OVER

OVER is used as an entry in the location field in the Medicine database to indicate a patient who is in the Victoria hospital under a Medicine Physician Service care but spends his entire LOS is in an "off service ward bed".

Data Collection

Grace

Grace OVER (overflow or over census) Data collectors will handled as follows:

• if a teaching patient enter as:
  • location field: GRA_N3 and
  • Med Var 5: OVZ
    • teaching, use N3 serial number pool
• if a non-teaching patient enter as:
  • location field: GRA_N5 and
  • Med Var 5: OVZ
    • non teaching (NT), use N5 serial number pool

Victoria

VIC OVER (overflow or over census) Data collectors will handled as follows:

• if a non teaching (VMU) patient enter as:
  • location field: VIC_N5 or VIC_S5 and
  • Med Var 5: OVZ
    • use serial sequence numbers that end with zero (0). The first OVER to start at serial number 8000, second one 8010, third 8020 etc....Trish Ostryzniuk 18:00, 2013 January 24 (EST)

"VIC_OVER"s is used to code Medicine service patients at the Victoria Hospital who are admitted from ER to a non-VMU bed (off service ward) for their whole stay. This patient has to be admitted to VMU before we track them.

• Medical Records has a file for Data Collectors in which there are Bed Census Services Reports given to us on a daily basis. These sheets record the clients name ID and which service the client is on and the Doctor.These clients are in emerg and not the wards yet. So what they have done here at the Vic is compare the names with the N5 S5 S4(CTU) S3 clients that are admitted and then make a list of the clients who are not admitted to those specific wards. Once that is done you check in Medical records for those names once they are discharged.
• This also applies for EMIP and OVER patients.

• Start Date for collecting OVER patients : May 9, 2007
• Change in the Process starting Jan 1, 2013.
• Serial Sequence
  • OVER patients will follow serial sequence with digits ending in zeroes starting serial = 5700 and will be added equally to the N5 and S5 or S3 wards.
    • The SERIAL numbers previously assigned from May 2007 to Dec 2012 (i.e. between 1 and 599) will be replaced by new serial = 5700 to 7980. This is done to avoid any duplication in serial number for patients in the same ward.
    • Starting Jan 1, 2013, the SERIAL number will start at 8000.
  • Wards N5, S5 and S3 are using the same serial sequence for the VMU patients. Starting from serial = 5571, only ending digits 1 to 9 will be used for VMU patients. The serial number ending with zero (0) digit will be reserved for OVER patient.
  • Ward S4 has also its own serial number sequence. Starting from serial number = 7975, only ending digits 1 to 9 will be used for CTU patients. The serial number ending with zero (0) digit will be reserved for OVER patient.
  • Since the OVER patients are allocated under the VMU wards, the way to identify them in the database is by tagging VAR5 field with value 'OVZ'. 'OVZ' is the short acronymn which means an overflow patient (OV) under Medicine service who stayed in an off-service ward the whole time and went home (Z).
• Process
  • The data collector will determine the OVER patients, will equally allocate the OVER patients between the VMU wards, enter 'N5' or 'S5' instead of 'OVER' as the Location, use a serial number ending in zero and enter 'OVZ' in VAR5.

Data Processing

• VIC site: no changes done by processor.

• GRA site: no changes done by processor.

Related Articles

• EMIP
• Site and Location table