GRA Medicine Collection Guide: Difference between revisions

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This page contains information specific to Grace Hospital '''Medicine''' collection only. See [[GRA General Collection Guide]] for information related to all Grace Hospital collection, and see [[Medicine Curriculum]] for information to all-site ICU data collection.  
This page contains information specific to Grace Hospital '''Medicine''' collection only. See [[GRA General Collection Guide]] for information related to all Grace Hospital collection, and see [[Medicine Curriculum]] for information to all-site ICU data collection.  


=='''Areas of Data Collection at the Grace'''==
==Areas of Data Collection at the Grace==
==='''3 North (N3) [[CTU]]'''===  
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===3 North (N3) [[CTU]]===  
''see also [[GRA N3]]
''see also [[GRA N3]]
* working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators
* working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators
* admission/discharge book which is kept to the right of the computer monitor at the clerk desk


==== Transfer time from Releasing time to care project ====
=== 5 North (N5) [[NTU]] ===
3 North is participating in the trial of a program called Releasing Time to Care, an initiative that tries to diminish the amount of charting and communications required by nursing so as to release more time for them to give hands on care.  A large part of the program requires all disciplines to continually update multiple fields on a large white board at the main nursing desk, so that information is available at a glance to all health care disciplines.  One of the fields contained on the board indicates whether each pt is medically stable (indicted by Yes/No); this information is communicated to nursing by the physicians/housestaff when the pt becomes medically stable.  As per discussion with Trish June 4/14 following the Team Meeting, this feature can be used by Data Collection to indicate a transfer ready date in Access.  This will require that the Collector on 3 North refer to the board during each workday to see whether the medically stable status of any pt has changed.  If so, the date can then be recorded as the medically stable date for purposes of collecting a transfer ready date.
 
=== '''5 North (N5) [[NTU]]''' ===
also see [[GRA N5]]
also see [[GRA N5]]
* Ward admission/discharge binder and transition coordinator binder are kept with the binders to the far left of the ward clerk's station at the main desk
* There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.  
* There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.  
* Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
* Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
* Old & thinned charts is located in the metal filing cabinets in each unit of the ward.


==='''3 South (W3) [[NTU]]'''===
=== 3 South (S3) mixed [[CTU]] & [[NTU]] ===
also see [[GRA W3]]
also see [[GRA S3]]
* ward admission/discharge book is kept on the counter to the right of the computer monitor
* work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
* work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
* Old & thinned charts is located in the metal filing cabinets in each unit of the ward.


===''' Medicine Overflow '''===  
== Other Grace Hospital Wards ==
====[[OVER]]====
* 2 South (S2) Orthopaedic Surgery
*patients are admitted into off-service beds throughout the hospital and are difficult to track.
* 4 North (Ortho Trauma)
*Maureen in Health Records prints a daily Admission Register from her EPR which includes Medicine, Critical Care, ER & elective surgery admissions. We compare the Admission Register to the Medicine ward censuses in our EPR to make sure all admitted patients are accounted for, and this is where any EMIPs will be picked up.  The admission register can picked up by the Data Collector covering N3 in Health Records when we are there each day when in hospital.
* 4 South (S4) General Surgery/Urology
*pts. that are admitted into an overflow bed on an off-service unit are assigned a pt. location as follows:
* CAU (Clinical Assessment Unit)- as of January 15/19 located in the old ER on the first floor at the west end of the building
* if the pt. belongs to the teaching service, the pt. location will be GRA_N3 with variable 5 OVZ
* Grace [[Hospice]] - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system
* if the pt. belongs to the non-teaching units, the pt. location will be GRA_N5 with variable 5 OVZ
** when the patient has been transferred to the Hospice, their hospital chart can be found in [[GRA Medical Records requests | Medical Records]]
* ER Department at the eastern end of the complex. Access is via back hall first or ground floors


====Who collects "[[OVER]]s"====
== Data Collection work assignments at GRA  ==
Each collector will collect for any patients admitted under their ward physician  i.e.  If a Medicine patient is admitted under the GAP Physician who is currently admitting to N5 ward and there is no bed available on ward N5 then the patient will show up on the Physician census generated daily by EHealth/Patient Registry for N5, and the N5 collector will collect the data.
GRA uses [[Cognos EPR Report]] and [[PatientFollow Project]] to assign patients to [[Laptop identifier | laptops]].


====[[Med Var 5]] OVZ ====
Other staff that can do shifts at Grace: [[p:Pamela Piche]], [[p:Lisa Kaita]],[[p:Allyson Alcudia]]  
Patient that are OVER's will have the code '''OVZ''' entered into [[Med Var 5]]
 
===[[EMIP]] start date===
*November, 2010
*for definition go to [[EMIP]] article.
*the [[EMIP]] census will also be generated as above in Health Records
*we keep an [[EMIP]] tracking record on the office bulletin board. The [[EMIP]]  patient names are listed after being found on the daily list from Patient Registry and then crossed off once they have been located on one of our other census lists.
*tracking and data collection is done by N3 collector.
*separate log sheet is kept at the back of the N3 binder.
*data for EMIP's is entered into N3 laptop and files sent with N3 files.
*Site and location is entered as: GRA_EMIP.
 
=='''Other Grace Hospital Wards'''==
 
*2 South (S2)  Orthopaedic Surgery: ward clerk is Donna Cruikshank
*4 West  (W4)  PANSU: ward clerk is Barb Yake
*4 South (S4)  General Surgery: ward clerk is Mary Gillingham
*4 East (E4)- (NG)- Transitional Care Unit- see [[Grace Nursing Home Ward | NG ]]
*5 South -as of January 7/16 Psychiatry patients from 1 North (N1)who were previously housed in the Psych building are now moved over to the main building and are on 5 South
* Grace [[Hospice]] - is a Palliative/End of Life Care facility located on the ground of Grace hospital but is not accessible via tunnel system; ward clerk is Pat Gyles
*the Grace is currently an active construction zone as the new MRI building is under construction at the east end of the building; the MRI building is being added to the existing diagnostic imaging wing across from Health Records
*2016-2017 the building that housed the Psychiatric facilities will be demolished and a new Emergency Department will be constructed on this site.
 
==Medicine Physicians==
*all Medicine areas rotate Physician coverage which changes bi-weekly on Monday; there is an up to date on-call schedule available on each laptop desktop
*Medicine Program Chief is Dr. E. Cowden, local 2144; her administrative assistant is Erva Ritson, local 2588
*the [[CTU]] on N3 is attended by Drs. B. Johnson, E. Cowden , M. Kramer, M. Selaman, W. Ip, N. Matthews, R. Hamedani,  S. Narasimhan, T. Sochocki , N. Ramadan, J. Laxton, G. Drobot, & S. Lam 
*N5 and W3(S3) are attended by the GMU Attending Physicians commonly referred to as GAP:  Drs. G. Borrett, R. Macek, J. Joshua, and R. George
*we do not follow Dr. Harris' pts (Oncology) but you will find them on N5 & W3
 
=='''Responsibilities of Medicine Data Collectors'''==
===Grace Data Collectors===
The area of responsibility of each Medicine Data Collector is flexible and is determined by the workload of the wards when considered as a whole.
*currently one collector is responsible for collecting on 5 North (N5) AND 3 South referred to as (W3) and [[OVER]]'s for non teaching patients:[[Kelsey Brunton]]
*second collector is responsible for collecting on 3 North (N3) [[CTU]] & [[OVER]]'s for teaching patients & [[EMIP]]: [[Stephanie Cortilet]]   
*Other staff that can do shifts at Grace: [[Lisa Kaita]], [[Lois Bilesky]]. [[Fran Lindell]] will be oriented to Grace at some point.


We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect
We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect


== Medicine Admission/Discharge Date & Time ==
== Related articles ==  
is found on the pink Admission Summary sheet at the beginning of the chart and is recorded by Patient Registration on notification by Emergency that the patient has been accepted for admission by the Medicine physician on call, and by Health Records according to the discharge information found on the chart
{{Related Articles}}
 
==Transfer Link Times==
Transfer time from ER and inter-facility is taken from the EPR Registration>Visit Location>Location History
 
When a patient is transferred to or from another ward that participates in Data Collection, we also use the tie in the EPR Registration>Visit Location>Location History. The time in the computer is used for the discharge. Add 5 minutes to the discharge time and this is the admission time for the receiving unit.


==Serial Numbering for N5_W3==
For changes starting week of February 20, 2012 go to: [[Serial_number#Serial_Numbering_for_GRA_MED_N5_W3 | Serial_Numbering_for_GRA_MED_N5_W3]]


[[Category:Grace Hospital Office]]
[[Category: Grace Hospital Office]]
[[Category:Site Specific Collection Guide]]
[[Category: Site Specific Collection Guide]]
[[Category: Data Collection Guide]]
[[Category: Data Collection Guide]]

Latest revision as of 15:25, 2021 December 15

This page contains information specific to Grace Hospital Medicine collection only. See GRA General Collection Guide for information related to all Grace Hospital collection, and see Medicine Curriculum for information to all-site ICU data collection.

Areas of Data Collection at the Grace

 
GH-N3
GH-N5
GH-S3

3 North (N3) CTU

see also GRA N3

  • working space is available in the conference area between 3 North & 3 South directly down the hallway across from the south elevators

5 North (N5) NTU

also see GRA N5

  • There is a small staff lounge behind the main desk with a few tables available to work on, but this is the only staff lounge on the unit so please be mindful how much space you take up.
  • Patient charts can be found in 3 separate locations. Some are at the front desk, but there are 2 smaller desks at the end of the unit (the north end) where charts are also kept.
  • Old & thinned charts is located in the metal filing cabinets in each unit of the ward.

3 South (S3) mixed CTU & NTU

also see GRA S3

  • work space is available in the conference room between 3 South & 3 North, or in the tiny storage room across the hall from the conference room
  • Old & thinned charts is located in the metal filing cabinets in each unit of the ward.

Other Grace Hospital Wards

  • 2 South (S2) Orthopaedic Surgery
  • 4 North (Ortho Trauma)
  • 4 South (S4) General Surgery/Urology
  • CAU (Clinical Assessment Unit)- as of January 15/19 located in the old ER on the first floor at the west end of the building
  • Grace Hospice - is a Palliative/End of Life Care facility located on the grounds of Grace hospital but is not accessible via tunnel system
    • when the patient has been transferred to the Hospice, their hospital chart can be found in Medical Records
  • ER Department at the eastern end of the complex. Access is via back hall first or ground floors

Data Collection work assignments at GRA

GRA uses Cognos EPR Report and PatientFollow Project to assign patients to laptops.

Other staff that can do shifts at Grace: p:Pamela Piche, p:Lisa Kaita,p:Allyson Alcudia

We communicate regularly and attempt to even out the workload by the less burdened collector completing collection on discharged patients from the busier areas, +/or entering the already collected data for the busier units on the laptop while the other collector continues to collect

Related articles

Related articles:
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