No longer able to edit the "Record" field in PatientList

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As of version 2022-04-19 of CCMDB.accdb it is no longer possible to edit the Record field from Patient List.

Cause

This wasn't a deliberate change. We now pull the start date from first service rather than right from the L_Log table. Once it’s a query like that, the field is not editable directly.

Short-term work-around

For now, you can change the Record field by first opening the record in Patient Viewer.

What do we actually need, here?

Clearly we need a way for collectors to flag a record for Medical Records Requests, the question is how best to accomplish this now that "as before" is not an option. The management of backlog is currently a personal preference. We should have a standard process for this, both to facilitate cross-coverage but also to better be able to use this data to understand workload.

Option 1

Use this as an opportunity to standardize how we manage the Patient List. A different process may no longer require us to change this field around.

I just pulled a list of all record entries for incomplete records, and there are 91 different values in this field.

  • a lot of locations use it to track current location of the patient. That is essentially the latest boarding loc, or the dispo, right? If so, I could just display that as part of the list query rather than manually populate it
  • at HSC we do some kind of manual MR / MR! / MR* / MR** (12 different values…) annotation – are any of those based on rules that could be data driven instead? And even if not, is this the time to make these uniform? For example, if they are now based on waiting for a hospital dispo, then at least for those where we get that info, we could start entering it and using it for this.

Option 2

Create a different screen that omits Admit DtTm and therefore can have Record field editable. In the end, we mostly need the Dispo DtTm field for this, right?

Discussion

  • I don't think we have to see the admit date, dispo date is the most important. A new screen would work, or a new system with checkboxes or something next to names would work as well - although I imagine that is a lot of work behind the scenes for you Tina! Any other ideas?
    • I refer to the Admit date all the time as well as the dispo date as it shows patient length of stay (LOS) at a glance, and is very helpful. However, I wonder does the Notes field need to be visible in the patient list for collectors and whether removal would help? STB med collectors do not edit the record field from the patient list. Pamela Piche 15:33, 2022 May 9 (CDT)
  • We were discussing this at HSC, Pam is right - it is really helpful to look at the admit date as well. Is it possible to make those checkboxes so we can just click off which patients we want on a list for med records? Or is that a bigger IT headache than I realize? Brynn Lezak 07:55, 2022 May 10 (CDT)
    • What you are saying is a variation of #Option 1. I would like to do this, but then we would need to standardize how we use this. I am open to working on this. When we discussed this when I dropped by the HSC office the other week it seemed like this would not be a trivial change in process because everyone does what they feel like with the contents of the record field, and we would have to change this to something consistent. Who volunteers to herd the cats? Ttenbergen 11:37, 2022 May 10 (CDT)
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  • Tina we no longer need the "patient copy" button in patient viewer as we do it all from Cognos now.
    • This is likely about the Patient copier button, so if we want to change it we should discuss there. But since we are talking here now I will keep it here for now. The button has no bearing on whether we can edit the list, removing it would not solve this problem. However, does no one use this any more, or just some sites? It's not part of the problem, here, but if really no one uses it any longer I can get rid of it. It seems we were recently discussing that some still enter patients manually under some circumstances. No idea if there would be one to copy in those cases.Ttenbergen 11:34, 2022 May 10 (CDT)
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