Minutes Team Meeting June 10, 2015

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1. Staff introductions - new staff: p:Lori Lovell, p:Fatima Quezon HSC.

2. shift sign up sheet on Regional Server & staffing challenges

  • Program is continuing to work through the challenges in regards to staff resources related to vacancies (being filled) & increase of sick time/LOA's as we head into peak vacation period.
  • staff interested in extra shift at own site or other sites in Regional, please review sign up sheet on Regional Server.
  • thank you to all staff at all the sites who have cooperated and collaborated with program management in regards to reallocation and reassignment in all sites in the Region. It is understood that the expectation to "keep up" with all data collection is not possible during this time and the trade off is to at least maintain the collection of Minimal Data Set in all locations as best as possible rather than allow one area to be left totally behind.
  • p:Lisa Kaita was acknowledged for her extreme support between STB and Grace.
  • every single staff member at all sites have been called upon and they have pulled together and have contributed as a team and to achieve at least minimal data collection in all area at their site.

GOAL - teams to collaborate as group at their site to maintain Minimal Data Set at their site. Reassignments have been in progress in collaboration with staff and management.

  • thank you all!

3. what are the difficulties preventing you from sending incomplete data more than once per week?

  • review what sending means in regards to updating centralized MASTER database (both complete and incomplete)
    • the act of SENDING is not just for sending only COMPLETED files but it also serves to update the master database with any changes to any files that are INCOMPLETE or newly added to laptop regardless of the state of completeness of files, other than the required Minimal Data Set.
  • GOAL: for staff to synchronize their laptop data with the centralized data (main database) on the Regional Server more often.....every shift.
  • Statistician uses certain fields of data from INCOMPLETE files quite often.
  • most staff work a minimal of 3 times per week and enter data into their laptops every day they are in, be it adding new patients or filling in missing info of some sort.
  • you don't need to have any patient profile finished before you SEND or synch with master database.
  • if anyone still is having issues SENDING every shift, please talk to Trish or Tina and we can review process or barrier related to laptop that don't allow you to do this.
  • staff raised concerned in regards to all the "fixes" Pagasa would have to do because chart numbers, DOB etc., may not be double checked yet.
  • staff advise that Pagasa's end is simple to check. She clicks a button and Access runs the check (query) and this check lists what she needs to see.
  • Pagasa has an auto paste clipboard button the the master database that automatically pastes info she needs to send to staff in email. She only has to add minor things.

4. See: Pre-admit Inpatient Institution field

  • HSC staff brought laptops and a Demo done by Tina in regards to this new field and concept.
  • the same concept for this field will be applied to Admit FROM and Discharge TO fields in coming months
    • we are working towards combining a number of fields into one where applicable. Example: Hospital previous, var1, var2, AMA, Admit From, Discharge to
    • Demo how to use the "filter" Tina created in Access to narrow search for item on list you want.
    • collectors can continue to look at this on their laptop as shown. It is not activated and not connected to main database so you can play with it.
    • Q&A - feedback obtained from staff
  • purpose of this field
  • Impact on collectors:
    • less fields of data to enter onto laptop
    • reduce errors
  • TARGET START DATE: none yet, needs more work. In progress. Allan Garland advise need to meet and draw up concept and review.

7. change the values for some of our definitions for metabolic disturbances eg. hyper & hyponatremia, hyper and hypokalemia etc... (too high or too low) often treating but the value does not meet the criteria in our database.

  • task team reviewed June 11.15.
  • p:Con Marks has updated articles. Thank you!
  • Tina will update S_ALLDiagnosis table in ccmdb and will fix wiki to reflect changes so label is same in CCDMB as on Wiki.
  • this task has been added to Tina's Change Priorities list.
  • TARGET CHANGE DATE: When the update is completed info will be found here: CCMDB.mdb Change Log 2015 when you run news and backup.
  • June 18.15: on HOLD - staff thanks for feedback on this.

8. Need consensus on how to code those patients that come in with failure to cope/weakness or not a medical admission (social admits). Would be good for consistency around the city. Collector's vary in their practice, some using dementia, others muscle deconditioning because we don't have specific code for these type of admits we are seeing in medicine.

  • task team discussed Jun 11.15.
  • Allan Garland said ICD code is Adult failure to thrive (R62.7), which we will implement. Ttenbergen 13:49, 2015 June 22 (CDT).
  • TARGET CHANGE DATE: Before end of July - latest.

9. Problem: Medicine patients - Access won't allow you to send unless to change Registry patient TYPE to M from S.--Pat, Stephanie, Shirley

  • Patient to med ward from RR. Had procedure, put in 1st admit DX slot.
  • Shirley suggested to changed admit one to pain management instead of surgical procedure.
  • staff advised to let main office know of problems rather than to perform workarounds.
  • program has been discussing at task team meetings (June 11.15) about Registry patient type.
    • Allan Garland still needs to follow up with Bojan Paunovic about what directors want to see in this field. Changes coming to both Med and ICU.
    • Tina to check into this issue and workaround.
    • TARGET CHANGE DATE:None yet, needs work. In progress.

10. What is a: Direct admit. Please review this article.

  • Discussion - info posted in article. Please update if needed or post any further question there.
  • where do you find this information on chart - see ER triage sheet

11. ACP status. There has been a request to collect this at admission and at discharge by the ICU quality Team. Would apply to both Med and ICU.

  • staff had indicated here: ACP C | ACP status]] how easy it is to get this information. Also posted questions.
  • feedback to Task team June 11.15. Good question from staff.
  • Question from staff Send to Kendiss Olafson on June 5.15 and again updated and send to her on June 15.15.
  • Target START DATE: none yet. Needs more input from ICU QI group. In progress

12. Demo on how to clean a conference room table with Tea. Works good!

Thanks all for contribution and time. If I missed anything that should be added here, please contribute. Trish Ostryzniuk 19:41, 2015 June 16 (CDT)

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