Task Team Meeting - Rolling Agenda and Minutes 2018

Database Task Group Meeting – August 24, 2017

Present: Allan Garland, Con Marks, Julie Mojica, Laura Kolesar, Tina Tenbergen, Trish Ostryzniuk Absent: none Minutes prepared by: AG

• Action items in BOLD

1. Switching over to ICD-10 and CCI

• The initial ICD10 coding is done and has been passed over to Tina/Trish/Julie.
  • Trish and Tina will devise a work strategy for the process of making new Wiki articles for each code, with goal of being finished by end of October 2017.
  • Plan is data collectors to begin “shadow entry” of the new coding on 11/1/2017, and cease entering the current coding on 1/1/2018.
• Allan is working on the CCI codes, especially developing a set of “quick codes” that can be chosen as unique entities, to represent procedures that are common, or difficult to otherwise figure out how to code.

2. Update on seeking data on PHIN validation data, hospitalization data, and mortality data from WRHA (Phil Jarman).

• Allan reported that he and Tina have a meeting set up with the WRHA IT lead, Leona Lane (204-926-8086) and the WRHA Privacy Officer (Christina Von Schindler).

3. Follow-up on seeking collectors having eChart access. Trish is continuing to look into this.

4. Allan reported that he MCHP is able to provide a list of projects which that requested use of either of the databases. He obtained it for the current point in time and sent it to Tina -- we can easily do this yearly. But to find out what publications came of these projects, it’ll be necessary to contact the principal investigator for each one.

5. Followup regarding coding medical isolation. Last meeting it was reported that there is a CCI code for this: 7.SC.70.SA. But we also realized that in ICU (but not Medicine) this is captured in the TISS. Because we want to know it on wards also, and because the same people collect data in ICU and Medicine, we decided that we WILL capture it also in CCI.

6. New data collection issues:

• Julie raised issues of identifying the Sending service.
  • Currently it is only expected to code this for people who were inpatients prior to coming to our ICU/ward. However, there is confusion about that.
  • Agreed to expand this so that every patient has identification of a Sending service. This will require adding Emergency Medicine as a possible sending service. We will continue to have options here for “Known but not specifically listed” and “Unknown”.
  • For ICU-to-ICU transfers, we agreed to call the prior service the ICU service
  • For transfers from the CCU (or STB ACCU at St. B), we will code Cardiology as the Sending service. Tina must add this to the list.
• Whether to track use of the massive transfusion protocol. We decided we would not do so, as it is obtainable from Canadian Blood Services.
• Regarding carrying over problems from ward/ICU-to-ward/ICU transfers. We agreed that problem should be carried over if either: (a) is it still active in regard to being present, and/or (b) it is still being treated.
• Tina raised the issue that the Wiki article on Admission Diagnosis is full of material that is confusing, may be incorrect, and in any case it not likely to be useful. It was decided that Laura will go over that article and clean it up.
• Jodi desires that MAIDs be captured from all our ICUs and wards, since an ICU nurse will be involved in all of them. BUT, because they’re being done in a location that is NOT tracked on any of our databases, we don’t know how to even identify if a MAID is performed. We agreed to raise this at the next Steering Committee meeting.

7. Item we’re still tracking: How to should calculate avoidable days in a unit. The question is whether to count all days spent in that unit after initially identified as transfer ready, regardless of the level to which they eventually go, or only to count such days if the person goes to a LOWER level. This is on the agenda for the next Database Steering Committee meeting.

Next Task Team Meeting: Thursday September 28, 2017 at 12:00 pm