Ward admission log forms

This is a temporary page to get feedback on a development question. Once all is answered I'll summarize it into the change log or requested changes and delete this page.

This article is not about the changes to the Pharmacy tab
Those are discussed at Pharmacy_collection#Pharmacy_Format_on_CCMDB.mdb. Thanks Ttenbergen 11:06, 2012 October 1 (CDT)

Now that most places are using laptops I have had some feedback regarding the patient list screen. It sounds like some of you would be able to do away with your log sheets if that screen had slightly different information than it does now.

• Would this screen now work to eliminate the log sheets? If not, what is required?

• Let me know if the new listing works, e.g. I am totally open to order of components and delimiters (ie brackets, spaces, commas, dashes...)

• we could save space also by changing the formats of admit and discharge columns. Are times required? How about hours only, or no year? Full info would still be available in patient record

• We could make the record on the patient list into two lines if we need more info or larger fonts, but there would be a lot more scrolling. For example, is more space of the Notes field required?

Options for changes to the Patient List

There are a bunch of concerns about the changes to the Patient List and how it is hard to tell apart the combined data.

why was the data combined?

Data was combined because a few collectors requested listing DOB, PHIN and chart #. If each gets its own column, and each column is wide enough to list the maximum likely value, then there is not enough space on the collection laptops screen to fit them all. By combining the fields in one column less "contingency" space for rare long entries is used since it combines for all fields.

was that a good reason?

This discussion is about making PHIN, chart, DOB visible on the first Patient List screen. In my mind, the only data that should be on that screen is data that would be required when you are not actually opening a patient for data entry anyway. For example, looking up a patient identifier to cross reference against other ward records, where if no new info is available you would not even open the patient's actual record.

• Do I misunderstand this?

• if I didn't misunderstand:
  • how is PHIN useful?
  • how is CHART useful?
  • how is DOB useful?

Beyond that: lets have a vote. Please put at least your name, and a comment if you want to, under the appropriate heading below.

would like PHIN/DOB/Chart visible on patient list

• anyone?

sees no value in PHIN/DOB/Chart visible on patient list

• LKolesar 11:48, 2012 October 1 (CDT) I don't like the way this voting option is worded. Obviously there may be some value but do we need this and is it the best use of this space? I like being able to see without scrolling which patients have been discharged at a glance. Now I need to scroll for this. I never need to see the phin, chart or dob in this view and am unsure of the necessity of having it listed here. I am interested in hearing the rationale for putting this information in the patient list view. I have collected data on several medicine wards and ICU and do not understand why this was done especially without thorough consultation of all collectors. Thanks for setting up this vote!
  • I intentionally worded the option a bit polarized; Also, I am not sure how to better consult collectors - I put up this article and implemented what I understood to be a summary of suggestions. I know you said you didn's see value in it but I didn't understand it as _not_ wanting, just as not really caring one way or the other. I think some collectors mentioned in their comments reasons why whey wanted the DOB/PHIN/CHART; I don't feel able to evaluate their comments because I have not done collection, let alone in all the different ways it's done at all the sites. I suspect that the discrepancy in how collection is done at different sites is one of the main reasons how this all came up. Thanks for voting, and I hope collectors will take you up in the invitation to explain why those fields would be helpful.
• I don't see the value of having DOB/PHIN/CHART# on this page as it makes it very difficult to read for starters but if you need to look something up on KEA/labs you need to open the patient profile to see what you are actually checking for.--CMarks 13:17, 2012 October 1 (CDT)

Marla Penner. I don't like the new "additional information" added with the patient names on the pt list. I find it time consuming to scroll back and forth for information that was visible before. I vote to delete the PHIN and DOB unless it is absolutely nec for some reason that escapes me. Thx.

• • I don't see any value in the PHIN/DOB/CHART# --PStein 08:12, 2012 October 2 (CDT)
  • I preferred the old patient list. Judy K; Oct, 2

Options

Depending on the outcome above, here are a few options.

• list names separately, keep the rest combined
• make the last name bold (tina needs to check if Access can bold only part of a field, don't think so)
  • can't make last name bold, but I can all-uppercase the last name and normal-case the first name, that would set it apart, would that work?
• go back to the old version
  • if you are having a vote here, I vote go back to the old version.--CMarks 13:18, 2012 October 1 (CDT)
  • I also vote to go back to the old version for the patient list. --LKolesar 07:54, 2012 October 2 (CDT)

Usage of the paper patient log

HSC

• At HSC on H4 & H4H I use the log collection for quick references,Pagasa also uses the page to check out times,I also get staff on the wards using it, their log books are a mess, We all share H4H with unique log numbers and if gone it would make it virtually impossible to remember our last log numbers--PStein 07:43, 2012 September 24 (CDT)
  • I agree with Pat about the H4H log numbers. I personally find I utilize it daily, the ward frequently asks questions, that are easily and quickly answered by having a log sheet. I think that it takes minimal time to record this information and the benefit of having this is very worthwhile.--FLindell 07:55, 2012 September 24 (CDT)
  • Interesting point. So, wherever multiple collectors share a ward the log book is used to keep track of who collects which patients using what number. Documented that in PDA collection log form#Data Collector Use. Ttenbergen 10:05, 2012 September 24 (CDT)
  • I also agree with Pat.--CMarks 12:36, 2012 September 24 (CDT)
    • I look at other collectors collection log forms all the time to make sure times and dates are correct.At present I can't look on the Transfer Tracker.mdb transfer tracker for admit times and dates to other sites.Since MICU sends people out daily to other collections sites, I really use those logs!If you get rid of them it will increase my workload.GHall 19:34, 2012 September 24 (CDT)
• One more point, D5 & B3 use consecutive numbers also. These would be hard to keep track of without a paper log for the really quick admissions & discharges that are sometimes seen on B3.--CMarks 13:22, 2012 October 1 (CDT)
  • The use of the paper log only takes seconds for me to do & I find it invaluable, for eg: I have erased my serial #

and I would not know the number to replace if i didn't have it written down somewhere--PStein 08:04, 2012 October 2 (CDT)

• • I do not like the revised log page. I get no value from the change and find it hard to read.--Jpeterson 08:15, 2012 October 2 (CDT)

STB

• At StB we do not use the room #column and this could be removed. If you were to remove the paper logs, we would need to see the "admit from and discharge to" information. It seems that most people like to use the paper logs which I think could be optional. Pagasa needs to know that the computer data should trump the log sheets. For example, sometimes I may change my admit time on the computer but do not always remember or bother to change it on the paper log because this is not a permanent record. I personally would not mind trialling a period without the paper logs to see if it would present any difficulties once all the columns on the patient view were fixed to see the pertinent information. --LKolesar 09:08, 2012 September 25 (CDT)
  • I am not sure how it was decided that we need the phin and chart numbers and DOB in the patient list view on our laptops?? I think this is an unnecessary use of the space. Was a vote taken on what we wanted in the patient list view? If so, I must have missed this. Now, I have to scroll every time I want to see if a patient was discharged and I really dislike the patient list view in it's present form. I would like to know what rationale was used for changing the view in the first place. Please comment!!

VIC

• We only use the room number space when we transfer a pt from VM to VW or VW to VW other than that we do not use and we can put this info into our notes section
  • sent out email to let all collectors know to move room number info into Notes; waiting to hear back -- Ttenbergen 12:28, 2012 September 20 (CDT)

• Here at the Vic we dont have Medicine Patient log sheets on the wards they use their own admit discharge book so it is worthwhile to have a Data collection Log sheet Plus Pagasa always request that we photocopy and send this to her periodically.
  • I don't think sending in the log is still required. Pagasa/Trish, can you confirm? -- Ttenbergen 12:28, 2012 September 20 (CDT) Template:Discussion
    • Pagasa and Trish were looking at discussion about whether or not Pagasa needs to data collection registry/patient log that the girls use as worksheets to organize themselves. Pagasa does not need the registry log if the collector will use the transfer tracker. We had not asked the collectors to stop faxing or mailing in their data collection registry logs to the main office when they have completed all their discharged patients for the previous month instead of piling them up in their office. We had kept them here and used the opportunity of having these worksheets to look up patients when the checking of linked data was showing wrong discharge or admit to and if dates overlap. Some collectors put alot of work keeping these worksheets up with exactly same information in latop data, other staff do not therefore, we can't rely on the registry log sheet worksheet for information. This was only intended to be a worksheet to help collector organize themselves, We don't enforced that this sheet be pristinely maintained for that reason. We really don't need them if collectors use the transfer tracker to check when patient move to other sites or units. Pagasa can use transfer tracker to check however, because we only keep 7 weeks, then this may not be helpful to her. For quarterly reports, linking admissions occurs in the forth month after to previous quarter of year. PTorres 12:05, 2012 October 1 (CDT)

• Since I have three wards on my lap top, I use the 'rec' column (on the patient list page) to sort my patient list by the ward they are on. Therefore I need the 'rec' space. I do not use the room space often except when a patient is moved to another ward. Then I can quickly track a chart I'm looking for. (Judy)
  • We are keeping the rec column-- Ttenbergen 10:41, 2012 September 21 (CDT)

CON

• I use the "Rec" to keep track of the location of the patients/their record. In the "R" space I enter the date I last reviewed (ie 09/20),or if the file is not started (New),.. or if Complete but need cxr and pathogens or more information (ie Cxp/ch). The patient list screen is my work sheet--I sort so all ward pts., all MR pts and all ICU are grouped together.
• I like the Data Collection Log as a quick reference. The ICU patient log book is not always filled in; and, I do not go back and enter the correct times of transfer or discharge nor the correct 'discharge to' location. Our log is the only complete and correct list of pt. admit/transfer/discharge information that is easily available at each site; should we need to clarify times, locations, etc.. The other option to get this information would entail pulling the charts, checking with Medical Records, the Main Office etc. I find it takes minimal time to enter and complete the Data Collection Log at this community site.11:53, 2012 September 24 (CDT)

• • I agree with Laura"s comment re the DOB and the PHIN. I do like the chart number being visible and readily available for retrieving lab values on Keas at HSC.Mlaporte 10:59, 2012 October 1 (CDT)

OAK

• At SOGH there is a log in the ICU and one I keep. I add the patients as they are admitted into the ICU by serial number and name only and complete the remainder of the info in my log as the charts are completed. I only use the ICU for the minimal data set and do not usually make further changes in it. I like my log as it is a quick visual as to what I am doing on a daily basis and ensures that no files are missed. I am not doing any corrections on it and therefore it really is no extra work. It helps me prioritize and keeps me organized--Lpruden2 (talk) 13:27, 2012 September 20 (CDT)

Main Office - The data Ranch

A very Good opportunity to revisit and look for ideas to reduce and/or eliminate the work associated with these paper patient logs. The patient log is a carry over from the beginnings when we did not have electronic collection tools. We have not made it optional to date. We had made some attempts when in past when we went to laptops to try to eliminate these paper patient logs and just use the laptop for direct entry to try in order to reduce the burden of workload associated with transcribing from ward logs onto these paper logs and then entering into laptop.

• I will revisit with Pagasa and review the need to FAX these logs. Pagasa has been using logs as one method to try and reduce the number of emails or calls to collectors. Collectors had voiced their concern about her following up entry errors in the past so many are putting alot of effort to document details on them.
  • as asked above, any news on this? -- Ttenbergen 12:29, 2012 September 20 (CDT) Template:Discussion