MeRIT Project Quarterly Bulletin:Fall 2015 For Distribution to all MRP staff

CORR UpdateNew change – CORR Site Coordinators

MRP must make regular, annual reports to CORR as part of compliance with CIHI data standards. The MRP receives per capita funding based on this reporting from CIHI. In 2014, CORR mandated the use of a new e-reporting portal effective January 1, 2015. To comply with reporting for CORR and optimize our current eKHR to fulfill this requirement, the MRP has hired three CORR Site Coordinator, term, part-time, 1.3 FTE (0.5 at SOGH & HSC and 0.3 FTE at SBGH) positions for ongoing maintenance of this system. Each Site Coordinator will be responsible for being the site liaison and subject matter expert for CORR e-reporting process and quality control for eKHR data entries.

REMINDER - Please ensure the CORR information is submitted on every CHRONIC patient in your unit:

1. The CORR consent information and first RRT date can now be added directly into the eKHR.

IMPORTANT - After the forms listed above are complete, please make a copy and keep in the consent section of patients’ chart. Write the date you sent the information to the CORR Site Coordinator so you have a record of the transaction. This way if information is lost in transit, there is a copy of the information and also an audit trail of personal information that may be missing.

Please note:It is important that a patient’s ACP Goals of Care is kept updated. This information is entered under the General 2 tab of the Patient Demographic form.

DRAFT

Reminder for Unit Clerks: It’s important that Unit Clerks complete the eKHR fields and CORR requirements below during patient registration. This information is essential for management reporting and CORR Stats. Some fields will also populate the new Demographic Report which will be available in the upcoming release. If the fields below are left blank - the form will be blank.

eKHR• Under the Patients tab, select Demographics.• Under Demographic, select Programs and enter the patient’s primary diagnosis (verify with the

Nephrologist), enter the patient’s first RRT date and enter whether the CORR Consent has been signed Y/N and date.

• Under Demographics, select General 1 and enter the patient’s address or confirm that it is correct.• Under Demographics, select General 2 and enter the patient’s ACP Goals of Care including the date and

the patient’s allergies (if any).• Under Demographics, select Contacts and enter the patient’s contacts information.• Under the Treatment tab, enter the patient’s Dialysis Status and Dialysis Subtype.

CORR• Complete the Initial Registration form and keep a copy on the patient’s chart (mail original copy to the

CORR Coordinator). • If a change occurs, complete the Change of Status form and keep a copy on the patient’s chart (mail

original copy to the CORR Coordinator).

registering patients into the ekhr

Cognos Boards “Yellow Conflict”For some time there have been patients that show up Yellow on the Cognos display which would indicate a scheduling conflict. After looking at the patient record there did not appear to be a conflict but certain patients continued to show as yellow on the Cognos Display. After investigating further it was determined that these patients had an “Unknown” Treatment Status that was not visible as we had removed that selection approximately 1.5 years ago. Working with BC Renal and eHealth we accessed the Database and corrected these patients. Going forward, there should be no patients showing up in yellow unless there is, in fact, a conflict.

Upcoming eKHR ChangesNew Code for “no show” patients: Currently “no shows” are entered as (0000) in the eKHR. The MeRIT team will be adding two new codes in the eKHR: 0001 – “no shows” that call in to say they will miss a treatment, and 0002 – patients that “show”, but treatment cancelled due to vascular access issues.

Get to Know Team MeRIT - Audrey GordonAudrey is the Project Manager/Business Analyst for the MeRIT Project. Audrey has led several projects for the Program such as the Nurse-Led Telehealth Renal Health Clinic (Thompson), Raising Awareness to Improve Kidney Health and Prevent Dialysis, and more recently, the FINISHED Kidney Screening Project. Audrey’s favorite day of the week is Monday because she gets to come to work in her favorite WRHA Program. She also has other favorites such as these quotes “righto” (means yes) and, “you’re too funny” (used when someone tells her a really good joke).

Outside of work, she enjoys riding her HD motorcycle, exercising, volunteering at Springs Church, and puttering in her garden. Vacations to learn about new cultures is another favorite on her list of things to do. Her most memorable destination was a trip to China with her father to help him to realize his dream of seeing the Great Wall and the Terracotta Warriors.

Updating Infectious Lab Test ValuesWhen updating a patient’s infections lab values (e.g. from positive status to negative status) in the eKHR remember you cannot edit the previous entry. With the cursor in the “Visit Datetime” field, insert a new record using the date of the new result and enter the updated information for that lab test. Example: Patient was positive for bed bugs but is now negative.

Home Hemodialysis Runs

This request, from the HHD committee meeting of June 2nd, was to capture Home Hemodialysis runs that are occurring in unit, and to differentiate whether they are for training versus respite/inpatient or other medical reasons. This is so all In Centre runs can be captured in a meaningful report. This will mean that every patient and every run will need to be entered into the eKHR. This will impact several areas as it relates to HHD:

Dialysis Status• The patient’s status will be allocated as

temporary for respite, IV iron with dialysis run, and inpatient run done in HHD.

• The patient’s status will be allocated as permanent for training and subsequent admission to the program.

It was agreed to start this process as of October 1st at SOGH and November 1st at HSC. Those HHD staff that need eKHR orientation will attend two half-day orientation sessions in November 2015 or January 2016. The MeRIT team is developing the necessary clinical reports in discussion with the site leads.

For more information on eKHR, contact your site lead or go to: http://www.kidneyhealth.ca/wp/healthcareprofessionals/electronic-kidney-health-record

EKHR TRAININGThe Stage 1 Process Manual – Scheduling was updated over the summer months and will be available soon at http://www.kidneyhealth.ca/wp/healthcare-professionals/electronic-kidney-health-record/ekhr-process-manuals/. The next manual for revision is the Stage 1: Process Manual – Patient Information. The review process is currently underway.

2016 Schedule for eKHR Module OrientationsThe 2016 Schedule for eKHR Module Orientations is available on the kidneyhealth.ca website at http://www.kidneyhealth.ca/wp/healthcare-professionals/electronic-kidney-health-record. The sessions for Demographics & Medications and Scheduling & Transfers will be monthly, except for July, August and December. View & Print sessions will be held every second month. Please note that in April and May the rotation for Seven Oaks and Health Sciences was switched due to computer labs availability. Managers are asked to register their staff to attend with Sharon Edmundson by email at sedmundson@sogh.mb.ca or by cell at (204) 805-0278. Reminders regarding session guidelines:

1. Deadline for registration is one week prior to the session.2. A minimum of four registrants is required for each session.

Upcoming Training Sessions:

St. Boniface Hospital View Only (2 hours) Thu, Nov 3 1000-1200SBH N1017 Demographics & Medications (1 day) Tue, Nov 17 0800-1600 Transfers & Scheduling (1 day) Tue, Nov 24 0800-1600

Health Sciences Centre Demographics & Medications (1 day) Tue, Jan 12 0800-1600HSC NA220 Scheduling & Transfers (1 day) Tue, Jan 19 0800-1600 View Only (2 hours) Tue, Jan 26 1000-1200

Seven Oaks Hospital Demographics & Medications (1 day) Tue, Feb 9 0800-1600SO1 2LB05 Scheduling & Transfers (1 day) Tue, Feb 23 0800-1600