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Provincial Hospital Resource System Repatriation Tool for Neonatal Users. 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. - PowerPoint PPT Presentation
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Provincial Hospital Resource System Repatriation Tool for Neonatal Users
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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
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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)
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Repatriation Tool Implementation
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Requirements of the PHRS Site Browser
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Colored Font and Flags
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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
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Blue: Sending HospitalGreen: Receiving Hospital
5 phases
Module 1
Access and Log in
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PHRS Map view: Click on your LHIN
LHIN RegionsLHIN Regions
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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
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Click on the Repatriation Tab on the Toolbar
Module 2
Create to Repatriate
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2014 Repatriation Tool Neonatal: Create Phase by Sending Hospital
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CreateSend Request
Create: Step 1-Go to Outgoing Request for Repatriation Tab and Clicks on Add New Request
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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
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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
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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
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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
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Click SAVE or go to previous steps Click on BACK
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AcknowledgeProceed
Decline
2014 Repatriation Tool Neonatal: Acknowledge Phase by Receiving Hospital
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Acknowledge: Select Proceed or Decline then Click on SAVE
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Receiving Hospital
Acknowledge: Proceed selected and Add Optional Proceed Comments then Click SAVE
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Acknowledge: Add “Contact Information” then Click on SAVE
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Receiving Hospital
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ConfirmAcceptAccept
Not Accept
2014 Repatriation Tool Neonatal: Confirm Phase by Receiving Hospital
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Confirm: Go to Proceed Tab to view Proceed Request
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Receiving Hospital
Confirm: Select “Accept” or “Not Accept” and Click SAVE
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Receiving Hospital
Confirm: Accept Selected, Add Optional Comments in the Accept Comments Box and Click SAVE
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Confirm: View “Accepted” Request in the Accepted TAB
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Sending Hospital
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TransportTransport Arranged
Transport Scheduled
2014 Repatriation Tool Neonatal: Transport Phase by Sending Hospital
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Transport: Select “Transport” and Click on SAVE
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Sending Hospital
Transport: Select “Transport Arranged” Date & “Transport Scheduled” Date and Click on YES
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Transport: View “Transport” Request in the Transport Tab
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Sending Hospital
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RepatriateUpdate
Select Calendar Date
2014 Repatriation Tool Neonatal Algorithm: Repatriate Phase by Sending Hospital
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Repatriate: Select “Repatriate” and Click on SAVE
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Sending Hospital
Repatriate: Select “Repatriate Date” and Click on YES
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Repatriate: View “Repatriated” Request in the Repatriated Tab
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Sending Hospital
Repatriate: View “Repatriated” Request in the Repatriated Tab
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Receiving Hospital
Module 3
Cancel a Request
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2014 PHRS Repatriation Tool Algorithm: Cancel a Request by the Sending Hospital
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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
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Sending Hospital
Cancel: View “Comments” related to Declined in the Comments Tab
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Sending Hospital
Cancel: Select “Reason for Cancellation” and Click on YES
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Cancel: Sending Hospital can View all the “Cancelled” Requests in the Cancelled Tab for 7 days and can Reissue the cancelled requests
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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
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Receiving Hospital
Module 4
Add a Hospital
to a
Declined Request
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2014 PHRS Repatriation Tool Algorithm: Add a Hospital to the Request by the Sending Hospital
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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
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Receiving Hospital
Add a Hospital: Receiving Hospital selects “Decline” & Clicks on SAVE
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Receiving Hospital
Add a Hospital: Receiving Hospital selects Reason for Decline and Clicks on SAVE
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Add optional comments
Add a Hospital: Sending & Receiving Hospitals can view the Declined Request in their Declined Tab
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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
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Sending Hospital
Add a Hospital: Sending Hospital selects a new Requested Hospital & Clicks YES
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Add a Hospital: View newly created Active Request in the Active Tab
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Sending Hospital
Comments: Sending Hospital views Comments related to Declined in the Comments TAB
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Sending Hospital
Cancel: Sending Hospital selects “X” to cancel the declined request based on comments and clicks on SAVE
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Sending Hospital
Cancel: Sending and Receiving Hospitals view Cancelled request in their Cancelled TAB
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Sending Hospital
Receiving Hospital
Module 5
Responding
to
Confirmation Delay
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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
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Receiving Hospital
Check in the flag column for the CLOCK icon indicating delay
Confirmation Delay: Select Accept or Not Accept then Click on SAVE
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Receiving Hospital
Confirmation Delay: Select Reason for Confirmation Delay, Add Optional Comments and click on SAVE
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Add optional comments
Confirmation Delay: Click on Comments Tab to view Comments related to delayed response
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Confirmation Delay: Sending Hospital responds to the delayed Accepted request & selects Transport and Clicks on SAVE
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Sending Hospital
Confirmation Delay: Select Transport Dates and Click on YES
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Confirmation Delay: Sending Hospital Selects Repatriate and Click on SAVE
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Sending Hospital
Sending Hospital selects Date, Reason for Repatriation Delay & Click on YES
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Sending & Receiving Hospitals View the Completed Repatriated Requests
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Sending Hospital
Receiving Hospital
Module 6
Responding
to
Repatriation Delay
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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
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Sending Hospital
Check in the flag column for the CLOCK icon indicating delay
Repatriation Delay: Select Repatriate and Click on SAVE
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Sending Hospital
Repatriation Delay: Select Repatriation Date, Reasons for Repatriation Delay and Click on YES
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Repatriation Delay: Go to Repatriated Tab to view completed Repatriated Requests
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Sending Hospital
Receiving Hospital
Summary
&
Contact Information
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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
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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
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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
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Contact Information
For CritiCall Ontario Repatriation Tool Training Questions, contact Claudine Wathier – Doucet (T) 613- 321- 0603 (Email) [email protected]
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: [email protected]
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