GRA General Collection Guide

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See also:

EPR

As of July 25, 2017 the Emergency department is now using the EDIS program for charting. Any consults ie. OT/PT/SW/internal medicine, seen in ER, will now have documentation in the "documents" tab in EPR. Also vital signs for the MOST score can be found under the "flowsheets" tab in EPR.


Medical Records Requests

"we have the most accommodating Health Records Department possible; we are permitted to pull our own charts prn for use in the Health Records Dept., but are expected to return them from whence they came as well. If you need to remove a chart from the dept, please report so to one of the clerks so it can be accounted for in their system. If you are unable to find a chart it will usually turn up within 24 hours, as it has just gone visiting to Home Care or AMC etc., however longer than that requires that you check with one of the clerks as to its whereabouts. Charts have been known to go missing and never be seen again....."

Office

Refer to Grace Hospital Office for phone numbers and address to prevent duplication and mix-ups.

  • the office houses all the Grace database staff i.e. Medicine & ICU
  • the Dorothy Wood Building is a separate building from the main hospital, but is accessible through the tunnel system; the building can be found north of the main hospital, and is adjacent to the north parking lot off Booth Drive
  • keys to the office see: Grace Hospital Office
    • if all else fails, security will allow access if called at 70366

Mail

  • our mail should be redirected to the Medicine Program Administration Office, c/o Brenda Tyre, Rm. 2-013, Dorothy Wood Building, as that office is normally manned every weekday; Brenda sends an email or leaves a voicemail when she has received mail or a Grand & Toy order for us

NB Brenda is currently away on a LOA; have mail =/or supplies redirected to Val Myers in the Home Care Office 2-004

  • the GGH Mail Room (where envelopes to HSC Office go) is now located on the ground floor, down the corridor leading to Cancer Care; requires swipe access outside the hours of 0800-1600

Confidential Waste

Is collected in a box in the office and then deposited in the shredding receptacle outside the elevator on the second floor for shredding. It is recommended that the office box be emptied weekly as the shredding box only accepts small amounts at a time and the process of feeding it can be quite time consuming. If the paper box is full, please call Housekeeping local 2198 to have it emptied.

Other office information

  • we share a USB printer cable that moves from laptop to laptop as needed
  • all staff rotate turns purchasing Kleenex
  • we have a microwave, coffee maker, kettle, small fridge, and toaster in the office
  • we share the second floor with the Home Care Department, the Hospital Home Care Team, the Program Director for Medicine, the Medicine Program Executive Offices, Dr. Cowden, Dr. Laxton, Dr. Zabolotny, the local union offices for the MNU & UFCW & the Finance Department
  • there is a Tim Horton's satellite location located on the first floor just inside the front door by the Foundation offices. Tim cards are accepted at this location. The Northwest Cafe is the hospital cafeteria and is located outside the public elevators on the ground level
  • wireless networking has been installed and is accessible throughout the complex as of November 2015
  • the office has no fax machine. Faxes may be sent through each unit's printer, or via our friends in the Home Care Office,Val Myers or the Medicine Program Assistant Brenda Tyre.
  • GGH observes "casual Friday" weekly
  • you will not automatically receive site specific emails ie those addressed to GGH employees unless you arrange to have your email address added to the GGH email list via Erva Ritson, Admin Asst. at local 70588
  • Winnipeg West including the Grace, now has its own website:

Winnipeg West

  • Grace Hospital website:

Grace Hospital

Grace Telephone Numbers

  • Phone numbers at the Grace are different depending on if you are dialing from inside or outside the hospital; all numbers begin with the exchange 837 followed by 4 more digits. If accessing from outside the hospital the last 4 digits would begin with the digit 0, if accessed from within, the local would be the same last 3 digits but with a 2 at the beginning
  • for example, our office # is 204-837-0151 if dialed from outside the hospital but our local is 70151 if dialed from within
  • long distance code is 9280
  • voicemail password is kept on the phone housing under the handset, and will need to be updated there if you are prompted to change it
  • Please do not unplug the phone - every time it is unplugged, MTS charges us to reconnect it (this applies to all phones in the building).

Database Supply Cost Center

  • April 2015 - any office supplies order must first be reviewed by Database Manager before order is place.
  • ICU/Med SAP cost center # 11300068. (as per Randy Martens - June 30, 2016)
  • Grand & Toy Account # is: 693449
  • see Ordering office supplies
  • we have an online account for ordering supplies; user name and password are posted on the office bulletin board
  • the supply order catalog and requisitions are kept on top of the filing cabinet; we always check with the other collectors prior to ordering and try to order all we need at once
  • supplies should be delivered to our office; but the office address needs to be selected from a dropdown box on the online ordering page when the order is place
  • returned invoices are kept in a file in the bottom drawer of the set of drawers closest to the window
  • if the supplies are not received in a reasonable time ie within 3 business days, chances are they have taken a detour. The Receiving Department local 70196, can tell you whether the supplies have been received, and will deliver them to you; a signature is required upon receipt; if Receiving denies any knowledge of their existence, supplies may have been delivered to ICU as that is the billing # we use-check with the ward clerk as to whether the items have been received by them

CCMDB Friends

see Grace Hospital Contacts (to consolidate and avoid duplication)

Parking/Facility access contact

see Grace Hospital Contacts