Processes around changing a PatientFollow assignment

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Patients are assigned to collectors using the PatientFollow Project. This page explains what needs to happen when an assignment is changed. The collector/laptop that used to collect a number needs to phase out that number, the collector/laptop who gains that number needs to start them, and we need to be sure that Julie will report on them continuously. We need a process where the time frame for the transition is limited.

Work in progress. Everyone, please contribute if something isn't clear
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Since PatientFollow Project assignments are based on the Service Start DtTm (collected as Service tmp entry), the transition is based on of the Service Start/Change dttms.

Process for the collector who will no longer be collecting the chart number ending

  • patients with a service start DtTm after the transition date will no longer show up in Cognos Admitter/Cognos2 Service Starter on the laptops that are no longer collecting them (they will show up on the new laptop, see next section)
  • If the next service or unit change would lead to a discharge from the affected laptop's, do a regular discharge.
  • If the next service or unit change would not lead to a discharge from the affected laptop's (ie would just lead to another Service tmp entry or Boarding Loc entry), then discharge the patient to the Dispo location appropriate for their next unit (ie use the Dispo that someone from another site would use if they sent a pt there). This might mean that you are setting Dispo to the same value as Service/Location.
I do not understand this instruction, it is not clear, in particular "ie use the dispo that someone from another site would use if they sent a pt there". The last instruction that was talked about during the Microsoft team meeting on Monday, November 23rd was to enter dispo location as St. B med. 
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Process for the collector who will now be collecting the chart number ending

The above statement is not clear, will patients with transfers to other medicine units on/after transition date show up on receiving collector laptops?
  • From below this statement is not clear: for Previous Location, Previous Service, Pre-admit Inpatient Institution use what someone from another site/program would use if they received this patient Does this statement mean to enter the specific unit for previous location and pre admit in-patient institution? Please clarify
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Cross-threshold records that persist for a long time

A change in unit or service will trigger a re-assignment, but a patient could remain on the same unit and service for a long time after a PatientFollow change. If the change was just done for workload re-distribution reasons this may not matter and collection can continue on the original laptop. If the re-assingment was done to wind down a laptop entirely the the remaining records should be discussed with main office on a regular basis to decide if collection should continue on that laptop, or if the record should be moved to the new laptop (ie. manually re-entered there, and deleted from old laptop). This will be a case-by-case decision.

What needs to be changed in CCMDB.mdb every time there are assignment changes

The S PatientFollow distribution table needs to be updated to set an ending time for the earlier laptop. A new line needs to be added for the later laptop, with the same start DtTm as the end DtTm for the earlier one.

Process Julie uses to re-connect the data

If we use teh Visit Admit DtTm field to define Hospital stays, and the Boarding Locs and Service tmp entry instead of old Service/Location etc, then e.g. LOS and Bed occupancy would be the same, whether they come from one laptop or several.

  • We discussed this today and you would need to make changes to how you derive these markers. A number of them probably need to be re-defined and revised after all the changes we have made because they would still be based around the old concepts of Accept DtTm, Arrive DtTm etc that should really not be used any longer for calculations. What would it take, and where are these things documented? Ttenbergen 16:50, 2020 November 23 (CST)
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To Do

Fix the cross checks so this can work; one way would be to exempt records with a visit admit dttm before follow-ending and a dispo (or now) after a follow-ending; messy query for messy times.

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Background

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