Provincial Hospital Resource System Repatriation Tool for Neonatal Users

Provincial Hospital Resource System Repatriation Tool for Neonatal Users

1

The PowerPoint presentation is intended to be Self – Directed Learning for Neonatal Users. It will take approximately 15 minutes

to view in “Slide Show” mode.

Overview of the Self - Learning Slide Deck

Background & Purpose of the PHRS Repatriation Tool

Module 1: Access and Log in to PHRS

Module 2: “Create to Repatriate” the Request

Module 3: “Cancel” a Request

Module 4: “Add a Hospital” to a Declined Request

Module 5: Responding to “Confirmation Delay”

Module 6: Responding to “Repatriation Delay”

Summary & Contact Information

2

Purpose of the Repatriation Tool

To streamline & simplify communication that is currently required to repatriate infants from higher to a lower level of care, often between multiple hospitals

CritiCall Call Centre will not be involved in this repatriation process

To generate data regarding the health of the retro-transfer system, for example,

Rate of successful repatriations Reasons for retro-transfer delays

 3 GTA Tertiary (Sunnybrook, Mount Sinai, Sick Kids) and 16 Participating Hospitals in 6 LHINs: Central West (5), Mississauga Halton(6), Toronto Central (7), Central (8), Central East (9) & North Simcoe Muskoka (12)

3

Repatriation Tool Implementation

4

Requirements of the PHRS Site Browser

5

Colored Font and Flags

6

Blue font

Repatriation requests from CritiCall Ontario for patients that have been sent out of province will appear in blue font

Red font

Repatriation requests that are “Declined” or “Not Accepted” appear in red font

Green font

Repatriation requests that are “Repatriated” will appear in green font

Appears for 24 hours next to “Active” requests

Appears for 24 hours next to requests that have been modified

Appears when the repatriation request becomes delayed two days after the Requested Transfer Date

For Details on Definitions, go to the PHRS Library on https://www.phrs.criticall.org

5 phases of the 2014 Repatriation Tool Neonatal Algorithm to show the Journey of the Repatriation Request from start to finish

7

Blue: Sending HospitalGreen: Receiving Hospital

5 phases

Module 1

Access and Log in

8

PHRS Map view: Click on your LHIN

LHIN RegionsLHIN Regions

9

Click on your LHIN

LHIN view: Click on the Repatriation TAB on the Toolbar

Navigation displayed depends on User’s access level

Navigation displayed depends on User’s access level

10

Click on the Repatriation Tab on the Toolbar

Module 2

Create to Repatriate

11

2014 Repatriation Tool Neonatal: Create Phase by Sending Hospital

12

13

CreateSend Request

Create: Step 1-Go to Outgoing Request for Repatriation Tab and Clicks on Add New Request

14

Sending Hospital

Create: Select Neonatal bed, Requested Transfer Date, if 48 hour repatriation, Neonatal (Sending Service), Add in or go to Lookup to select the Requested Hospitals for Repatriation then Click Next

15

Click NEXT to go to next step or on CANCEL to delete information

Add 1 (min) or up to 5 hospitals (max.)

Create: Step 2 – Type the Health Card Number, Ward and Family Physician Select Patient Gender, Patient Age and Patient Home Hospital then Click NEXT

16

Click Next to go to Step 2 and click on Back to go previous step

Create: Step 3 – Select at least ONE in the Initial Precaution Status and in the Initial Patient Medical Info then Click NEXT

17

Click Next to go to Step 4 and Click on BACK to go to Back to go previous step

Click on + to expand

Create: Step 4 – Type in Sending Physician and Primary Staff Contact Names and Phone Numbers then Click SAVE

18

Click SAVE or go to previous steps Click on BACK

19

AcknowledgeProceed

Decline

2014 Repatriation Tool Neonatal: Acknowledge Phase by Receiving Hospital

20

Acknowledge: Select Proceed or Decline then Click on SAVE

21

Receiving Hospital

Acknowledge: Proceed selected and Add Optional Proceed Comments then Click SAVE

22

Acknowledge: Add “Contact Information” then Click on SAVE

23

Receiving Hospital

24

ConfirmAcceptAccept

Not Accept

2014 Repatriation Tool Neonatal: Confirm Phase by Receiving Hospital

25

Confirm: Go to Proceed Tab to view Proceed Request

26

Receiving Hospital

Confirm: Select “Accept” or “Not Accept” and Click SAVE

27

Receiving Hospital

Confirm: Accept Selected, Add Optional Comments in the Accept Comments Box and Click SAVE

28

Confirm: View “Accepted” Request in the Accepted TAB

29

Sending Hospital

30

TransportTransport Arranged

Transport Scheduled

2014 Repatriation Tool Neonatal: Transport Phase by Sending Hospital

31

Transport: Select “Transport” and Click on SAVE

32

Sending Hospital

Transport: Select “Transport Arranged” Date & “Transport Scheduled” Date and Click on YES

33

Transport: View “Transport” Request in the Transport Tab

34

Sending Hospital

35

RepatriateUpdate

Select Calendar Date

2014 Repatriation Tool Neonatal Algorithm: Repatriate Phase by Sending Hospital

36

Repatriate: Select “Repatriate” and Click on SAVE

37

Sending Hospital

Repatriate: Select “Repatriate Date” and Click on YES

38

Repatriate: View “Repatriated” Request in the Repatriated Tab

39

Sending Hospital

Repatriate: View “Repatriated” Request in the Repatriated Tab

40

Receiving Hospital

Module 3

Cancel a Request

41

2014 PHRS Repatriation Tool Algorithm: Cancel a Request by the Sending Hospital

42

Sending Hospital can cancel the request when the receiving hospital has declined or not accepted up to the Transport Phase

When does Cancel occur?

“The Sending Hospital can cancel the request at any point in time if the repatriation is no longer required (e.g. patient

deteriorates or is discharged). Cancelled requests will remain available for ‘Reissue for 7 days.”

For more details, go to the Definitions document available in the PHRS Library Tab on https://www.phrs.criticall.org

Cancel: Sending Hospital can view “declined requests” sent to multiple Hospitals in the Declined Tab

44

Sending Hospital

Cancel: View “Comments” related to Declined in the Comments Tab

45

Sending Hospital

Cancel: Select “Reason for Cancellation” and Click on YES

46

Cancel: Sending Hospital can View all the “Cancelled” Requests in the Cancelled Tab for 7 days and can Reissue the cancelled requests

47

Sending Hospital

Cancelled requests will remain in the Cancelled Tab available for “Reissue” by the Sending Hospital for 7 days.

Cancel: Receiving Hospital can only view their Hospital’s “Cancelled” Request in the Cancelled Tab

48

Receiving Hospital

Module 4

Add a Hospital

to a

Declined Request

49

2014 PHRS Repatriation Tool Algorithm: Add a Hospital to the Request by the Sending Hospital

50

Sending Hospital can add a hospital to the request when the receiving hospital has declined or not accepted up to the Transport Phase

Add a Hospital: Receiving Hospital views Active Neonatal Request

51

Receiving Hospital

Add a Hospital: Receiving Hospital selects “Decline” & Clicks on SAVE

52

Receiving Hospital

Add a Hospital: Receiving Hospital selects Reason for Decline and Clicks on SAVE

53

Add optional comments

Add a Hospital: Sending & Receiving Hospitals can view the Declined Request in their Declined Tab

54

Sending Hospital

Receiving Hospital

Add a Hospital: Sending Hospital clicks on “ADD Hospital” to send the request to a new Hospital and clicks on SAVE

55

Sending Hospital

Add a Hospital: Sending Hospital selects a new Requested Hospital & Clicks YES

56

Add a Hospital: View newly created Active Request in the Active Tab

57

Sending Hospital

Comments: Sending Hospital views Comments related to Declined in the Comments TAB

58

Sending Hospital

Cancel: Sending Hospital selects “X” to cancel the declined request based on comments and clicks on SAVE

59

Sending Hospital

Cancel: Sending and Receiving Hospitals view Cancelled request in their Cancelled TAB

60

Sending Hospital

Receiving Hospital

Module 5

Responding

to

Confirmation Delay

61

When does Confirmation Delay occur?

“Confirmation Delay occurs when the Receiving Hospital responds in the Confirm phase two days after the Requested

Transfer Date”

For more details, go to the Definitions document available in the PHRS Library on https://www.phrs.criticall.org

Confirmation Delay: Click on Proceed Tab to respond to the delayed Proceed Request

63

Receiving Hospital

Check in the flag column for the CLOCK icon indicating delay

Confirmation Delay: Select Accept or Not Accept then Click on SAVE

64

Receiving Hospital

Confirmation Delay: Select Reason for Confirmation Delay, Add Optional Comments and click on SAVE

65

Add optional comments

Confirmation Delay: Click on Comments Tab to view Comments related to delayed response

66

Confirmation Delay: Sending Hospital responds to the delayed Accepted request & selects Transport and Clicks on SAVE

67

Sending Hospital

Confirmation Delay: Select Transport Dates and Click on YES

68

Confirmation Delay: Sending Hospital Selects Repatriate and Click on SAVE

69

Sending Hospital

Sending Hospital selects Date, Reason for Repatriation Delay & Click on YES

70

Sending & Receiving Hospitals View the Completed Repatriated Requests

71

Sending Hospital

Receiving Hospital

Module 6

Responding

to

Repatriation Delay

72

When does Repatriation Delay occur?

“Repatriation Delay occurs when the Sending Hospital responds two days after the Requested Transfer Date”

For more details, go to the Definitions document available in the PHRS Library on https://www.phrs.criticall.org

Repatriation Delay: Go to the Transport Tab to respond to the delayed Transport Request

74

Sending Hospital

Check in the flag column for the CLOCK icon indicating delay

Repatriation Delay: Select Repatriate and Click on SAVE

75

Sending Hospital

Repatriation Delay: Select Repatriation Date, Reasons for Repatriation Delay and Click on YES

76

Repatriation Delay: Go to Repatriated Tab to view completed Repatriated Requests

77

Sending Hospital

Receiving Hospital

Summary

&

Contact Information

78

Sending Hospital Responsibilities

Create and send new repatriation requests to hospitals participating in the repatriation agreement

Monitor and update repatriation request as required for the following: Transport, Repatriate, Add a hospital/Cancel

Add a Hospital/Cancel when requests are not accommodated in accordance with Requested Transfer Date or ‘Not Accepted’ by the receiving hospital

Contact accepting hospital by telephone to confirm repatriation details

Update request status to “Transport” by Selecting Date of transport arranged and scheduled transport date

If the Repatriation Date is 2 days greater than the Requested Transfer Date, select the ‘Reason for Repatriation Delay’ from the dropdown menu

79

Receiving Hospital Responsibilities

Acknowledge all new or redirected repatriation requests received and indicating ‘Proceed’ or ‘Decline’

If ‘Decline’ is selected choose a ‘Reason for Decline’ from the dropdown menu

Contact sending hospital for physician- to-physician dialogue to exchange patient details

Confirm the repatriation request by indicating ‘Accept’ or ‘Not Accept’

If ‘Not Accept’ is selected choose a ‘Reason for Not Accept’ from the dropdown menu

Select a Reason for Confirmation Delay If the Not Accept Date is more than 2 days after the Requested Transfer Date or Redirect date

80

Training Support

The following training materials are available in the PHRS Library Tab on https://www.phrs.criticall.org :

Repatriation Tool Quick Guide Reasons for cancellation, decline, not accepted,

confirmation and repatriation delays (drop down document)

Definitions Algorithm

81

Contact Information

For CritiCall Ontario Repatriation Tool Training Questions, contact Claudine Wathier – Doucet (T) 613- 321- 0603 (Email) claudine.wathier-doucet@criticall.org

For PHRS Repatriation Username & Password access, contact your hospital designated PHRS-Registration Manager

For technical assistance first contact your hospital IT dept, if not resolved then contact PHRS help desk: phrshelpdesk@criticall.org

82