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 of wards N5/S5/S3
"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 25, 2013.
- Serial Sequence
- OVER patients will be cosidered as VMU patients and will be using the serial sequence being followed by wards N5/S5/S3.
- Wards N5, S5 and S3 are using one and same serial sequence for all VMU patients. As of Jan 24,2013, the last serial=5571 in the sequence. Starting Jan 25,2013, any new patients admitted in any of the wards N5/S5/S3 and OVER will start at serial=6000 leaving a gap between 5571 and 6000.
- The SERIAL numbers previously assigned to OVER patients from May 2007 to Dec 2012 (i.e. between 1 and 599) will be replaced by new serial numbers which will be taken from the unused serial numbers between 5571 and 6000. This is done to avoid any duplication in serial numbers under the same ward.
- Ward S4 has also its own serial number sequence and as of Jan 24, 2013, the last serial = 7975. For cases where patient started as OVER and was transferred to ward S4, the SERIAL number will be taken from the S4 Serial Number sequence and not from the N5/S4/S3 Serial Number Sequence because this patient is considered as CTU patient.
- Ward Allocation
- OVER patient will be assigned as N5 or S5 ward patient as much as possible in equal proportion. It is important then to be mindful of the ward that was previously used in assigning the ward for the new OVER patient.
- Since the OVER patients are assigned in either N5 or S5 ward, VAR5 field will be tagged with value 'OVZ' in order to identify them in the database. '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, assign the appropriate serial number and enter 'OVZ' in VAR5.
Data Processing
- VIC site: no changes done by processor.
- GRA site: no changes done by processor.