispo.Site)="GRA"));

Data Processor's instructions

• For Vetted cases, Pagasa has to change the affected ITEM values; this should be done by query, ask Tina for help with the queries if needed

Change Date

Working on implementation date. Ttenbergen 12:56, 2022 January 25 (CST)

Status

• 2021-04-29 - Julie email confirmed that she doesn't need the specific info listed on these pages since we now get the details in Boarding Loc. Ttenbergen 15:43, 2021 April 29 (CDT)
• 2021-04-15 Task Meeting decided we should change these to the designations in Cognos.