Calculation of Pertinent Information-Final Copy-JUNE 7, 2007

8/2/2019 Calculation of Pertinent Information-Final Copy-JUNE 7, 2007

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Calculation of

Pertinent Informationon DSWD Centers andInstitutions


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Background

The Honorable Secretary of DSWD, Dr. Esperanza I. Cabral,issued a memorandum to all DSWD Field Offices on 27 March 2007,for the calculation of pertinent information on centers and residentialfacilities for the year 2006. This memo provided formula andillustrated the processes of calculations and identified the variablesfor (1) occupancy rate and (2) average length of stay (ALOS), using

admission-based and discharge-based methods.

For 2006, there is a total of 67 residential and non- residentialcare facilities run by DSWD. These consist of 61 residential carefacilities that provide 24-hour services for disadvantaged children,

youth, women, older persons, persons with disabilities and personwith special needs and 6 facilities as vocational rehabilitation centerfor persons with disabilities.


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Occupancy Rate in Residential Facilities

The occupancy rate is a calculation used to show the actual utilization of aresidential facility for a given time period. To calculate the average occupancyrate for a typical one- year reporting period, two data items needed are as

follows:(1) CLIENT DAYS OF CARE - Sum of each daily client census for the year(2) CLIENT DAYS OR BED DAYS AVAILABLE - The maximum number of days of

care that would have been provided if all beds were filled during the year.

To calculate occupancy rate, use client days of care and client or bed days

available in this formula.

OCCUPANCY RATE = ____(1)Client Days of Care___ x 100(2)Client or Bed Days Available

Example 1 (accurately reflects changes in beds available for use)300 beds x 243 days = 72, 900 (client days available for Jan. 1- Aug. 31)350 beds x 122 days = 42, 700 (client days available for Sept. 1- Dec. 31)72, 900 + 42, 700 = 115, 600 (Total Client Days Available for Jan. 1- Dec. 31)


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Example 2 (Does not accurately reflect changes in beds during the year)

350 x 365 + 127, 750(Total Client Days Available for Jan. 1- Dec. 31)

The following are occupancy rates based on the two different Client Days

Available:

Example 3 (Occupancy rate accurately reflects bed fluctuations):

98, 560 (Client Days of Care) / 115, 600 (Client Days Available) =

.853 x 100 = 85. 3 %

Example 4 (Occupancy rates does not reflect lower number of beds available

for use during the first eight months of the fiscal year):

98, 560 (Client Days of Care) / 127, 750 (Client Days Available) =

.772 x 100= 77.2%


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Average Length of Stay (ALOS) inCenters/ Residential Facilities

ALOS is calculated using two of the following variables for each

method:(1) Total Discharge Days- The sum of the number of days spent in

the center for each client who was discharged during theperiod from the date of admission.

(2) Total Discharges- the number of clients released from thecenter during the period examined. This figures includes death.

(3) Total Client Days of Care- Sum of each daily client census forthe period examined.

(4) Total Admissions- The total number of individuals admitted intothe center during the period examined.

The formulas for the Average Length of Stay are as follows:Method 1 (Discharge-Based):Total Discharge Days/ Total Discharges= Average Length of Stay

(in days)Method 2 (Admission-Based):

Total Client Days of Care/ Total Admissions= Average Length of Stay

(in days)

for Method 1(Discharge-Based)

for Method 2(Admission-Based)


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Examples in Calculating Average Lengthof Stay (ALOS) in Centers/ Residential

FacilitiesMethod 1

48, 579 ( Discharge Days) / 6, 246 ( Discharges) = 7.8 daysMethod 2

48, 090 (Client Days of Care) / 6, 206 (Admissions) = 7.7 days

Calculation of ALOS for Facilities with Large Proportion of Long-Stay ClientsWhen calculating average length of stay for a center or facility with a largeproportion of long-stay clients (e.g. EGV and GA), these methods will producevery different results as demonstrated in the following example:

Method 1

393, 552 (Discharge days) / 534 (Discharges) = 737.0 daysMethod 2214, 371 (Client Days of Care) / 558 (Admissions) = 384. 2 days


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Summary of ObservationsOccupancy Rate

22 facilities indicated a constant number for the client/bed days available for the entire 2006 Computation for occupancy rate for 32 facilities are

correct only on the basis of the presented client daysof care and client/ bed days available

Client census for 2006 for 2 facilities (Haven forWomen and RSCC, FO CAR) included in January carry-over cases in 2005

Inaccurate computation for 6 facilities for client daysof care since total number of days spent in previousyears by residents admitted prior to 2006 was stilladded in the client days of care for 2006

Calculated Occupancy Rate per client (FO V) and notfor the facility


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Average Length of Stay (ALOS)

Discharge-Based Method Calculations on 22 facilities are correct based on the

presented variables on total discharge days and totaldischarges

No basis to check the correctness of the computation for9 facilities since there is no raw data presented (totaldischarge days and total discharges)

There is doubt on figures for total discharge days for 2

facilities Haven for Women and RSCC, FO CAR) wherethere is an indicated carry- over cases included in January

Calculated ALOS (Discharge-Based) per client and not forthe two facilities (FO V).


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Average Length of Stay (ALOS)Admission-Based Method

Calculations on 19 facilities are correct based on thepresented variables on client days of care and totaladmission

There is doubt in 2 facilities (FO-CAR) on the process onhow figures are arrived at for total admissions, as itreflected carry-over included in January, when theperiod being examined is only for 2006

Inaccurate computation on 1 facility (Haven for Children,FO I) since raw data did not include January 1 to March30, 2006 in the total client days of care

No basis to check the correctness of the computation on2 facilities since there is no raw data presented (totaladmission and total client days of care)

Calculated ALOS (Admission-Based) per client and notfor the two facilities (FO V)


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Recommendations

The Field Offices to provide raw data using the

prescribed templates for the computation of:a. client days of care

b. client/ bed days available

c. total discharge days

d. total dischargese. total admissions

Illustrate process of computation for the above variablesand for Occupancy Rate and ALOS

Use admission-based and discharge-based methods incomputing ALOS


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Forms for the summary of

calculations and raw data


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Summary of Calculations of Pertinent Information on ___________________( Name of Facility)

Field Office ___________ Period Examined: January 1 to December 31, 2006

Pertinent Information Calculations

ClientDays of

Care(1)

BedCapacity

(2)

Client/Bed DaysAvailable

(3)

TotalDischarges

(4)

TotalDischarge

Days(5)

TotalAdmissions

(6)

OccupancyRate(7)

Average Length of Stay(ALOS) in days

Discharge-Based

(8)

Admission-Based

(9)


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FO ________Name of Facility_______________

Data for Client Days of CareJanuary- December 2006

DAY MONTH

JAN FEB MARCH APRIL MAY JUNE JULY AUG SEP OCT NOV DEC TOTAL

1

2

3

4

5

31

Total


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Raw Data for ComputingAverage Length of Stay

List of ClientsServed

CY 2006

(1)

Age at lastbirthday

(Years)

(2)

Date ofAdmission

____ _____ ____

Mo. Day Year

(3)

Date ofDischarge

____ ____ ___

Mo. Day Year

(4)

No. ofDays

Spent inthe

Center

(5)

1.

2.

3.

4.

5.


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THANK YOU

Calculation of Pertinent Information-Final Copy-JUNE 7, 2007

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