GRA General Collection Guide

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See also:

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 are held by Stephanie Cortilet, Myra Schaffer, Lisa Kaita, and Gail Hall; there is an extra key in the ICU Manager's office in the file cabinet under "D"; if all else fails, security will allow access if called at 2366

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
  • as of September 21, 2015, the GGH Mail Room (where envelopes to HSC Office go) is now located on the ground floor, down the corridor leading to Cancer Care

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, and toaster in the office; items that need to be refrigerated can be kept in the community fridge down the hall from the office in the floor kitchen which also houses the community microwave
  • 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
  • food waste should be disposed of in the kitchen garbage as the office waste cans are only emptied on a weekly basis
  • 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.
  • 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.....
  • 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 2588
  • Winnipeg West including the Grace, now has its own website:

www.home.wwihss.mb.ca

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 2151 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

Database Supply Cost Center

  • April 2015 - any office supplies order must first be reviewed by Database Manager before order is place.
  • cost centre for Medicine & ICU # 1.7124030, 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 the 5 North drawer in the filing cabinet
  • 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 2196, 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

Postal Codes off Addressographs

as of April 2012, postal codes will no longer be contained on the patient addressograph. These can be found on the pink admission sheet that we use for collecting date/time of admission, or on the Physician Inpatient lists that are generated daily for us from Patient Registration. They are also available through the EPR demographics

CCMDB Friends

see Grace Hospital Contacts (to consolidate and avoid duplication)

Parking/Facility access contact

see Grace Hospital Contacts

Grace Local Share Drive

  • Hi guys, what is on the Grace local share drive? Please post here. Thanks!
  • the local drive contains call lists, telephone directories, maps, ward specific information, policies, procedures, forms, and memos and is available to all employees of GGH
    • The reason we were asking is that we are trying to make sure that our process to set up new data collectors initiates the right accesses if they cover at any site. So, this one is a grey zone, I think. If a collector were assigned to cover at your site for a month, would they need this? Would they know what to do with it? If not, the devil's advocate in me wonders: why do actual Grace collectors need it? It sounds legit, but how does it fit into data collection? How about this: please add a few lines of how an outsider would benefit to this article. If I can make sense of it we will ask to have access to this added to all collectors, but not have it mapped to a drive and instead put a shortcut to it only on the Grace laptops. Does that sound reasonable? Ttenbergen 11:40, 2015 May 1 (CDT)
  • I am not asking for/nor ever asked for the local drive for all collectors, rather for those of us working at the Grace. This would not need to be accessed by casual collectors as if any of the information is required, they would be able to access it through one of the collectors here should they need it. I have access to it, and Kelsey has never needed it as I look after the office management things here, but it would be good for users here to be able to access it if I am not here. All Grace employees have access to this drive; it is site specific