Home

e-SDRT Spreadsheet

Contents

1. First Nations and Inuit Home and Community Care Program e SDRT HCC Application Community or Tribal Council Name Ottawa Client Information Worksheet Staff Name Danie J Note Mandatory columns are marked in red Insert Row s Inserer rang e s Year Month yyyy mm 2012 03 English Fran ais Sort Trier Delete Row s Supprimer rang e s Help Aide Version x0 5 0 Client Information Admission Discharge Referral Birth Dat i Client Identifier S di Admission Reasonfor Referral Date Admission Date Discharge Date Source of Client Tyoe Reason for YY Readmission HomeCare yyyy mm dd yyyy mmidd yyyy mm dd Referral JP Discharge TM Services Sait an aa Se aa seis See eee First Nations and Inuit Home and Community Care Program e SDRT HCC Application Community or Tribal Council Name Ottawa Client Information Worksheet Staff Name Danie J Note Mandatory columns are marked in red Insert Row s Inserer rangee s Year Month yyyyimmn English Fran ais Sort Trier Delete Row s Supprimer rang e s Help Aide Version x0 5 0 Client Information Admission Discharge Referral Birth Dat sd Client Identifier Admission Reasonfor ReferralDate Admission Date Discharge Date Source of Client Tye Reason for um Readmission HomeCare yyyymmidd yyyy mm dd yyyy mmidd Referral IP Discharge yyyy mm dd Services 7 NE eS ES 1925 03 27
2. 31Mar 2005 01 Mar 2005 31Mar 2005 To view an on line report position the mouse pointer on the link and press the left mouse button To download a report position the mouse pointer on the link and press the right mouse button Note Adobe Acrobat Reader is required to view and print report files If itis not installed on your computer you can download it atno charge from Adobe Please click here to go to the Adobe web site Note Difference between pdf and txt odf provides easy to read tables txt is for creating charts and graphs and also requires additional skills See appendix E Improving your reports into Excel for user customizing 6 Tip Left click on a hyperlinked report name to view the report or right click to download it select Save Target As from the drop down menu e Click on PDF open the file e Click on PDF download the file When you right click and select Save Target As the report file will be highlighted in a Save As popup window listing its default file name If you wish to change this name overwrite the highlighted File Name To save this file to your computer click the down arrow in the Save in field select your preferred location e g My Documents then click the Save button The Download Complete dialogue box appears Click the Close button You can now retrieve the file from your selected location 88 DOWNLOADING e SDRT REPORTS APPENDIX G Rename your downloaded files clearly
3. OK ae a Popular Hr keep your w Formulas Proofing Protecting your privacy Save Microsoft cares about your privacy For more information about how Microsoft Office Excel helps to protect your privacy please see the privacy statements Advanced Customize i i RES Don t forget to po 2 _ save your new Resources Learn more about protecting your privacy and security from settings i i ri Micr m i Microsoft Office Excel Trust Center The Trust Center contains security and privacy settings These settings help keep your computer secure We recommend that SELECTING A WORKSHEET To select a worksheet click on the appropriate worksheet label tab located at the bottom left hand corner of the e SDRT template 44 EXCEL BASICS APPENDIX B Entering Data You can enter information in three 3 ways e Type the information into a cell e Select from the list of available codes e Copy Ctrl C the data from one cell and paste Ctrl V it into another cell COPYING DATA FROM PREVIOUS VERSION SPREADSHEETS Note The e SDRT spreadsheet application has gone through several generations of development If you cut and paste from an old version of the e SDRT to a new version of the e SDRT you will end up with corrupted files and have uploading challenges or error messages lt is important to understand what a source and a destination spreadsheet are The source spreadsheet is the spreadsheet that you ar
4. Hepatic Biliary and Pancreatic Conditions of the Endocrine etc Primary Reason for IMPORTANT INFORMATION Code W is no longer applicable do not use lf you are a non nurse completing this section and are unsure about what the primary reasons Is please validate this choice with a health professional lf the client s Primary Reason for Home Care Services changes you have to discharge the client and Admit the client with the new Primary Reason for Home Care Services The date for Admission will be the date following the Discharge Date you will receive validation error if the Discharge and Admission dates are the same Note Client tyoe may also change with the new Primary Reason for Home Care Services This field is used by communities to obtain a clearer understanding of the emerging trends and or changes within their HCC program This is important information for the community s overall health plan It is also used by regional and national offices to make evidence based informed decisions The Admission Discharge section contains three 3 columns Admission Discharge Referral Date Admission Date Discharge Date yyyy mm dd yyyy mm dd yyyy mm dd 19 e SDRT User Guide Update April 2014 Referral Date Column F The Referral Date must be entered in yyyy mm dd format For example September 30 2013 would be entered as 2013 09 30 If an invalid format is used an error message will appear an
5. Spreadsheet Upload The Excel Spreadsheet Upload screen will be displayed Client Search Reports Administration Help Fran ais LogO J Indicates Mandatory Please specify the File Name of the Excel spreadsheet by clicking on the Browse button Region Ontario File Name Browse Please note that only files saved in Microsoft Excel 2002 2000 98 and 97 format can be uploaded Other formats must be converted before submitting the file Click on the Upload button to start uploading the file into the regional database Upload Session Status Please note that it may take tin tn 11 minutes tn ninad the file ANN kh file with 98 8 khna mndem 59 UPLOADING THE e SDRT SPREADSHEET APPENDIX D 4 Click the Browse button In the pop up screen that appears navigate to the file that you wish to upload and double click on the file name The system will display your file name in the File Name field Administration Menu Excel Spreadsheet Upload Indicates Mandatory ad Please specify the File Name of the Excel spreadsheet by clicking on the Browse button Region Ontario Fie Name L Home and Community Care E SDRT amp E H Browse Please note that only fies saved in Microsoft Excel 2002 2090 98 and 97 format can be uploaded Other formats must be converted before submitting the file Click on the Upload button to start uploading the file into the regional database a ESO Status ae Please note tha
6. The monthly and annual reports are available Available to authorized individuals that DO have upload capability Computations in the monthly report have been improved Approximately 11 pages for all report types monthly annual 84 e SDRT REPORT TYPES APPENDIX F Tribal Council Health Authority Total Services Report TSR e This is a report available in monthly and annual report formats e Available to authorized individuals that have access to report downloads for a specific community e 11 15 pages depending on the length of the appendix e Includes an appendix may be as short as one page listing the communities associated with the Tribal Council or health authority that did not report e The appendix for the monthly report lists the communities that did not report in that month e The appendix for the annual report lists the communities that did not report in each month of the reporting period The report shows the months included in the report and has an X to indicate that the community did not report in a particular month Regional Total Services Report TSR e Regions DO NOT have upload capability e Two reports mandatory and non mandatory data e Mandatory e This is a report available in monthly and annual report formats e Approximately 5 pages long e Contains the minimum mandatory reporting information to meet accountability requirements e Non mandatory e This is a report available in monthly and ann
7. z 2 Clear Arial 10 A aA Clipboard amp Font Alignment Number Styles Cells Ed Home Cz are Services 4 Client Information Home Care Services 3 e SDRT User Guide Update April 2014 wo I III USING THE e SDRT SPREADSHEET Although Microsoft Excel is the software used to produce the e SDRT spreadsheet only basic Microsoft Excel functions are employed It is therefore not necessary that you take an Excel training program if you follow the basic steps of this manual To begin entering your data in the e SDRT worksheets you must first become familiar with the system functions Similarly to understand the terminology used in this user manual it is very important to review and understand the textual references used The e SDRT Excel spreadsheet has several elements b the Excel top menu bar the e SDRT HCC worksheet name or title on the top left hand side under the Excel top menu bar e the custom spreadsheet has five 5 function buttons the two 2 e SDRT worksheets Client Information and Home Care Services in which you enter data e the Excel spreadsheet columns rows and cells F4 Microsoft Excel File Edit View Insert Format Tools Data RoboPDF Window Help io SHa eR mms n n fe 2 Z ly 4B 100 2 arial io ler s Fe s in BRR Hc me and Comi munity Care Pre og ram _ _ Eh e SDRT_HCC_spread
8. 12 Om Bb amp N Help Aide OM EL cnara 7 6 8 A E OS D E DUE So H i J S 9 A 1924 12 27 F A K 2005 11 10 2005 12 11 2005 12 15 A A A 10 A 1924 12 27 F B A 1 2005 11 10 2005 12 18 A A 7 Consistency in Use of Admission Readmission Date Data Entry Problem Best Practices Field Admission Date The Admission Date field must be completed consistently from one month to Sometimes when a client is readmitted the the next The date on which the client is original admission date is used in error rather than readmitted becomes the new Admission the date of readmission Date Example Consistency in Admission Readmission Date This screen is only an example Month of December 2012 Ottawa Danie J Insert Row s Inserer rang e s 2012 12 ERNST English Fran ais A A 1924 12 27 F A F 78 TROUBLESHOOTING APPENDIX E 8 Overwriting of Previous e SDRT Data Data Entry Problem Best Practices A user uploads a spreadsheet twice in a month and When a second spreadsheet overwrites the previously uploaded data upload is required the second spreadsheet must contain all of Example the data from the previous upload On December 28 a user uploads a spreadsheet as well as any new data containing e SDRT data for the month for example 2 entries On December 30 the same user using The system will prompt the user the same Community or Tribal Council Name Staff with a message in
9. CARE SERVICES WORKSHEET 22 Home Care Services Section 22 o Client Identifier 22 o Date of Service 23 o Category of Service 23 o Service 23 o Hours of Service Provided 23 Recording Time 24 o Number of Home Visits Events 24 Services Not Provided Section 25 o Number of Attempted Home Visits 25 o Reason 26 o Hours 26 Community Space 26 6 HCC Application 28 Saving and Uploading e SDRT 28 o Steps to Upload 28 Downloading e SDRT Reports 31 o Steps to Download 34 7 APPENDICES 38 A Education Training amp Contact Information 38 B Excel Basics 40 C Code Lists and Definitions 47 D Uploading the e SDRT Spreadsheet 59 E Troubleshooting 62 F e SDRT Report Types 84 G Downloading e SDRT Reports 87 H Report Label Definitions 91 Importing Your Reports into Excel for User Customizing 98 11 e SDRT User Guide Update April 2014 About the e SDRT User Guide What s New e The e SDRT User Guide update is intended to guide and support users of the e SDRT spreadsheet in their program data capture It provides a step by step process on how to access navigate enter and upload information in the application Tips and Notes sections are included where appropriate to provide additional assistance to the user e The e SDRT User Guide is divided into seven 7 sections Introduction Getting Started e SDRT Spreadsheet Client Information Worksheet Home Care Services Wor
10. CD ROM or USB memory stick to avoid losing months of data An up to date version of the e SDRT spreadsheet is available from your Regional Home and Community Care Office refer to Appendix A Education Training Contact Information 41 EXCEL BASICS APPENDIX B ENABLING MACROS IN EXCEL 2007 AND 2010 Step 1 File Menu In Excel 2007 In Excel 2010 e HRTT_practice spreadsheetxis Compatibility Clipboard Font Step 2 Excel Option Options will lead you to this pop up window _ c Je VTT P practic Lan peti oe ae ee de x a Open 2 Reconciliation_TSR Regional_MCCSReport_Oct T ome Li tal me Ju en D vou ge L Pubish gt Ba cose 42 EXCEL BASICS APPENDIX B Step 3 Trust Centre Popular Ran keep Formulas Proofing Protecting your privacy Save Microsoft cares about your privacy For more information about how Microsoft Office Excel helps to protect your privacy please see the privacy statements Advanced Customize T gt security amp more Click Here Learn more about protecting your privacy and security from Microsoft Office Online Resources Microsoft Windows Security Center Microsoft Trustworthy Computing Microsoft Office Excel Trust Center Click Here Firs The Trust Center contains security and privacy settings These settings help keep your t computer secure We recommend that you do not
11. Date of Service does not fall between an Admission Date anc Discharge Date 3 Date of Service less than Admission Date Date of Service does not fall between an Admission Date anc Discharge Date Date of Service less than Admission Date Date of Service less than Admission Date Date of Service does not fall between an Admission Date and Discharge Date 2 Date of Service less than Admission Date AE s S s m mil ml M 83 61 UPLOADING THE e SDRT SPREADSHEET APPENDIX D Make the corrections to your spreadsheet save it and repeat the upload process described above Reports Administration Administration Menu Excel Spreadsheet Upload Validation Error You must correct the following error s before proceeding 3 Session Status SO ee O SO 1 Ss WSS E hs lt 3 ge MES R hA lt z z z z m gt r aes A When your file is accepted the system will display the following message All data has been successfully uploaded We recommend making a copy or printing this page for your files Laministration Francais Administration Menu Excel Spreadsheet Upload All data has been successfully uploaded 20 rows processed in Client Sheet 34 rows processed in Service Sheet indicates Mandatory Please specify the File Name of the Excel spreadsheet by clicking on the Browse button FileName Browse Piease note that only files saved in Micr
12. M A E 2 2012 03 15 2012 03 20 2012 03 20 B D 3 Assigning Client Identifiers Data Entry Problem Best Practices Field Client Identifier Client identifiers must e be unique to each client within a Two clients within a community are community for the life of the client assigned the same client identifier or one client in a community has two different e not to be re used or assigned to a identifiers different client 74 TROUBLESHOOTING APPENDIX E Example Assigning the Same Client Identifier to Different Clients This screen is only an example Ottawa Danie J 201208 Insert Row s Inserer rang e s SUR OT SEE UE TT y PEPO Nir aes i fi D SE PA EN ET PET RTS PRE ean ae English Fran ais Sort Trier _Delete Row s Supprimer rang e s Help Aide 4 Gaps in the Data for a Reporting Period Data Entry Problem Best Practices Gaps are occurring in the data when some e Information for active clients should be client information records are omitted from copied from month to month as long as the spreadsheet the client remains in the Home Care program whether or not the client has not received services for the reporting month Example lf a Services Continued client did not The user does not submit data for the receive services in the reporting month Services Continued client since the client the client should still be included in the did not receive services in t
13. Missing Discharge Date Data Entry Problem Best Practices Fields Discharge Date Reason for Discharge Always remember to check the Discharge Date column to ensure that If you fill in a Reason for Discharge but forget to any Reason for discharge entries have enter a corresponding Discharge Date then corresponding dates when you submit the worksheet to the HCC website you will receive an error message 80 TROUBLESHOOTING APPENDIX E Example Missing Discharge date if Discharge Date has been entered This screen is only an example Ottawa Danie J i Insert Row s Inserer rang e s 2012 12 English Fran ais A 112 1985 01 23 F A 2012 10 10 2012 11 03 MN HOME CARE SERVICES WORKSHEET 11 Date of Home Care Service Delivery Data Entry Problem Best Practices Field Date of Service When entering the Date of Service specify the actual date of service Users are entering dates for the Date of Service that delivery are inconsistent with the actual date on which the service was delivered This is especially important when the client has been discharged and Example readmitted in the same month On the Client Information worksheet the client is shown as having been discharged and readmitted in the same month On the Home Care Services worksheet the user enters the last day of the month for all service dates for a client then enters all hours for the month This indicates erroneously that a
14. SDRT Spreadsheet designed to function with Microsoft Excel 2000 but has been tested and shown to perform properly using other versions of Microsoft Excel including 97 98 2000 2002 2003 2007 and 2010 EXCEL TERMINOLOGY Definition In database terminology a record holds all the information or data about one specific object that has been entered into the database Each individual element of information in the record such as a telephone number or hair color is referred to as a field To ensure that data is entered in the same order for each record headings are added to the database These headings are referred to as field names In an Excel database records are normally organized in rows with each cell or field in the row containing one item or element of information Field names are added to the cells at the top of each column in an Excel of the database Reference htto soreadsheets about com od t q 2010 10 25 Excel Field Name Definition htm NAVIGATION Once the spreadsheet is open you can use your keyboard arrow keys to move from cell to cell in the worksheet or use your mouse to click in the cell where you wish to enter information Navigation keys are e Arrow keys on your keyboard lt T that move your cursor in the direction they indicate i e up arrow for up one cell down arrow for down one cell etc The Home key always brings you back to the first cell in the row Ctrl Home brings you ba
15. a different Staff Name then that information is added to the existing information for that community lf you attempt to upload a file that contains incomplete mandatory fields or logic errors such as a discharge date that precedes the admission date the system will display a validation error along with a comprehensive table listing the errors and suggestions to correct them As you can see in the screen image provided below to facilitate the correction process details include the worksheet name Client or Service the specific row and a description of the error Validation Error 2 You must correct the following error s before proceeding 1 p Admission Date must be within Year Month for a Readmission or Admission Client Admission Date for a continuing client must be earder than Year Month p 414 eee ii Wil eli S z Z 3 Client Type is mandatory Admission Date for a continuing client must be sarder than Year Month 25 Date of Service does not fall between an Admission Date and Discharge Date Session Status HBE LEE AIRIS R A os te a a 5 Date of Service less than Admission Date Date of Service does not fall between an Admission Date and Discharge Date Date of Service does not fall between an Admission Date anc Discharge Date Date of Service less than Admission Date Date of Service does not fall between an Admission Date anc Discharge Date Date of Service less than Admission Date
16. and readmitted in the same month two entries are required Note The Discharge Date and the Readmission Date cannot be the same Used when the client has been admitted in a previous reporting month and is continuing to receive home care services The client may not have received services within the month but has not been discharged 47 CODE LISTS AND DEFINITIONS APPENDIX C CLIENT INFORMATION WORKSHEET PRIMARY REASON FOR HOME CARE The Primary Reason for Home Care Services column Column E of the Client Information worksheet displays the following code choices A 2 Diabetes All forms of diabetic disorders EE gestational diabetes a temporary condition during pregnancy A 3 Hepatic Biliary Conditions or disorders of the liver bile ducts and pancreas Includes and Pancreatic post operative care for surgical removal repair of these organs aa Conditions of the Endocrine gland conditions or disorders There are 8 endocrine Endocrine glands this admission relates to the hormones of the pituitary thyroid parathyroid pancreas ovaries testes adrenals and pineal T Impaired Fasting Impaired Fasting Glucose IFG diagnosed when the fasting blood Glucose or glucose level is higher than normal Impaired Glucose Tolerance Impaired Glucose Tolerance IGT diagnosed when the fasting blood glucose level and the blood glucose level after a glucose drink oral glucose tolerance test are both higher than normal but n
17. change these settings SOUS FO Ofe Office Security Oph oris Security Alert Macro Macro Macros have been disabled Macros might contaim viruses or other security hazards Do mot enable this content unless you trust the source of this file Warning It is not possible to determine that this content came from a source You should leave this content disabled unless the content provides critical functionality and you trust its source m nf tj File Path L d Community Care E SDRT amp EHARTT e HARTT practice spreadsheet ds D Heip protect me from unknown content recommended Enable this content Save your This is necessary to changes prevent uploading errors In Microsoft 2010 you do not get this above security alert once you go to the trust centre and trust center settings it take you to the macro settings as per the next slide 43 EXCEL BASICS APPENDIX B Step 4 Adjust Settings Trusted Publishers Macro Settings Trusted Locations For macros in documents not in a trusted location Add ins Disable all macros without notification 2 0O Disable all macros with notification Disable all macros except digitally signed macros O Enable all macros not recommended potentially dangerous code can run ActiveX Settings Message Bar Developer Macro Settings External Content E Trust access to the VBA project object model 1 Privacy Options Step 5 Click
18. dashes and colons are not valid If invalid characters are entered an error message will appear and the field will be cleared automatically It must be unique within a community and after it has been created it should not be changed for the entire life of a client nor given to any other client Note The Client Identifier used in this tool should be client specific but not identifiable outside of the program in the community It is recommended that each community keeps a master list of Client Identifiers ID number comprised of the Identifier associated with the client name It is recommended that this master list of client identifiers be provided to the Health Director and stored in a second location that is central and secure 17 e SDRT User Guide Update April 2014 a mm EE Ni The client identifier is case sensitive For example ZA004 is counted as one client and za004 is counted as a second client Tip When starting a new client ID list start with 001 rather than 1 otherwise the ID numbers will not sort in numerical order 1 1 11 12 etc Birth Date Column B The date of birth may be entered in yyyy format just the year of birth or in se yyyy mm dd format depending on the policies for your community For example September 30 1957 would be entered either as 1957 or as 1957 09 30 If an invalid format is used an error message will appear and the field will be cleared automatically It is recommended that the
19. in the Same Spreadsheet This screen is only an example Insert Row s Inserer rang e s TRS English Fran ais EL AO ER ETS n2a7 HAUL A 76 TROUBLESHOOTING APPENDIX E First Nations and Inuit Home and Community Care Program e SDRT HCC Application Community or Tribal Council Name Ottawa Client Information Worksheet Staff Name Danie J Note Mandatory columns are marked in red __ Insert Row s Inserer rang e s Year Month yyyy mm 201241 English Francais Sort Trier Delete Row s Supprimer rang e s Help Aide Version x0 5 0 Client Information Admission Discharge Referral Birth Date bio Client Identifier jor Gender Admission Reasonfor ReferralDate Admission Date Discharge Date Source of Client Type Reason for y Readmission HomeCare yyyyimmidd yyyy mm dd yyyy mm dd Referral JP Discharge Gym de Services SE CUIR DS Se CS RSS eee 1925 03 27 F m K 2012 12 10 m Example Month To Month Sequence of Services Continued Record then Admission Record This screen is only an example First Nations and Inuit Home and Community Care Program e SDRT HCC Application Community or Tribal Council Name Ottawa Client Information Worksheet Staff Name Danie J Note Mandatory columns are marked in red Insert Row s Inserer rang e s Year Month yyyyimm 201242 English Francais Sort Trier Delete Row s Supprime
20. is a mandatory program which requires regardless of funding arrangements that the Essential Service Elements of this program are provided e SDRT is designed to capture the program s Essential Service Elements such as Program Management and Supervision Managed Care Case Management and Referrals and Linkages Client Assessment Home Care Nursing Home Support Services Personal Care and Home Management In Home Respite Services Access to Medical Supplies and Equipment Information and Data Collection and the program s Supportive Service Elements such as e rehabilitation and therapy services physical soeech dietary respiratory and others e adult day program e home based services for long term psychiatric clients and clients experiencing mental or emotional illness These services might include traditional counseling and healing services medication monitoring e support services to maintain independent living which may include assistance with special transportation needs grocery shopping accessing specialized services interpretative services and therapeutic bath e home based palliative care services e social services directly related to continuing care issues and e specialized health promotion wellness and fitness The Service Delivery Plan document is a written and official description of how the Home and Community Care Program will be implemented in the community The plan should be complete and describe how e
21. not get the message box below that prompts you to enable or disable the macros you may need to Tools Macro Security to change the security level Under the Security Level tab select Medium For additional information on Enabling Macros refer to Appendix B Excel Basics Tip Reasons for enabling macros at all times e Ifthe Community Name Staff Name and Year Month yyyy mm fields are not entered while macros are enabled the spreadsheet will not upload e Enabling macros will reduce the chance of coding errors e Enabling macros will ensure all codes are entered in a valid format and avoid validation errors e Function buttons will not work if macros are not enabled RECOMMENDED FILE NAMING CONVENTION lt is recommended that you rename the e SDRT spreadsheet file to reflect the name of your community and the reporting month The file name format is Community Name_Year Month Example Ottawa_2013 04 Note Community Name This entry should match the name found in the approved list of community names e g Enter community name only To obtain a copy of the approved list of community names in your region please contact your Regional Home and Community Care Office refer to Appendix A Education Training Contact Information Year 4 digit numerical entry e g 2013 Month This is a 2 digit numerical number for each of the 12 months of the year e g 01 for January 02 for February etc Example Ottawa_2013 04
22. open Microsoft Excel Help from the top menu bar select Index then enter shortcuts in the search area A long list of choices will be displayed Click on any topic to read more about it DATA ENTRY Select a Worksheet To select a worksheet click on the appropriate worksheet label tab located at the bottom of left hand corner of the e SDRT template Enter Data You can enter information in three 3 ways e Type the information into a cell e Select from the list of available codes e Copy Ctrl C the data from one cell and paste Ctrl V it into another cell FREQUENCY OF DATA CAPTURE Each user collects and records daily their own data using community tracking tools e SDRT is designed to capture essential service delivery information per client on a daily basis For example services provided to a client can be entered into the e SDRT spreadsheet on the day the services were delivered MANDATORY FIELDS All fields in the Client Information and Home Care Services Worksheets are now mandatory Data entered in the columns with red headings are required for successful uploading failure to complete these sections fully and in the correct format will result in a validation error Data entered in the columns with black headings are required for overall comprehensive data quality that provides the most accurate picture of your Home Care Program However the fields under section heading Services Not Provided field headings Attemp
23. print report files If itis not installed on your computer you can download it atno charge from Adobe Please click here to go to the Adobe web site Note Difference between pdf and txt pdf provides easy to read tables txt is for creating charts and graphs and also requires additional skills see Appendix mporting Your Reports into Excel for User Customizing 6 Left click on a hyperlinked report name to view the report or right click to download it select Save Target As from the drop down menu e Click on PDF open the file e Click on PDF download the file Tip When you right click and select Save Target As the report file will be highlighted in a Save As popup window listing its default file name If you wish to change this name overwrite the highlighted File Name To save this file to your computer click the down arrow in the Save in field select your preferred location e g My Documents then click the Save button The Download Complete dialogue box appears Click the Close button You can now retrieve the file from your selected location Rename your downloaded files clearly For example CommunityName_year_month xls is Ottawa _2013 04 xIs If you have several people uploading then you can add the person s name For example CommunityName_Year Month_Staff Name xls is Ottawa_2013 04 Jean Sample Reports The next two pages display a sample of the Cumulative Report and the Total Services 3
24. s Supprimer rang e s 3110000002 2013 09 01 S till gt Ready AG 140 OUO Asan EG B Gala O GEGABNE 22 11 e SDRT User Guide Update April 2014 FUNCTION BUTTONS The function buttons provide five 5 key functions that you may require when using the e SDRT spreadsheet The function buttons are in the grey boxes at the top of the spreadsheet and in blue font The function buttons will only work if macros are enabled If the function buttons do not work refer to Appendix B Excel Basics to enable macros Insert Row s Inserer rangee s Insert Row s Inserer rang e s English Fran ais Sort Trier Delete Row s Supprimer rangee s Help Aide This button allows you to insert a new row by clicking on the row number where you want the row inserted and then clicking on the Insert Row s Ins rer rangee s button English Francais This button will change the language of the spreadsheet s headings field labels and column headers but will not change the data that you entered Sort Trier You may sort the data entered on a worksheet so that you can more easily verify that client data has been entered The data is sorted in ascending order from a to z from 1 to 10 On the Client Information worksheet the data is sorted by Client Identifier On the Home Care Services worksheet the data is sorted first by Client Identifier and then by Date of Service Delete Row s Suppri
25. spreadsheet Other communities may choose to have each health care worker prepare and upload his her own spreadsheet Either approach is acceptable as long as the file names are distinct as described in the section entitled Recommended File Naming Convention Year Month The year and month must be entered in the format yyyy mm For example June 2013 would be entered as 2013 06 16 e SDRT User Guide Update April 2014 CLIENT INFORMATION WORKSHEET The Client Information worksheet has three 3 main sections 1 Client Information Columns A B C D E 2 Admission Discharge Columns F G H 3 Referral Columns I J S Each section comprises several columns in which data must be captured Each section and its corresponding columns are described below The Client Information section contains five 5 columns Client Information Client Identifier Column A The Client Identifier is entered only once on this worksheet only one row unless the client has been discharged and admitted again and or readmitted within the same calendar month Referral Date i eain fe yyimmicd yyimmidi 1 19270104 F B A 3 2004 12 07 2004 12 26 A A F A 2004 12 07 2004 12 07 The client identifier could be any combination of letters and numbers A to Z a to z and 0 to 9 There is no minimum and no maximum amount of characters to be used nor are there any mandatory components Special characters such as Slashes
26. to determine if the current spreadsheet has data that must be added to the existing data or if the current spreadsheet must replace any previously uploaded spreadsheets If all three fields in the second spreadsheet are identical to the first soreadsheet then the information in the second spreadsheet overwrites the first If the second spreadsheet has a different Staff Name then that information is added to the existing information for that community Community or Tribal Council Name The Community or Tribal Council Name must be a valid name as provided on a previously successful upload of the e SDRT spreadsheet If any other name is used the spreadsheet will not be accepted at the time of the upload Note The staff person uploading the spreadsheet must have uploading authorization for e SDRT Authorization is given by Regional eHealth department or Regional Administrator after they ve received notification that the staff person assigned to upload has completed the Protecting Personal Information training refer to Appendix A Education Training Contact Information 15 e SDRT User Guide Update April 2014 pe Ni Staff Name The Staff Name does not require a specific format but cannot be left blank It is recommended that you enter a name that allows you to identify the health care worker who entered the data Some communities may have all staff activities entered by one person in which case that community will upload a single
27. yyyy mm field is filled seit in at the top of the worksheet The date must be within the reporting month It is recommended that the complete date be used to avoid confusion and possible errors Category of Service Column L Click the Help Aide button to display the list of available choices Select the code that best describes the category of services being provided to the client e g Assisted Living Nursing Services etc If an invalid code is used an error message will appear and the field will be cleared automatically Note Services delivered by a nurse or delegated by a nurse are reported under Nursing Services Nurses providing care services other than those listed under Nursing Services should report them under appropriate category and service Category of Service Service Column M Click the Help Aide button to display the list of available choices The options displayed are based on the Category of Service that you have selected e g for the Assisted Living category of services a series of choices including Home Making Home Management Meal Services etc will be offered Note You must first select the Category of Service before choosing the Service Category of Service code F In Home respite does not require corresponding service type information and therefore no choices will be offered in a drop down menu The cell may be left blank without causing upload issues Hours of Service Provi
28. 4 Multiple Entries po A KN 3110000002 2013 09 01 Bot __G 100 1 3110000002 2013 09 01 BE 060 O0 3110000002 2013 09 01 B ___B 025 O0 3110000002 2013 09 01 CC A 0 50 O0 3110000002 2013 09 01 A 8 0 60 O0 3110000002 2013 00 026 0 Cumulative Services ai a O Aa Kk ci m N 0O 3110000002 2013 09 30 20 00 E E 0 3110000002 2013 09 30 The Services Not Provided section contains three 3 columns Indicate the number of times that staff visited the clients home but no services were provided because the client was not home or for other reasons such as refusing services Note This should also be recorded in the client s paper record along with the reason why services were not provided Tip When a client does receive services the trip to that client s home should be entered in the Number of Home Visits column of the Home Care Services section 25 e SDRT User Guide Update April 2014 Reason Column Q The Reason column allows you to explain why services were not provided Click the Help Aide button to display the list of available choices Select the code that best describes the reason why services were not provided to the client e g Insufficient Funds Understaffing etc Note The reason why services were not provided should also be recorded in the client s paper record along with the number of a
29. 5 e SDRT User Guide Update April 2014 o I III Report Note To interpret the Cumulative Report you will need to convert the alphabetical codes e g Referral Client Type Nursing Services Codes The list of codes and their meaning is available in the table below Sample Cumulative Report CUMULATIVE REPORT LEUR wesngesre COMMUNITY Pele Craaib Fret hotens and rut Homs ad Commurty Lertronk Sierre avery encring Pepali Maib ae ene A CRE FT Tunpiale u SCRT Sljen Infcrescicn in ssdcn Cisciarge one Azo sted Liag Zerv cns nan Pins de shoo riatra Tetroctal Care Casvices P tuowliim lu s liue hru Ja Lin Petyl Ba worracas pot MO acc Dietary Dat d4 160 1 Cim hagn theo Clisc Idan ifiaz a Bietk Data 44 non py san iaon p Afzizalor Date d4 100 yy born ar wea Mb Tews Tu ait ph ranj x Hn Marai erro etatre cE Hama maasenonr e a Meal Services hrzi Nursing Sarvise zra w y MAP ri mce Total Clionz bre Cage Maracernmik dec 2 J V 6 lt w IL t 2 0l JW 3 01 J7E t v c c 22 emer nR 1 02 M 5 le JAN CE LF 2 22 em 08 7 Kk X J te Tried Ur oS rckruay AU a 045 36 e SDRT User Guide Update April 2014 Sample Total Service Report TOTAL SERVICES REPORT COMMUNITY Bectronic Service Delivery Reporting Template e SDRT Naber of Cecurrences by Gender per Age Grow Number of Cliente PRISANT SEARO FOR MEME CARE SERVICES Diab
30. Available to authorized individuals that have access to report downloads for a specific community 11 15 pages depending on the length of the appendix e Includes an appendix may be as short as one page listing the communities associated with the Tribal Council or health authority that did not report The appendix for the monthly report lists the communities that did not report in that month e The appendix for the annual report lists the communities that did not report in each month of the reporting period The report shows the months included in the report and has an X to indicate that the community did not report in a particular month Regional Total Services Report TSR Regions DO NOT have upload capability e Two reports mandatory and non mandatory data e Mandatory e This is areport available in monthly and annual report formats e Approximately 5 pages long e Contains the minimum mandatory reporting information to meet 32 e SDRT User Guide Update April 2014 met accountability requirements e Non mandatory e This is a report available in monthly and annual report formats e Data is amalgamated from all communities Tribal Councils and health authorities in the region e Approximately 11 pages long e Includes an appendix may be a few pages listing all communities Tribal Councils and health authorities with upload capability in the region that did not report The appendix for the monthly r
31. For example CommunityName MONTH _Year xis e Ottawa JUL 2011 e Ottawa JUL 2011 Jean if you have several people uploading SAMPLE REPORTS The next two pages display a sample of the Cumulative Report and the Total Services Report Note To interpret the Cumulative Report you will need to convert the alphabetical codes e g Referral Client Type Nursing Services Codes The list of codes and their meaning is available in the table below Sample Cumulative Report CUMULATIVE REPORT Leman COMMUNITY Peal ey Fret Notons and rut Homs ad Carry Cerrone Garre Firery encring Pepali Mad Year scsi Tunplale u SCAT Slien Inf rms icn assiacicn Cisciare tiai 142 ha irwice sors sinire ty P usulu Lu spitu Ja Lin Petpl Ba Total Clian itre barrina pot MOT occ its Clim Iden ifie Dietary Dato d 100 1 bargen wr KM PO Tora Taits 19 roar ar GUA en nooarsreir e a Nursing Sorvisce zra Terocral Care Carriceo Cas hagn heal hru Mesl Gecvices F srm c mat w Birth Data 44 non py a Drivary Re sacn o Adzisalse Date d4 100 y wri ne n orer 21 a Maree vere vw HV 4 u Cage hinamak dec on m t 22 APR A15 7 e gt 0l JW i 14 UH T5 4 c 01 JRE t 22 60 08 7 O ME tele JAN CE LF nanan 22 em oer B K X J te n cd ie po Avo ONADES TAI 89 DOWNLOADING e SDRT REPORTS APPENDIX G Sample Total Services Report TOTAL SE
32. Gaps in the data will result in inaccurate reports If this field is left blank from one reporting period to the next the system will interpret this as two distinct Reasons for services Not Provided rather than only one Reason for Services Not Provided that has been continuous This applies to the annual Total Services Report Total of Reason for The count of clients classified by gender and a total count Services not Provided Client Type The sum of hours per client type classified by Service Category Assisted Living Nursing Personal Care Professional Therapies Case Management Services In Home Respite Total Hours of Services The sum of the Total Number of Hours of Services Provided Provided The percentage per client type by service category is the individual Total Hours of Services Provided by Client Type per service category Total Hours of Services Provided by Client Type X 100 The percentage per client type is the Total Hours of Services Provided by Client Type Total Hours of Services Provided X 100 95 REPORT LABEL DEFINITIONS APPENDIX H CUMULATIVE REPORT MONTHLY Label Definition Date of Birth The date of birth of the client The gender of the client Admission Readmission The count of clients classified by gender gender age and a total count per Admission Readmission Services Continued excluding Discharge services Continued is a count of all clients having a code A B and or C who are not discha
33. Hours of Services Provided of In Home Respite Total Hours of In Home The Total Hours of In Home Respite Hours of Service Provided Respite Percentage X 100 The individual percentages per service is the sum of hours for each service Total Hours for In Home Respite X 100 The count of clients classified by gender gender age and a total count Number of Clients counts the distinct clients only once in the same reporting period For example if the same client identifier appears 3 times the count is 1 Note Number of clients refers to clients who have been given services during a specific timeframe and were discharged Primary Reason for Home The count of clients classified by gender gender age and a total Care Services count per Primary Reason for Home Care Total Primary Reason for The count of clients classified by gender gender age and a total Home Care Services count Admission Readmission The count of clients classified by gender gender age and a total count per Admission Readmission Services Continued excluding Discharge Services Continued is a count of all clients having a code A B and or C that_are not discharged in the Percentage Number of Clients ending month of the reporting period Therefore the Services Continued number represents the active continuing number of clients entering the next reporting period Important note It is important to upload your spreadsheets 93 REPORT LABEL DEF
34. INITIONS APPENDIX H TOTAL SERVICES REPORT every month If data is missing at the end of a reporting period this will have an effect on the reports As an example if you do not upload data at the end of a quarter June Sept Dec March the Services Continued count will be set to 0 going into the next quarter even if you have uploaded data for the first two months of the quarter This applies to annual Total Services Report Clients Discharged The count of clients classified by gender gender age and a total count per Discharge Discharge counts the distinct clients that is if a client identifier appears on a spreadsheet twice as a discharge it is only counted as one distinct client Nursing Services The count of clients classified by gender gender age and a total count per nursing service Total Nursing Services The count of clients classified by gender gender age and a total count Case Management The count of clients classified by gender gender age and a total count per case management service Total of Case The count of clients classified by gender gender age and a total Management count Source of Referral The count of clients classified by gender gender age and a total count per referral type Source of Referral counts every Source of Referral code This value may be higher than the total number of clients if a client has more than one Source of Referral Important Note Gaps in the data will resu
35. ODE LISTS AND DEFINITIONS APPENDIX C CLIENT INFORMATION WORKSHEET CLIENT TYPE The Client Type column Column J of the Client Information worksheet displays the following code choices Client Type A Acute Outcomes are predictable and recovery is expected in a short timeframe OR Need immediate or urgent care within 3 months to improve or stabilize a medical or post surgical condition If in the program for more than 3 months you must discharge and change client type of Life Client whose health condition is not responsive to curative treatment Lifespan expected to be less than six 6 months ee Client with activity limitations and or temporary or permanent impairments There is potential for significant improvement in functional status Long Term Client with multiple complex health conditions who is at risk for Supportive institutionalization Condition may be unstable and or medically fragile E Maintenance Client whose chronic health condition or functional limitation is stable Additional resources are needed for assistance with personal care or activities of daily living Z Other DO NOT USE THIS CODE CLIENT INFORMATION WORKSHEET REASON FOR DISCHARGE The Reason for Discharge column Column S of the Client Information worksheet displays the following code choices Reason for Discharge Client no longer requires service OR the client type has changed Client referred to other health service Client withdr
36. RVICES REPORT Community COMMUNITY First Nations and Inuit Home and Community Hectronic Service Delivery Reporting Region Care Program Template e SDRT Reporting Period Month Apr 2010 Number of Occurrences by Gender per Age Group ea JAR Re EWES ee IRAE aE Ae AAR EAL eE ARSE Number of Clients 6 4 10 0 0 0 0 0 0 0 0 0 0 0 0 3 0 2 0 0 PRIMARY REASON FOR HOME CARE SERVICES Diabetes Diagnosed Over One 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Year Conditions of the Endocrine 0 3 3 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 3 Diabetes Diagnosed in Past 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Year Diabetes Early Signe of or 12 0 12 0 0 0 0 0 0 0 0 0 0 0 0 12 0 0 0 0 0 Existing Cardiovascular Disease Diabetes Early Signs of or 1 0 1 0 0 0 0 0 0 0 0 0 0 0 0 1 0 0 0 0 0 Existing Cardiovascular and Renal Disease Diabetes Pregnant Diabetic 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Hepatic Biliary and Pancreatic 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Cardiovascular Disease Heart 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Circulatory Gastrointestinal 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Difficulty Feeding Tube Feeds 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 Dysphagia etc 90 REPORT LABEL DEFINITIONS APPENDIX H REPORT LABEL DEFINITIONS This document is to be used in conjunction with Appendix F of the e SDRT User Manual in order to correctly interpret each of the labels on the Cumulative and Total S
37. T amp E H Browse Please note that only files saved in Microsoft Excel 2002 2000 98 and 97 format can be uploaded Other formats must be converted before submitting the file Click on the Upload button to start uploading the file into the regional database Session Status E Please note that it may take up to 10 minutes to upload the file 500 kb file with 28 8 kbps modem 5 Click the Upload button The system will transfer your file to the database and following message if the transfer is successful All data has been successfully uploaded of rows processed in Client Sheet of rows processed in Service Sheet 6 lf your community has more than one file repeat the process as many times as necessary to transfer all your files 29 e SDRT User Guide Update April 2014 o I III Note The HCC application will upload files created with MS Excel 97 98 2000 2002 2003 2007 and 2010 Communities should not use Excel 95 as it does not support the functions required to display messages and lists of codes Users should contact their Regional Help Desk refer to Appendix Education Training Contact Information for an upgrade and then convert the file into one of the above formats Tip If communities use Excel 2007 and 2010 to fill in report files they must save the document as Excel 1997 2003 workbook xis as xlsx document will not upload Note When several spreadsheets are submitted by the same commun
38. Tip Communities that have several different staff members preparing the e SDRT monthly spreadsheet will need to add a fourth element to the file name in order to distinguish them This can be achieved by adding the staff name to each file e g Ottawa_ 2013 04 Jean Staff name should be different for each separate e SDRT User Guide Update April 2014 mn document Each person can upload his her own file or one person can log on and upload files for others DATA BACKUP Even though your data is being uploaded for reporting purposes you must retain a copy of your monthly e SDRT spreadsheet for your records All your e SDRT data should be copied to an easily accessible storage device such as a CD or USB memory stick and this device stored in a manner which follows your established standards for privacy and security of client data Consult with your regional help desk to determine the best method and location to back up and store your files Communities are required to keep original copies of data for seven 7 years e SDRT User Guide Update April 2014 e SDRT Spreadsheet IMPORTANT You should use the spreadsheet containing the e SDRT only template 2 Tabs Please contact your Regional Home and Community Care Office refer to Appendix A Education Training Contact Information to make sure you are using the right version of the e SDRT Spreadsheet The e SDRT Spreadsheet contains two 2 worksheets that capture data the Client In
39. ach of the Essential Service elements will be implemented and how the needs identified by the community will be met The e SDRT application captures the data that relates to the type and frequency of service provided to the HCCP Client as described in the Service Delivery Plan document and outlined in the Care Plan developed by the Home Care Nurse and designed to address the Client s identified needs In other words e SDRT is used to capture and describe how the Community s Home Care Clients are accessing receiving the Essential and Supportive Service Elements Data should be recorded on a daily basis where possible through utilization of a tracking sheet for example when Clients receive services This data should ideally be recorded in the e SDRT spreadsheet as soon as possible as well in order to preserve accuracy and quality In accordance with best practices this recorded data in the e SDRT spreadsheet should be uploaded to the HCC Application database on a monthly basis This monthly upload enables communities to review reports generated ensure accuracy of data quality and allow communities Tribal Councils to carry out utilization trending analysis and forecasting It also meets the data collection requirements set out in Contribution e SDRT User Guide Update April 2014 pe Agreements and Home and Community Care Program Plan Communities and or Tribal Councils that receive funding for the Home and Community Car
40. act Information 1 Log on to the HCC Application at http www fnihis org hcc eng html 2 In the top menu bar choose Administration 28 e SDRT User Guide Update April 2014 pe eee sees 3 In the Administration menu at the left of the screen click e SDRT Excel Spreadsheet Upload The Excel Spreadsheet Upload screen will be displayed Client Search Reports Administration Help Fran ais Log Out 2 Administration Menu Excel Spreadsheet Upload f J Indicates Mandatory Please specify the File Name ofthe Excel spreadsheet by clicking on the Browse button Region Ontario File Name Browse Please note that only files saved in Microsoft Excel 2002 2000 98 and 97 format can be uploaded Other formats must be converted before submitting the file Click on the Upload button to start uploading the file into the regional database Upload Session Status 1 Please note that it may take up to 10 minutes to upload the file 500 kb file with 28 8 kbps modem 4 Click the Browse button In the pop up screen that appears navigate to the file that you wish to upload and double click on the file name The system will display your file name in the File Name field Administration Administration Menu Excel Spreadsheet Upload Indicates Mandatory Please specify the File Name of the Excel spreadsheet by clicking on the Browse button Region Ontario File Name L Home and Community Care E SDR
41. al Health Services of a mental health professional or psychologist Consultation Z Other Traditional healer holistic or homeopathic professional Professional E F Services this Z code is still valid 56 CODE LISTS AND DEFINITIONS APPENDIX C HOME CARE SERVICES WORKSHEET SERVICE CASE MANAGEMENT E Case Time and tasks necessary to ensure coordinated appropriate client Management care Services When the Category of Service Case Management is selected the Services column Column M displays the following code choices A Hospital Assistance with the planning and assessment of needs for Discharge equipment support and care discussion with hospital discharge Planning coordinator and or receipt of referral from facility before the client s discharge from a medical care facility Initial An interview conducted to determine Home Care service needs of Assessment the client Assessment will determine anticipated involvement of the informal care giver and to develop the mutually agreed goals of care including the frequency and duration of care Care Plan Reviews Reassessment of care needs to update the Plan of Care and plan Assessments for discharge from the home care program Should be done ata minimum annually or more frequently in response to change in client care need Consultation with Conference with physician or other interdisciplinary team Physicians members to discuss potential concerns about client clari
42. arlier than Year Month Date of Service does not fall between an Admission Date anc Discharge Date SERVICE 26 Date of Service does not fall between an Admission Date and Discharge Date Date of Service less than Admission Date 27 Date of Service does not fall between an Admission Date and Discharge Date SERVICE 28 Date of Service does not fall between an Admission Date and Discharge Date SERVICE 28 Date of Service less than Admission Date SERVICE 22 Date of Service less than Admission Date 3 Date of Service less than Admission Date Date of Service does not fall between an Admission Date and Discharge Date 30 e SDRT User Guide Update April 2014 pe 5 include the worksheet name Client or Service the specific row and a description of the error Make the corrections to your spreadsheet save it and repeat the upload process described above When your file is accepted the system will display the following message All data has been successfully uploaded We recommend making a copy or printing this page for your files Reports Administration Fran ais HCC Reports Excel Spreadsheet Upload Validation Error You must correct the following error s before proceeding Work Sheet CLIENT Admission Date must be within Year Month for a Re admission or Admission LIENT dmission Date must be within YearMonth for a Re admission or Admission CLIENT admission Date must be within Year Month for a R admiss
43. causes overlapping admissions i e the user enters an admission date that is on or prior to the client s last discharge date Example Overlapping Admission Dates This screen is only an example r 4 APA Ti auvi 1925 08 27 F werenncccecsocrereesabooceresccoeneesssoresees A a es 1925 0827 F eee H f i H H H 2 Inconsistent Client Identifiers Admissions for a client cannot overlap therefore A discharge and a subsequent readmission cannot occur on the same day The Readmission Date must be later than the last Discharge Date A discharge and a subsequent new admission cannot occur on the same day The new Admission Date must be later than the last Discharge Date Ottawa Danie J noes E2 20120815 72012087209 Data Entry Problem Best Practices Fields Client Identifier Birth Date Gender The client information client identifier birth date gender for the same client is different from one month to the next Information on the same client must remain consistent when reporting from one month to the next when the same client appears on multiple spreadsheets e g two nurses providing services to the same client and each nurse uploading a separate spreadsheet for the month See example below 73 TROUBLESHOOTING APPENDIX E Example Inconsistent Client Information for the Same Client This screen is only an example
44. ch as Microsoft Excel 1 Click on the Start Windows Icon menu in the lower left and select Programs 2 Select Programs Accessories System Tools Character Map 99 IMPORTING YOUR REPORTS INTO EXCEL FOR USER CUSTOMIZING APPENDIX 3 A window should open which displays a series of characters in a grid as in the image below a Character Map bod FER ERECRDE eE srih eieae DCE AOUE AO a R NAGUL AUE 000 Locate tile Characters to copy E Advanced view oo U 0021 Exclamation Mark 4 Hit the Select key then Copy You can now paste the tilde wherever you like by selecting CTRL V or by going to the Edit Menu and selecting Paste 5 Click Next and click Finish The report is imported into Excel To resize the columns on the Excel spreadsheet 1 Select the columns that have text in them 2 Slide the cursor at the top in between any two columns until the resizer hap appears and double click 3 The columns resize themselves and your report is ready for customizing 100
45. ck to the first cell in the worksheet Tip In Excel you can use the Tab key to move from one cell to the next and from the end of one row to the beginning of the next row To learn more about shortcuts open Microsoft Excel Help from the top menu bar select Index then enter shortcuts in the search area A long list of choices will be displayed Click 40 EXCEL BASICS APPENDIX B on any topic to read more about it RETRIEVING OPENING AND SAVING THE e SDRT SPREADSHEET To retrieve the e SDRT spreadsheet from your email your hard drive a CD or USB memory stick go to the location where the file is stored Highlight the file name and double click on it to open the file See To open the e SDRT Spreadsheet section below Note To work with the e SDRT spreadsheet you will need as a minimum a personal computer with a CD ROM or USB memory stick a 5 GB hard drive and 128 MB of RAM To open the e SDRT Spreadsheet 1 Double click on the file name The e SDRT spreadsheet will open OR right click on the file name and click Open Tip Remember that you must choose Enable Macros when you open the file 2 Save the file with a new name by selecting File Save As from the Excel menu The new name must contain your community or Tribal Council name and the month and year for which you are reporting activity as described in the section File Naming Convention on page 4 Tip Itis important that you keep a backup files on a
46. complete birth date be used to avoid confusion Date of birth information can only be entered at the time of the creation of the file Users will not be able to modify this information It is important to verify that a client s date of birth i e the year of birth is correct it is not notify Health Canada s National Help Desk refer to Appendix A Education Training Contact Information Gender Column C Enter the letter M if the client is male and the letter F if the client is female If invalid characters are entered an error message will appear and the field will be cleared automatically es Gender information can only be entered at the time of the creation of the file Users will not be able to modify this information Please note if you have previously entered the client as a female and in error someone entered it at a later date as a male the data base will give you a warning and then change the gender to the last updated entry It is important to verify that a client s gender is correct If it is not notify Health Canada s National Help Desk refer to Appendix Education Training Contact Information Admission Readmission Column D This field indicates whether the client has begun to receive services from the Admission Home Care program whether the client was discharged then readmitted to the program within the current month for the same primary reason see note below or wheth
47. d the field will be cleared automatically Referral Date yyyy mm dd Admission Date Column G The Admission Date must be entered in yyyy mm dd format For example September 30 2013 would be entered as 2013 09 30 If an invalid format is used an error message will appear and the field will be cleared automatically Admission Date yyyy mm dd Discharge Date Column H The Discharge Date must be entered in yyyy mm dd format For example September 30 2013 would be entered as 2013 09 30 If an invalid format is used an error message will appear and the field will be cleared automatically Discharge Date yyyy mm dd When the client has been discharged the Discharge Date and Reason for Discharge must be completed The following are some examples of when to discharge You must discharge a client when e the HCC program determines they no longer require services e the HCC Client Type changes you must discharge and then do another admission for the new applicable client type and e the HCC client has not received services for a consecutive and maximum period of six 6 months exceptional circumstance only Reminder If you have filled in a Discharge Date you must also fill in the Reason for Discharge or you will receive an error when you upload your worksheet All fields are subject to periodic review and data quality audits The Referral section contains two columns Source of Refer
48. ded Column N Hours of Enter the number of hours of service that were provided to the client For nee example if a client receives one hour of services 1 0 should be entered in Provided the Hours of Service Provided column Enter zero 0 in this column when a client did not receive services as scheduled or planned and complete the Services Not Provided section Note When a client is not scheduled to receive one or more services in a calendar month do not list this client in the Home Care Services Worksheet You may leave the client information pertaining to the client in the Client Information Worksheet only 23 e SDRT User Guide Update April 2014 p Recording Time Two fields in the Home Care Services worksheet require that you enter hours of service Record time in 15 minute increments only and use decimals to indicate partial hours The decimal symbol i e decimal period 0 25 or comma 0 25 will depend on your system settings 15 minutes 025 30 minutes 0 50 45 minutes 075 1 hour 1 00 Se M N 3110000002 2013 09 05 A A 000 nn 3110000002 2013 09 05 Indicate the number of visits events for client where home care services were provided Note If multiple services are provided in one visit by one health care provider only record one visit for the 1 entry EXAMPLES single Entry 3110000002 2013 09 01 3110000002 2013 09 01 24 e SDRT User Guide Update April 201
49. dicating that the Name and Month uploads a second spreadsheet data will be overwritten containing only the data not found on the first spreadsheet 1 additional entry The first spreadsheet is overwritten and only the data in the second spreadsheet will be compiled into a report Example First Soreadsheet Upload Overwritten by Second Spreadsheet Upload This screen is only an example First Nations and Inuit Home and Community Care Program e SDRT HCC Application Community or Tribal Council Name Ottawa Client Information Worksheet Staff Name Note Mandatory columns are marked in red Insert Row s Inserer rang e s Year Month yyyy mm English Francais Sort Trier Delete Rou s Supprimer rang e s Help Aide Danie J Version x0 5 0 Client Information Admission Discharge Referral Birth Date ee Client Identifier oo Admission Reason for Referral Date Admission Date Discharge Date Source of Client Tve Reason for YY Readmission HomeCare yyyy mmidd yyyy mm dd yyyy mmidd Referral JP Discharge yyyy mm d0 Services an ait aa aS eS aS 100 JR E _ 0 54 200 ee 6 D 109 1947 02 21 F C C 2 2011 04 20 2011 04 20 B D First Nations and Inuit Home and Community Care Program e SDRT HCC Application Community or Tribal Council Name Ottawa Client Information Worksheet Staff Name Danie J Note Mandatory columns are marked in red Insert R
50. e Program and deliver Home Care service are required to collect service delivery information and upload their soreadsheets every month using the HCC Application Important Note e SDRT and HCC applications were designed for monthly uploads to promote a sustainable system capacity and avoid system overload and failure Monthly uploads are subject to monitoring and random IT quality audits Uploading several months at once can cause system failure SYSTEM REQUIREMENTS Hardware Requirements To work with the e SDRT you will need a personal computer equipped with a CD ROM or USB memory stick drive a minimum 5 GB hard drive and 128 MB of RAM If you require assistance or if you encounter problems contact your Regional Home and Community Care Office refer to Appendix A Education Training Contact Information Software Requirements The e SDRT uses a specific encoded Excel Spreadsheet e SDRT Spreadsheet designed to function with Microsoft Excel 2000 but has been tested and shown to perform properly using other versions of Microsoft Excel including 97 98 2000 2002 2003 2007 and 2010 You must also have an Internet browser such as Internet Explorer 5 5 or higher and or Mozilla Firefox installed on your computer If you encounter performance problems please contact your Regional Home and Community Care Office refer to Appendix A Education Training Contact Information e SDRT Spreadsheet You should use the spreadsheet containing t
51. e copying from in this case a previous version or file The destination spreadsheet is the spreadsheet you are copying to newer version or new file 1 Open an Excel program session In the window open the source spreadsheet and disable the macros 2 select the data you want to copy by holding down the left mouse button and blocking the area to be copied Copy the data by pressing Ctrl C on your keyboard or by right clicking on the highlighted area and selecting Copy from the pop up menu 3 Open a separate Excel program session Open the destination spreadsheet and enable the macros Click in the first cell where you would like the data to appear Paste the data by pressing Ctrl V on your keyboard save the destination spreadsheet oo PRINTING WORKSHEET DATA Tip Before printing confirm the area to be printed Select area to be printed click on File Set Print area To print the data in a worksheet click the Printer icon a on the Microsoft Excel top menu bar The worksheet is automatically sent to your default printer OR If you wish to print more than one copy or send the print job to a different printer 45 EXCEL BASICS APPENDIX B Use the options of the Microsoft Excel program i e File Print to access the Microsoft Windows Print form 2 Select the print parameters and click the OK button The print job is sent to the selected printer 3 lf the Print window remains open click the Close butto
52. eadsheet Double click on the file name OR right click on the file name and click Open and the e SDRT Excel Spreadsheet will open Immediately Enable Macros when you open the SDRT Excel Spreadsheet file Please refer to Appendix B Excel Basics for help in enabling macros in different Excel versions Save the file with a new name by selecting File Save As from the Excel menu The new name must contain your Community or Tribal Council name and the month and year for which you are reporting activity ENABLING MACROS Depending on which version of Microsoft Excel is in use you will see either of the following messages Microsoft Excel 2010 version When you open the e SDRT spreadsheet a Security Warning message box will appear above a blank worksheet with the following message above it Security Warning Macros have been disabled Enable Content Click on the Enable Content box to activate macros A 2 e SDRT_e HRTT_spreadsheet_version_5xO xls File Home Insert Page Layout Formulas Data Review View Add Ins Microsoft Excel 2010 e SDRT User Guide Update April 2014 mm EE Microsoft Excel 1998 2003 2007 CHE SORT _communits Month_Year xls contains macros Macros may contain viruses Ibis always safe bo disable macros but iF the macros are legitimate vou might lose some Functionality Disable Macros Enable Macros More Info Note For earlier versions of Microsoft Excel if you do
53. ed in foot care Z Other DO NOT USE THIS CODE _ oZ OoOo O 54 CODE LISTS AND DEFINITIONS APPENDIX C HOME CARE SERVICES WORKSHEET SERVICE PERSONAL CARE Client care required to meet the personal care needs of the client When this Category of Service Personal Care is selected the Service column Column M displays the following code choices Bathing Toileting Hygienic care including hair care mouth care back care peri Therapeutic care skin care bowel care shaving etc For example toileting Bath assistance with diaper changes urinals commodes and toilet catheter care Foot and Nail Basic nail care for such clients with uncomplicated feet without Care chronic conditions like diabetes or chronic vascular disease For example cleaning and filing of nails C Feeding Meal set up or assisting with direct feeding includes oral feeding and alternatives For example NG PEG etc Mobilization Walking assist preventative exercise programs Transfers and lifts home visit to assist with transferring from bed to wheelchair in and out of shower or any other transfer assistance Rehabilitation A directive prescribed exercise regime given out by a PT OT Exercises assisted by staff Direct Direct Observation used for monitoring compliance with a Observation treatment regime such as taking medications Examples may Transfer Skill also include visit to reassure client provide family Support and prov
54. ent arrives in the community or a referral is received 57 CODE LISTS AND DEFINITIONS APPENDIX C IN HOME RESPITE In Home Respite Client care provided to relieve the usual caregiver in the client s home There is no Service code associated with this category of service HOME CARE SERVICES WORKSHEET SERVICES NOT PROVIDED SECTION The Reason column Colum Q in the Services Not Provided section displays the following code choices Code Insufficient funds B Understaffing S O O Cc C Lack of specialists D Lack of trained personnel E Informal caregiver able to provide service TI Lack of supplesfequipmeat O ooo __Z__ DO NOT USE THIS CODE gt S O 58 UPLOADING THE e SDRT SPREADSHEET APPENDIX D UPLOADING THE e SDRT SPREADSHEET In order to transfer this information to the HCC program office you have two options depending on whether or not you have access to the HCC Application Note You will not see the upload spreadsheet button if you have not been authorized by Regional e Health to upload data Option 1 If you have access to the Internet 1 Log on to the HCC Application at http www fnihis org hcc eng html access passwords will be provided by regional technical staff see Appendix A Education Training and Contact Information for their coordinates 2 In the top menu bar choose Administration D In the Administration menu at the left of the screen click e SDRT Excel
55. ep 2005 pdf 79 Jun 2006 2 Save the txt file into the folder of your choice Importing Your Report into Excel 1 Open Excel and from the File menu click New 2 From the File menu select Open 3 Double click on the txt file report The Text Import Wizard opens Text Import Wizard Step 1 of 3 The Text Wizard has determined thet your data is Deimited If tris is correct choose Next o choose the data type that best describes your data Origina data type _ Choose the Fle type that best descnbes your data Belted Characters such as commes or tabs separate each field Sived mich Fields are algned in columns wih spaces betueen each Field Start mpat at row fi 24 Fle orign windows ANSE Preview of Fle C Doomerts and Seti 1000 2005 _MOS_TSR_E txt ilkany Month AUG 2006 tver nga Length oft Stay in Days srl ame nee ame am ame are ame ne CO Ou DE OT CR N OUR MAN OT CR EP AE ew zj fa ba Cancel Next gt Fineh 4 Select Delimited and click Next 5 In the Delimiters box deselect the Tab checkbox and select the Other checkbox 98 6 IMPORTING YOUR REPORTS INTO EXCEL FOR USER CUSTOMIZING APPENDIX Delimiters Tab Semicolon M Comma 5 Space M Other FE ELX LELEEEEEEE 7 Add a next to Other as shown gt The location of the tilde symbol on different keyboards This character can be found several ways 1 by using the tilde key on your k
56. eport lists the communities that did not report in that month The appendix for the annual report lists the communities that did not report each month of the reporting period The report shows the months included in the report and has an X to indicate that the community did not report in a particular month National Total Services Report TSR This is a report available in monthly and annual report formats e National DOES NOT have upload capability e All diabetes data is collapsed into a single line item under Primary Reason for Services Provided e Approximately 11 pages of data plus the appendix Includes an appendix may be several pages will vary in length listing all communities nationally that did not report The appendix for the monthly report lists the communities that did not report in that month The appendix for the annual report lists the communities that did not report each month of the reporting period The report shows the months included in the report and has an X to indicate that the community did not report in a particular month Once your monthly spreadsheets have been processed reports will be available to you by the same means that you used to send your data in i e HCC Application e mail Canada Post Once your files have been uploaded and processed the Cumulative Reports and the Total Services Reports will become available online through the HCC Application These reports are available in the fol
57. er services are ongoing Readmission Click the Help Aide button to display the drop down list of three available choices Most frequently used codes are A for Admission and C for Services Continued Code A Admission is used when you first register admit the client into the home care program This 18 e SDRT User Guide Update April 2014 En mm code will only apply to the first month of services the client receives If the client continues to receive services the following month months the code must be changed to C Note To change a Primary Reason for Home Care Services You would discharge the client and enter the client ID under Code A Admission with the Admission Date one day after the Discharge Date To change a Client Type only You would discharge the client and enter the client ID under Code B Readmission with the new Admission Date one day after the Discharge Date IMPORTANT INFORMATION Code B Readmission should only appear for readmissions within the same calendar month for the same Primary Reason for Home Care Services Primary Reason for Home Care Services Column E There are approximately twenty five 25 choices in the Primary Reason for Home Care Services list of codes Click the Help Aide button to display the vor list of available choices Select the code that best describes the primary Soie reason for the clients inclusion in the HCC program e g Diabetes EE
58. ervices Reports Explanation of e SDRT report percentages Each e SDRT report includes service delivery details according to category These categories are Nursing Services Personal Care Professional Therapies Case Management In Home Respite and Assisted Living Within each category is a list of the activities that are associated with it For example in the category Nursing Services you will find details such as Health Teaching for Clients and Informal Caregivers Monitoring for Therapeutic Intervention Medication Administration and Management etc Each of these individual activities is assigned a percentage related to the overall percentage within that category For example in the box below you can see that Health Teaching for Clients and Informal Caregivers represents 12 31 of the activities within Nursing Services In addition at the bottom of each category is a line representing the total hours of service delivery as well as its percentage for that category In the example below you can see that over 86 000 hours of nursing services were delivered representing 9 55 of all services delivered including personal care case management etc 91 REPORT LABEL DEFINITIONS APPENDIX H TOTAL SERVICES REPORT Average Length of Stay The sum of the days from admission to discharge divided by the number of discharged clients Sum of Days is a count of the days from admission to discharge inclusive For example if a clien
59. etes Diagnosed Over One Year Conditices of the Eedocrine Diabetes Disgnosed in Past Year Disbetes Early Sigee of op Existing Cardiovascular Disease Diabetes Karly Signe of oF Existing Cardiovescelar and Renal Disease Diabetes Prenant Diabetic Hepatic Biliary aed Pancreatic Cardiovascular Dieeses Heart Circulatory Gast roimtestinal Difficulty Feeding Tube Feeds Dyephagia ete 37 EDUCATION TRAINING amp CONTACT INFORMATION APPENDIX A EDUCATION TRAINING e Prior to becoming an HCC user you must complete the online training course on Protecting Person Information basics of privacy You can access this online training at http www fnihis org education formation eng html e Please contact your Regional Coordinator and or e SDRT Trainer for copies of the latest updated e SDRT User Guide and e SDRT template http www fnihis org bulletin communique eng html e For technical issues when uploading or downloading from the HCC application please contact your Regional Help Desk at CONTACT INFORMATION Help Desk Contact Information Pacific Region Help Desk 877 666 3211 Toll Free Fax 604 666 7363 e Health Solutions Unit FNIHB Health Canada Pacific Regional Office 540 757 West Hastings St Vancouver BC V6C 3E6 Alberta Region Help Desk 877 495 5334 Toll Free Fax 780 495 2687 Health Canada 9700 Jasper Ave Suite 730 Edmonton AB T5J 4C3 Saskatchewan Reg
60. etween the worksheets invalid community name use of small case letters instead of capital letters etc Tip Print the validation error sheet for ease of reference when correcting errors on your Excel spreadsheet Excel Spreadsheet Upload Vou Must Correct the folowing errors before proceecing SS CLIENT ge ee eg ee ce GS ORNE QE seek A Le Mises BUS Sad DIS Dis SERVICE 25 Date of Service less than Admission Date 26 Date of Service Sons not fat between an Admission Oste and Dise CE Date of Service ees ther Admission Date EEE Date of Service Goes not a between ar Admission Date and Discharge Date E fas Servite ne man esc Oe _ ____ IMMM SERVICE 29 Date of Service does not a between an Admission Date anc C Date of Service iess than Admission Date phrase caas a ienee ooa noL EBE OO Cte and Discharge Det SERVICE 32 Duie of Service wan Bas Admission Oats lt o SERVICE 33 Ose of Service does not fai bernven on Admission Dais bod Discharge Osis Date of Service ees thar Admission Date Date of Service Coes not a Deraeer an Admission Date anc Discharge Date SERVICE js Cate of Service ins Dan AdmissionOae SERVICE 42 Date of Service does not tal between an Admission Date snd Discharge Date 72 1 Overlapping Admission Dates TROUBLESHOOTING APPENDIX E Data Entry Problem Best Practices Fields Admission Date Readmission Date Users are entering an admission date that
61. ew terminated services Client moved out of area Client died Z DONOTUSETHISCODE 5I CODE LISTS AND DEFINITIONS APPENDIX C HOME CARE SERVICES WORKSHEET CATEGORY OF SERVICE The Category of Service column Column L of the Home Care Services worksheet displays the following code choices A Assisted Living Non professional client care required to allow the client to remain living independently in his her home such as meal services home management and transportation assistance B Nursing Services Professional nursing services required to meet client care needs Personal Care Client care required to meet the personal care needs of the client O mepes Services provided by professionals other than nurses paid for by Therapies the Home Care Program Case Time and tasks necessary to ensure coordinated appropriate Management client care Services In Home Respite Client care provided at client s home to relieve the usual caregiver 52 CODE LISTS AND DEFINITIONS APPENDIX C HOME CARE SERVICES WORKSHEET SERVICE Each of the Category of Service codes has a related list of Service codes which are described below HOME CARE SERVICES WORKSHEET SERVICE ASSISTED LIVING A Assisted Living Non professional client care required to allow the client to remain living independently in his her home such as meal services home management and transportation assistance When this Category of Service Assisted L
62. eyboard 2 by using the alt key on your keyboard 3 through Microsoft Excel or 4 through the Microsoft Windows Character Map Utility Using the tilde key The tilde key is not visible on all keyboards If it is it is usually located beneath the Esc key to the left of the number 1 key Select Shift while pressing on the key On the French keyboard access the tilde by selecting the right A t key while clicking on the key to the right of the letter L which is usually the colon key Using the alt key While pressing Alt on your keyboard type in number 126 on the number keypad to the right of your keyboard This approach will not work if you use the numbers above the letters section of the keyboard Microsoft Excel In Microsoft Excel go to the nsert button at the top of the menu then click on Symbol lf the tilde is not located in the available selections you may have to click on More Symbols Then to locate the tilde click on the Subset drop down menu and select Basic Latin You will then see various alphanumeric characters Scroll down until you find the tilde and select it This will insert the tilde into your document Microsoft Windows Character Map Utility The Character Map utility is available on all Windows machines and can be used to copy and paste accented letters and other foreign language characters into any Windows application The Character Map is similar to the Insert Symbol tool found in some Windows applications su
63. formation worksheet and the Home Care Services worksheet Client Information This worksheet allows you to collect the basic client and Home Care Program information The client record the clients unique Client Identifier should appear only once on this worksheet only one row Exception The client record can appear twice on this worksheet if a client is discharged and admitted again with a new Primary Reason and or Client Type OR if the client is a Readmission which means the client was discharged than readmitted for the same Primary Reason within the same calendar month Home Care Services This worksheet allows you to capture the services provided by home care staff Since every row in the worksheet represents a type of service within a category of service when the home care service was provided the client identifier appears as many times as necessary multiple rows and must be repeated on every row for each type of service provided to the client during the visit amp LH 9 e SDRT_spreadsheet_version_5SxO xls Read Only Compatibility Mode Microsoft Excel File Home Insert Page Layout Formulas Data Review View DYMO Label amp Va Wrap Text Ba i K EY Ca PORN Wrap Te EE HA ns rf Le i Ba Fill Paste r 2 z erne Cente gt n J lt 0 00 Conditional Format as Cel Insert Delete Format a 7 B Z U fes 2 ad Mer ge amp Center Vo 60 0 es meer Re gt
64. fy orders or to provide progress report for response to treatment plan E Charting Overall Charting Recording of Client interactions assessment findings and other objective and subjective data pertinent to Client care Charting activities that are related a client but may or may not involve a home visit or a client interaction F Consultation with Discussions with family or other informal caregiver related to Family Members Client care response to treatment care plan and to discuss any concerns or resolve issues Case Discussion involving any persons involved in the client s care i e conferences doctor nurse physiotherapist PSW or other informal caregiver Usually for complex care situations or where discrepancies or concerns have been identified May also include the Client and family members to allow for resolution of issues and maintenance of cohesive mutually agreed upon plan of care for consistency and accountability Establishing Developing maintaining and coordinating linkages between linkages liaison multiple care givers such as pharmacists dieticians NIHB equipment orders provincial health authorities Regional Office personnel or other programs to promote optimum client care in an efficient and safe manner Intake Collection and review of all relevant data relating to a request for care Includes determination of eligibility review of physician s orders and facility discharge planning information when a cli
65. generated If you are unable to view or download reports for your community you may not have the appropriate security permissions and should contact your Regional Help Desk refer to Appendix A Education Training Contact Information 34 This is a fictional example using fictional data UserName User lt lt Logged on since 17 FEB 2005 15 49 EST Region Ontario List of Reports Report Type Semice Community Year Period Language Cumulative Reports 01 Apr 2004 30 Apr 2004 01 May 2004 31 May 2004 01Jun 2004 30Jun 2004 01Jul 2004 31Jul 2004 01 Aug 2004 31 Aug 2004 01Sep 2004 30Sep 2004 01 Oct 2004 310ct 2004 01Nov 2004 30Nov 2004 01Dec 2004 31Dec 2004 e SDRT User Guide Update April 2014 Smo Community WWahgoshig 2004 Monthly English Total Services Reports 01 Apr 2004 30 Apr 2004 01 May 2004 31 May 2004 01Jun 2004 30Jun 2004 01 Jul 2004 31Jul 2004 01 Aug 2004 31 Aug 2004 01Sep 2004 30Sep 2004 01 Oct 2004 310ct 2004 01 Nov 2004 30Nov 2004 01Dec 2004 31Dec 2004 01Jan 2005 31Jan 2005 01 Feb 2005 28 Feb 2005 01 Mar 2005 31Mar 2005 01Jan 2005 31Jan 2005 01 Feb 2005 28 Feb 2005 01 Mar 2005 31Mar 2005 To view an on line report position the mouse pointer on the link and press the left mouse button To download a report position the mouse pointer on the link and press the right mouse button Note Adobe Acrobat Reader is required to view and
66. harge Date must be entered 21 e SDRT User Guide Update April 2014 HOME CARE SERVICES WORKSHEET The Home Care Services worksheet captures information related to the services performed by health care professionals and related staff Note Every row in the worksheet represents a type of service within a category of service Insert Row s Inserer rang e s English Fran ais Sort Trier Delete Row s Supprimer rang e s Help Aide The Home Care Services worksheet has three sections 1 Home Care Services 2 Services Not Provided 3 Community Space Each section and its corresponding columns are described below The Home Care Services section contains six 6 columns The Client Identifier in the Client Information Worksheet assigned to the client is repeated here for each of the services that have been provided to that particular client Note The Client Identifier used in this tool should be client specific but not identifiable outside of the program in the community The Client Identifier entered in the Home Care Services worksheet must be already entered in the Client Information worksheet If there is no corresponding entry the spreadsheet will be rejected when you try to upload 22 e SDRT User Guide Update April 2014 ER A R Date of Service Column K rene The Date of Service can be entered in full yyyy mm dd format or in the wwimmida Shorter dd format provided that the Year Month
67. he e SDRT only template 2 tabs IMPORTANT Please contact your Regional Home and Community Care Office refer to Appendix Education Training Contact Information to make sure you are using the right version of the e SDRT Spreadsheet e SDRT HCC Data Collection Requirement and Frequency of Data Capture The recording of data on services delivered is completed daily using community tracking tools Each user should collect and record their own data Data entry on the e SDRT spreadsheet can be performed on a daily basis to ensure quality of data interpretation and entry The e SDRT template works with the HCC application which allows communities to upload community service delivery data on a monthly basis Data quality audits are performed randomly to ensure accurate data capture Once the e SDRT data has been entered the spreadsheet is uploaded via the HCC Application to generate national regional and community based reports Of note only communities can generate community specific reports e SDRT User Guide Update April 2014 mm Ni All e SDRT fields are now mandatory and essential to meet community departmental and ministerial reporting requirements Performance Measurement and Evaluation for Grants and Contributions and Program Plan requirements The only field which is not mandatory and is an exception is the Community Space field Data entered in the columns with red headings are required for successful uploading failure
68. he reporting Client Information Worksheet with an month This would also result in a gap in Admission Readmission code of C the data Services Continued Example User Fails to Report on Active Service Continued Client 2 in the Month of December This screen is only an example Ottawa c Danie J Insert Row s Inserer rang e s 2012 12 English Fran ais Sort Trier Delete Row s Supprimer rang e s A pa Oo EE A A 1925 03 27 F A 2092 92 00 2012 12 11 A B 1958 08 30 M A T 2012 12 12 2012 12 13 rs E C 1944 04 13 F A A 2 2012 12 15 2012 12 16 C B TROUBLESHOOTING APPENDIX E Ottawa Danie J Insert Row s Inserer rang e s 2012 12 1 2012 12 11 SS RT SY eee auaa ee SS a 5 Valid Sequence of Client Records Data Entry Problem Best Practices The appropriate sequence for Users must follow the appropriate sequence of client Admission Readmission status in the program Service Continued Discharge must be followed The diagram below shows the sequences that are valid The arrows indicate the allowable progression from one Example 1 state to the next On the same spreadsheet the client is shown as admitted and receiving continued services Continued Example 2 In November the client is shown as receiving continued services and in November the client is shown as being admitted Example Admission Record and Services Continued Record
69. ide attendant assistance at medical appointment AND Health Education Reinforcement of client health education that leads to self management of care Transfer skills refers to procedures usually performed by a nurse that may be delegated to a personal care worker such as taking blood pressure applying simple dressings or doing blood glucose testing exceptions in Quebec Z Other Translation this code is still valid for translation only 55 CODE LISTS AND DEFINITIONS APPENDIX C HOME CARE SERVICES WORKSHEET SERVICE PROFESSIONAL THERAPIES Professional Services provided by professionals other than nurses paid for by Therapies the Home Care Program When the Category of Service Professional Therapies is selected the Services column Column M displays the following code choices CODE A Podiatry Services of a podiatrist chiropodist Nutrition May include the services of a dietician or a nutritionist Counseling C Occupational Professional services to assess clients equipment and renovation Therapy needs and to develop therapy programs to assist the clients in adapting to necessary alterations in ways of doing their work personal care and home management Physical Professional services to assist the clients to strengthen heal or make Therapy adjustments with how they use their body Speech Professional services to assist the client following an alternation in Therapy his her communication abilities Ment
70. in both French and English and are available in monthly and annual formats Community Cumulative Report Community Total Services Report Tribal Council Health Authority Total Services Report Regional Total Services Report National Total Services Report Note Not all authorized individuals have access to these reports More information about each of these reports is provided below Note The Cumulative Reports CRs contain confidential patient information whereas the Total Services Reports TSRs do not CRs are available only to the authorized individuals that have upload capability e The regional and national Total Services Reports TSRs do not contain confidential data Community Cumulative Report CR Monthly e The monthly format is the same as before e Available to authorized individuals that DO have upload capability One line per admission cycle admission to discharge e Nursing Services and Case Management Services are broken out hence the length of the report will vary according to the quantity of these services provided Community Cumulative Report CR Annual The annual format is now available Available to authorized individuals that DO have upload capability One line per client The length of the report varies according to the number of clients reported on Approximately 20 clients per page e Provides the sum of hours and the number of home visits Community Total Services Report TSR
71. int conditions or disorders conditions or disorders Condition due to a bone lesion other conditions or disorders of the arthritis fracture musculoskeletal system Includes HCC admissions such as post amputation operative surgical care or personal care assistance from Total knee other replacement total hip replacement amputation fractured bones sprained or strained muscles osteoarthritis arthritic joint temporary immobility 48 CODE LISTS AND DEFINITIONS APPENDIX C Skin and Short term conditions or disorders of the skin and subcutaneous Subcutaneous tissue furuncle impetigo eczema dermatitis pruritus corns acne Condition acute hives sunburn etc Long term ongoing conditions or disorders of surgical and the skin and subcutaneous tissue furuncle impetigo eczema chronic wound dermatitis pruritus corns acne hives sunburn etc Auto immune Conditions or disorders caused by a pathology in which an organism condition Lupus produces antibodies against its own constituents RA etc E 1 Central Nervous Conditions or disorders of the nervous system and spinal cord System Condition MS Parkinsonism MD CP E 2 Dementia and Disorders in which the main dysfunction is a clinically significant related conditions cognitive or memory impairment which represents a major change Alzheimer etc from earlier functioning E 3 Transitory Mental Disorders of varying intensity giving rise to
72. ion Help Desk 877 772 7715 Toll Free Fax 306 780 7137 Health Canada 2045 Broad Street 5th Floor Regina SK S4P 3T7 Manitoba Region Help Desk 800 846 6428 Toll Free Fax 204 984 1940 e Health Solutions Unit Manitoba Regional Office First Nations and Inuit Health Branch 300 391 York Ave Winnipeg MB R3C 4W1 38 EDUCATION TRAINING amp CONTACT INFORMATION APPENDIX A Ontario Region Help Desk 800 241 2751 Toll Free Fax 613 952 0177 Health Canada 1547 Merivale Road 3rd Floor Ottawa ON K1A OL3 Quebec Region Help Desk 877 543 5353 Toll Free Fax 514 283 6567 Health Canada 200 Rene Levesque Blvd West East Tower 2 Floor Room 202 145 Montr al QC H2Z 1X4 Alberta Region Home and Community Care Health Canada FNIHB Suite 730 Canada Place 9700 Jasper Avenue Edmonton AB T5J 4C3 780 495 2314 Atlantic Region Help Desk 877 426 4515 Toll Free Fax 902 426 8675 Health Canada 1505 Barrington Street Suite 1525 Halifax NS B3J 3Y6 National Help Desk 613 301 2276 Fax 613 595 0395 Health Canada 340 Legget Drive Room E107 AL 2801C Ottawa ON K1A OK9 39 EXCEL BASICS APPENDIX B EXCEL BASICS The e SDRT application was developed on Excel a spreadsheet software application that the majority of communities have access to and that could be supported by the multitude of computer environments in operation today The e SDRT uses a specific encoded Excel Spreadsheet e
73. ion or Admission CLIENT dmission Date must be within Year Month for a Re admission or Admission CLIENT dmission Date must be within Year Month for a Re admission or Admission LIENT admission Date must be within Year Month for a Re admission or Admission ERVICE ate of Semice is not within the Year Month of this file ERVICE ate of Service is not within the Year Month of this file ERVICE ate of Service is not within the Year Month of this file ERVICE ate of Service is not within the Year Month of this file ERVICE ate of Semice is not within the Year Month of this file ERVICE ate of Service is not within the Year Month of this file ERVICE ate of Service is not within the Year Month of this file o im h f h 4 Session Status 15 DOWNLOADING e SDRT REPORTS e SDRT REPORT TYPES Once the e SDRT spreadsheet has been uploaded and processed the e SDRT reports become available online via the HCC application The following reports are available in both French and English and are available in monthly and annual formats e Community Cumulative Report e Community Total Services Report e Tribal Council Health Authority Total Services Report e Regional Total Services Report e National Total Services Report Note Not all authorized individuals have access to these reports More information about each of these reports Is provided below Note The Cumulative Reports CRs contain confide
74. ions such as o W code in Primary Reason for Home Care is no longer valid It can no longer be used o Most Z codes are no longer in use Exceptions are Inthe Home Care Services Worksheet Under Personal Care e Z Other can be used for TRANSLATION Inthe Home Care Services Worksheet Under Professional Therapies e SDRT User Guide Update April 2014 pe e Z Other Professional Serivces still in use Please note that Traditional Healer has been added under this code o Primary Reason for Care and Services definitions are expanded to capture additional details and examples for each code o All charting is to be captured under the code Charting and is no longer to be captured as part of a service o IMPORTANT INFORMATION e SDRT users need to refer to this current guide Appendix C Lists of Codes and Definitions to input proper coding e e SDRT services are captured under appropriate category of service regardless of role or function e e SDRT services captured are those performed or supervised by the HCC program e No further updates are planned to this guide to maintain data integrity and consistency For technical support or for any questions beyond the scope of this user manual please contact your Regional Home and Community Care Office refer to Appendix Education Training Contact Information Introduction OVERVIEW Welcome to e SDRT elec
75. ity for the same month the HCC Upload program checks three fields Community or Tribal Council Name Staff Name Year Month to determine if the contents must be added to the existing data or replace it If all three 3 fields in both files are identical then the information in the second and subsequent files overwrites the contents of the first If each file has a different Staff Name then that information is added to the existing information for that community OPTION 2 Save the e SDRT spreadsheet on a CD or USB memory stick and please contact your Regional Home and Community Care Office refer to Appendix A Education Training Contact Information ERROR MESSAGES If you attempt to upload a file that contains incomplete mandatory fields or logic errors such as a discharge date that precedes the admission date the system will display a validation error along with a comprehensive table listing the errors and suggestions to correct them As you can see in the screen image provided below to facilitate the correction process details EXCel Spreadsneet upioad Validation Error Pees You must correct the following error s before proceeding vie vo ee CLIENT 0 Admission Date must be within Year Month for a Readmission or Admission CLIENT Client Type is mandatory fue i anime Due am O CLIENT __ 17 _JAdmission Date for a continuing client must be earier than Year Month Admission Date for a continuing client must be e
76. iving is selected the Service column Column M displays the following code choices Home Services required to keep the home in a safe hygienic state e g Making Home cleaning laundry routine housekeeping shopping for groceries Management requires specific approval and or other services Grocery shopping must not jeopardize scheduled care and not replace family responsibility Meal Services Includes meal preparation in the home Meals on Wheels Congregate Meals Transportation May include recreational transportation for congregate dining and Assistance day programs medical transportation or transportation for groceries and supplies Any medical equipment or supply delivered to the client s home on behalf of the client or r caregiver D Water Delivery Delivery of drinking water when necessary nn e a methods for heating or cooking Home Repairs Minor repairs maintenance required to keep or return home to a and Maintenance safe condition or to install safety devices Those repairs that are not under the Band housing authority G Adult Day Home Care Program client attends outside the home which Program provides stimulation for the client i e berry picking crafts and bingo __Z__ Other DO NOT USE THIS CODE 53 CODE LISTS AND DEFINITIONS APPENDIX C HOME CARE SERVICES WORKSHEET SERVICE NURSING SERVICES BO Nursing Professional nursing services required to meet client care needs Services When
77. ksheet HCC Application Appendices oO pa e Alle SDRT fields are now mandatory and have been established to provide the essential information for community ministerial and departmental reporting Performance Measurement and Evaluation for Grants and Contributions and Program Plan requirements the only field which is not mandatory and is an exception is the Community Space field Data entered in the columns with red headings are required for successful uploading failure to complete these sections fully and in the correct format will result in the system application generating validation errors Data entered in the columns with black headings are required for overall comprehensive data quality that provides the most accurate picture of your Home Care Program The e SDRT User Guide update is intended to promote data capture in a standardized format according to system capabilities and to facilitate program data analysis e According to the update of the Performance Measurement on Grants and Contributions May 2013 all fields are subject to program monitoring and random data quality audits by regional and national offices e Client Information Home Care Services Coding Definitions and Appendices were reviewed by national regional and partner representatives and updated to capture relevant information and all services These updates include clarifying instructions for each section of the guide and expanding and updating the code definit
78. ll services for the month were delivered only after the client was readmitted 81 TROUBLESHOOTING APPENDIX E Example Actual Date of Home Care Service Delivery This screen is only an example dn Insert Row s I Inserer rang e s a Nias English I Fran ais Sort Trier CE I Supprimer rang e s Help Aide a _2012 12 07 es 01 ERT ENA 192701104 F A A3 20121207 1 1927 01 04 F B ii FSR A NE E r T _ Insert Row s Inserer rang e s RS S NEON e a a de SNS ER English Fran ais Sort Trier Delete Row s Supprimer rang e s Help Aide 12 Out of Range Home Care Service Delivery Dates Data Entry Problem Best Practices Field Date of Service The Date of Service specified on the Home Care Services worksheet must be between the Admission Date and the Discharge Date Users are mistakenly entering Home Care Service Dates that are after the client s Discharge Date 82 TROUBLESHOOTING APPENDIX E Example Home Care Service Dates that are After the Discharge Date This screen is only an example Ottawa Danie J aa rete pean a ET cab glish Fr ut net 2012 12 11 2012 12 12 1927 01 04 F 83 e SDRT REPORT TYPES APPENDIX F e SDRT REPORT TYPES Once the e SDRT spreadsheet has been uploaded and processed the e SDRT reports become available online via the HCC application The following reports are available
79. lowing formats monthly and annually 33 e SDRT User Guide Update April 2014 pe STEPS TO DOWNLOAD e SDRT REPORTS FOR YOUR COMMUNITY FROM THE HCC APPLICATION To download the Cumulative Reports or Total Services Reports for your community 1 Log on to the HCC Application access passwords will be provided by your Regional Help Desk refer to Appendix Education Training Contact Information 2 On the top menu bar choose Reports 3 On the Reports menu at the left of the screen click on Home and Community Care Reports click on Service Delivery Reports The Service Delivery Reports screen is displayed Client Search Reports Administration Fran ais Log Out gt Indicates Mandatory Please enter the search criteria then click the Get the List of Reports button to display the list of reports Report Type Community Service Community Year Period Language Get the List of Reports Clear SEE __ GetiheListofRepots Clear 4 Select Community from the Report Type drop down list and then select the Service Community the Year the Period and the Language 5 Click the Get the List of Reports button The List of Reports panel appears at the bottom of the screen displaying the appropriate Total Services and Cumulative Reports for the selected fiscal year Note The reports that are available for download appear as a hyperlink If a report is not listed this means that it has not yet been
80. lt in inaccurate reports If this field is left blank from one reporting period to the next the system will interpret this as two distinct Sources of Referral rather than only one Source of Referral that has been continuous This applies to the annual Total Services Report Total for Source of The count of clients classified by gender gender age and a total Referral count Client Type The count of clients classified by gender gender age and a total count per client type Client Type counts every instance of a client type code This value may be higher than the total number of clients if a client has more than one Client Type Important Note Gaps in the data will result in inaccurate reports If this field is left blank from one reporting period to the next the system will interpret this as two distinct Client Types rather than only one Client Type that has been continuous This applies to the annual Total Services Report Total for Client Type The count of clients classified by gender gender age and a total count 94 REPORT LABEL DEFINITIONS APPENDIX H TOTAL SERVICES REPORT Reason for Services Not The count of clients classified by gender and a total count per Provided Reason for Services Not Provided Reason for Services Not Provided counts every instance of a Reason code This value may be higher than the total number of clients if a client has more than one Reason for Services Not Provided Important note
81. mer rang e s You may delete an entire row by clicking on the row number rather than just the data contained in the row Highlight the row s that you wish to delete by clicking on the row number at the left of the worksheet then click Delete Row s Supprimer rangee s Click OK on the pop up message to confirm the row deletion Client Information Admission Discharge ge Refer i al Reel Dele Discharge Dat S Reason for AAMT RSA eed e SDRT User Guide Update April 2014 Sao Help Aide The Help function provides information related to the data to be entered in each column Simply place the cursor in the appropriate cell or field and click the Help Aide button Two 2 types of help are provided depending on the type of information required If you are ina cell or field that requires 1 atext entry such as a Staff Name Community or Tribal Council Name or Client Identifier an explanatory Helo message will appear x Enter the Client Identifier The client identifier may have any combination of letters and or numbers It must be unique and should not be changed Special characters such as slashes dashes and colons are not valid 2 a code entry such as Gender Source of Referral or Client Type a list of available codes will appear in an Options pop up window S f Referral ii in L Click the down arrow to display the drop down list of available codes Physician Social Services Hospital A
82. month 86 DOWNLOADING e SDRT REPORTS APPENDIX G DOWNLOADING e SDRT REPORTS Once your files have been uploaded and processed the Cumulative Reports and the Total Services Reports will become available online through the HCC Application within two or three working days These reports are available in the following formats monthly and annually Tip Once your monthly spreadsheets have been processed reports will be available to you by the same means that you used to send your data in i e HCC Application e mail Canada Post To download the Cumulative Reports or Total Services Reports for your community 1 Log on to the HCC Application access passwords will be provided by regional technical staff see Appendix J Contact Information for their coordinates 2 On the top menu bar choose Reports 3 On the Reports menu at the left of the screen click on Home and Community Care Reports click on Service Delivery Reports The Service Delivery Reports screen is displayed Client Search Reports Administration Frangais Log Out E Indicates Mandatory Please enter the search criteria then click the Get the List of Reports button to display the list of reports Report Type Community Service Community Year Period Language Getthe List of Reports Clear sen __Getihe ListofReports Clear 4 Select Community from the Report Type drop down list and then select the Service C
83. n Tip You can see what the worksheet will look like before you print by clicking on the Preview button in the Microsoft Windows Print window Ed Microsoft Excel HCC_SDRT_community_Month_Y ear xls E pie Ent View Insert Format Tools Data Window Help Acrobat ATO ees File Print or Printer icon Note This tool does not have a built in report feature therefore you cannot print a report After the data is uploaded it will be processed electronically by the HCC application after which reports will be made available for download via the HCC Application To print data in Excel 2007 1 Select the entire area of the page that you wish to print 2 Click on Page Layout then click on Print Area using the drop down menu then choose Set Print Area Note The print area will not need to be changed each time that particular page is printed but it will need to be set for each worksheet It will also remain in effect when the document is saved with a new name for instance when one month is saved as the following month and the new information is added It will need to be adjusted however if more information is entered that exceeds the previously set area 46 CODE LISTS AND DEFINITIONS APPENDIX C CLIENT INFORMATION WORKSHEET ADMISSION READMISSION The Admission Readmission column column D of the Client Information worksheet displays the following code choices ia C Services Continued Used for e New admissi
84. ntial patient information whereas the Total Services Reports TSRs do not CRs are available only to the authorized individuals that have upload capability 31 e SDRT User Guide Update April 2014 pe The regional and national Total Services Reports TSRs do not contain confidential data Community Cumulative Report CR Monthly The monthly format is the same as before Available to authorized individuals that DO have upload capability One line per admission cycle admission to discharge Nursing Services and Case Management Services are broken out hence the length of the report will vary according to the quantity of these services provided Community Cumulative Report CR Annual The annual format is now available Available to authorized individuals that DO have upload capability One line per client The length of the report varies according to the number of clients reported on Approximately 20 clients per page Provides the sum of hours and the number of home visits Community Total Services Report TSR The monthly and annual reports are available Available to authorized individuals that DO have upload capability Computations in the monthly report have been improved Approximately 11 pages for all report types monthly annual Tribal Council Health Authority Total Services Report TSR e This is a report available in monthly and annual report formats
85. o track this information lf your community wishes to track specific items please contact your Regional Home and Community Care Office refer to Appendix Education Training Contact Information to explore possibilities of assigning a code to these items This completes the review of the e SDRT Excel Spreadsheet Tip Remember to save your spreadsheet each time you enter data After inputting and saving your data for the month you will be ready to upload this information to the HCC application Note The HCC application will upload files created with MS Excel 97 98 2000 2002 2003 and 2007 and 2010 Communities should not use Excel 95 as it does not support the functions required to display messages and lists of codes Users should contact their Regional Help Desk refer to Appendix A Education Training Contact Information for an upgrade and then convert the file into one of the above formats Tip If communities use Excel 2007 and 2010 to fill in report files they must save the document as Excel 1997 2003 workbook xIs as xlsx documents will not upload 21 e SDRT User Guide Update April 2014 HCC Application UPLOADING THE e SDRT SPREADSHEET AND DOWNLOADING COMMUNITY REPORTS For new users you will need to complete the Protecting Personal Information online training before getting access to the HCC application used to upload and download data You will need a 20 digit authorization number to register and com
86. ommunity the Year the Period and the Language 5 Click the Get the List of Reports button The List of Reports panel appears at the bottom of the screen displaying the appropriate Total Services and Cumulative Reports for the selected fiscal year 87 DOWNLOADING e SDRT REPORTS APPENDIX G Note The reports that are available for download appear as a hyperlink If a report is not listed this means that it has not yet been generated If you are unable to view or download reports for your community you may not have the appropriate security permissions and should contact your regional help desk This is a fictional example using fictional data User Name User ean Logged on since 1 7 FEB 2005 15 49 EST Region List of Reports Ontario Report Type Community Service Community Wahgoshig Year 2004 Period Monthly Language English Cumulative Reports Total Services Reports 01 Apr 2004 30 Apr 2004 01 Apr 2004 30 Apr 2004 01 May 2004 31 May 2004 01 May 2004 31 May 2004 01Jun 2004 30Jun 2004 01Jun 2004 30Jun 2004 01 Jul 2004 31Jul 2004 01 Jul 2004 31Jul 2004 01 Aug 2004 31 Aug 2004 01 Aug 2004 31 Aug 2004 01Sep 2004 30Sep 2004 01Sep 2004 30Sep 2004 01 Oct 2004 310ct 2004 01Oct 2004 310ct 2004 01Nov 2004 30Nov 2004 01 Nov 2004 30Nov 2004 01Dec 2004 31Dec 2004 01Dec 2004 31Dec 2004 OiJan 2005 31Jan 2005 01Jan 2005 31Jan 2005 01 Feb 2005 28 Feb 2005 01 Feb 2005 28 Feb 2005 01 Mar 2005
87. ons e Client has been discharged from Home Care in the past Client has returned to the Home Care Program within the same reporting month but the Primary Reason for Home Care Services has changed e Client has returned to the Home Care Program with the same Primary Reason for Home Care Services but in a different reporting month Note When a client is admitted to the program choose the best primary reason for admission in the client information tab If the client has more than one primary reason choose the one that would best describe the reason for Home Care services Only enter one client ID number in this tab do not use multiple lines of entry with the same client ID because errors will then occur Once the client has received the initial primary reason for service and those services are no longer required discharge the client from the client information tab and make sure to fill in the discharge date and reason for discharge If the client still requires Home Care services i e they will remain in our program for other needs you will use A to admit them in the client information tab using the same client ID but you will now use a different primary reason for the services they require Meanwhile ensure that the admission date is now the current date of admission Used only for clients returning to the Home Care Program within the same month for the same Primary Reason for Home Care Services When a client is discharged
88. osoft Excel 2002 2000 98 and 97 format can be uploaded Other formats must be converted before submitting the file Session Status Click on the Upload button to start uploading the file into the regional database Please note that it may take up to 10 minutes to upload the file 500 kb file with 28 8 kbps modem 62 UPLOADING THE e SDRT SPREADSHEET APPENDIX D Option 2 If you DO NOT HAVE ACCESS to the Internet Save the e SDRT spreadsheet on a CD or USB memory stick and contact your Regional Home and Community Care Office refer to Appendix Education Training Contact Information 63 TROUBLESHOOTING APPENDIX E TROUBLESHOOTING This appendix describes methods for using the e SDRT spreadsheet in a successful effective manner When well executed these best practice initiatives will help users discover proven tactics that will improve the quality of the e SDRT spreadsheet data These guidelines provide information on how to enter concise data in order to generate accurate reports and prevent uploading delays If you have further questions about using the e SDRT spreadsheet support is available to you regionally Regional help desk contact numbers are provided in Appendix J Contact Information Note Some of the screen capture above is from an earlier version of the e SDRT template and are to be used as reference only CLIENT INFORMATION WORKSHEET Example of validation errors can be inconsistencies b
89. ot high ke to be called cr Cardiovascular Conditions or disorders of the lymphatic and blood vessels cardiac Disease Heart cardiopulmonary and hypertensive diseases Circulator pe anor Cerebrovascular conditions or disorders Vascular system in the Disease and or brain TIAs transient ischemic attacks CVA stroke etc P je Respiratory Conditions or disorders of the respiratory tract nose sinus tonsils Condition bronchial tubes lungs pleura etc Includes home care admission for COPD asthma breathing difficulties severe respiratory infections oxygen monitoring etc Genitourinary Conditions or disorders of the urinary genital and reproductive Condition systems bladder prostate menopause breast conditions uterine ovary testes temporary urostomies frequent UTIs intermittent catheterizations pessary care etc Renal Condition Renal conditions or disorders Includes renal dysfunction renal insufficiencies polycystic kidney disease glomerulonephritis etc Gastro intestinal Digestive tract conditions or disorders including difficulty feeding including nutritional disorders conditions or disorders caused by inadequate difficulty feeding nutrient intake mouth esophagus stomach duodenum small nutritional intestine and colon This includes HCC admission for ostomy care disorders nasogastric feeds or PEG feeds GI hernia repair appendectomy etc Musculoskeletal Inflammatory jo
90. ours of Nursing Services X 100 Total Hours of Personal The sum of Hours of Services Provided per service with the Care Total being the sum of all Hours of Services Provided of 92 REPORT LABEL DEFINITIONS APPENDIX H TOTAL SERVICES REPORT Personal Care Total Hours of Personal The Total Hours of Personal Care Hours of Services Provided X Care Percentage 100 The individual percentages per service is the sum of hours for each service Total of Hours of Personal Care 100 Total Hours of The sum of Hours of Services Provided per service with the total Professional Therapies being the sum of all Hours of Services Provided of Professional Therapies Total Hours of Professional Therapies The Total of Hours of Professional Therapies Hours of Service Provided X 100 The individual percentages per service is the sum of hours for each service Total of Hours of Professional Therapies X 100 Total Hours of Case The sum of Hours of Services Provided per service with the total Management Services being the sum of all Hours of Services Provided of Case Management Services Total Hours of Case The Total of Hours of Case Management Hours of Service Management Percentage Provided X 100 The individual percentages per service is the sum of hours for each service Total Hours for Case Management X 100 Total Hours of In Home The sum of Hours of Services Provided per service with the Respite Total being the sum of all
91. ow s Inserer rang e s Year Month yyyy mm 2012 12 English Francais Sort Trier Delete Row s Supprimer rang e s Help Aide Version x0 5 0 Client Information Admission Discharge Referral Primary ri ven Admission Reasonfor ReferralDate Admission Date Discharge Date Source of Reason for Client Identifier yyyy or Re Client Type Hd Readmission HomeCare yyyymm dd yyyy mm dd yyyy mm dd Referral Discharge yyyyimen ad Services A m ea a eee 110 1953 10 21 2012 12 11 G C 79 TROUBLESHOOTING APPENDIX E 9 Valid Age Data Entry Problem Best Practices Fields Birth Date Primary Reason for Home Care The age of the client must be Services appropriate to the Primary Reason for Home Care Services code The selected Primary Reason for Home Care selected Services for a client is not possible given the client s age birth date entered Note Frail Elderly must be at least 55 years old or older Example The birth date for the client indicates that The client is a baby but the Primary Reason for Home Care services code entered is K Frail Elderly Client Example Client Age with Inappropriate Reason for Home Care Services This screen is only an example Ottawa Danie J Insert Row s Inserer rang e s 201212 M2 ges aria Delete Rows Supprimer rang e s Help Aide Lent intormatior 111 2012 09 25 M K 2012 12 01 2012 12 01 10
92. pef Health Sant Your health and Votre sant et votre Canada Canada safety our priority s curit notre priorit First Nations and Inuit Home and Community Care Program e SDRT User Guide e SDRT User Guide Update April 2014 wo I III e SDRT User Guide Update April 2014 TABLE OF CONTENTS About the e SDRT User Guide 1 1 INTRODUCTION 2 Overview 2 Systems Requirements 4 o Hardware Requirements 4 o Software Requirements 4 o eSDRT Spreadsheet 4 o eSDRT HCC Data Collection Requirements 4 eSDRT HCC Data Collection Requirements 4 2 GETTING STARTED 6 Retrieving Opening and Saving the eSDRT Spreadsheet 6 Enabling Macros 6 Recommended File Naming Convention 7 Data Back up 8 3 e SDRT SPREADSHEET 9 Using the e SDR Spreadsheet 10 Function Buttons 12 Navigation 13 Data Entry 14 Frequency of Data Capture 14 Mandatory Fields 14 Worksheets 15 o Basic Information 15 o Community or Tribal Council Name 15 o Staff Name 16 o Year Month 16 4 CLIENT INFORMATION WORKSHEET 17 Client Information Section 17 o Client Identifier 17 o Birth Date 18 o Gender 18 o Admission Readmission 18 o Primary Reason for Home Care Services 19 Admission Discharge Section 19 o Referral Date 20 o Admission Date 20 o Discharge Date 20 Referral Section 20 o Source of Referral 21 o Client Type 21 Reason for Discharge Section 21 e SDRT User Guide Update April 2014 pe 5 HOME
93. plete the training Your Regional Help Desk should assist you in this matter refer to Appendix A Education Training Contact Information Once you have completed this training a user account ID and password will be sent to you via email by your regional e Health system administrator Once you receive this information you will be ready to upload your e SDRT spreadsheet and download your community reports Uploading monthly e SDRT files and downloading community reports are done using the HCC application You can access the HCC application at http www fnihis org hcc eng html Tip Add the internet address above to your list of Favorites for ease of upload and download Saving and Uploading the e SDRT Spreadsheet to the HCC Application Once you have entered all your data for the month and saved your spreadsheet see Recommended File Naming Convention you are ready to upload or transmit this information to the HCC program office You have two 2 options depending on whether or not you have access to the HCC Application OPTION 1 STEPS TO UPLOAD YOUR SAVED MONTHLY SPREADSHEET TO THE HCC APPLICATION In order to transfer this information to the HCC program office you must have access to the internet and you must have been authorized by Regional Help Desk and Regional Home and Community Care Office to upload your data Access passwords will be provided by regional Help Desk see Appendix A Education Training Cont
94. r rang e s Help Aide Version x0 5 0 Client Information Admission Discharge Referral Birth Date bad Client Identifier mor Gender Admission Reason for Referral Date Admission Date Discharge Date Source of Client Tyoe Reason for NYY Readmission HomeCare yyyy mmidd yyyy mm dd yyyy mmidd Referral yP Discharge Ne Services A S eee 1925 03 27 F KO 2012 12 10 a A A 6 Readmission Code Validation Field Admission Readmission The client can only be entered as a readmission if the client was discharged and A user mistakenly specifies a then readmitted in the same reporting month readmission code with a different Primary with the same Primary Reason for Home Care Reason for Home Care Services Services as on the date of discharge Otherwise you must code the client as a new admission Note Ifthe client is readmitted with the same Primary Reason for Home Care Services in a consecutive reporting month this is also considered a new admission 77 TROUBLESHOOTING APPENDIX E Example Readmission Code with a Different Primary Reason This screen is only an example yout Formulas Data Review View OVMO Label oe Oo nn A RL an LE Fm l E E aut gt Ap arial l10 LA A ot iy S A se 4 rut ri z u Y nt i A tonal wt s gt lt Insert Delete Format rt Find amp esar t e Albany Albert Bell 2005
95. ral Client Type 20 e SDRT User Guide Update April 2014 Source of Referral Column 1 Click the Help Aide button to display the list of available choices Select the code that best describes the person or organization that referred the client to the HCC program e g Client Family Member Neighbor etc Source of Referral Client Type Column J Click the Help Aide button to display the list of available choices Select the code that best describes the type of condition that justifies this client s inclusion in the Home Care program e g Acute End of Life Rehabilitation etc If the Client Type changes you have to discharge the client and A Admit with the new Client Type code The date of Admission will be the date following the Discharge Date See Section on Admission Readmission Client Type Note If Client s Primary Reason for Home Care Services changes then this will be also be considered an Admission not a Readmission Reason for Discharge Column S Reason for Click the Help Aide button to display the list of available choices Select the Discharge code that best describes why the client was discharged Note If a client is active in the HCC case load but doesn t receive services in a month the client should remain in the client information sheet no entries will be necessary in the Home Care Services sheet for that client that month lf a Reason for Discharge is entered the Disc
96. rged in the ending month of the reporting period Therefore the Services Continued number represents the active continuing number of clients entering the next reporting period Important note It is important to upload your spreadsheets every month If data is missing at the end of a reporting period this will have an effect on the reports As an example if you do not upload data at the end of a quarter June Sept Dec March the Services Continued count will be set to 0 going into the next quarter even if you have uploaded data for the first two months of the quarter This applies to annual Total Services Report Primary Reason for Home The count of clients classified by gender gender age and a total Care count per Primary Reason for Home Care ee Client Type The count of clients classified by gender gender age and a total count per client type Client Type counts every instance of a client type code This value may be higher than the total number of clients if a client has more than one Client Type Important Note Gaps in the data will result in inaccurate reports If this field is left blank from one reporting period to the next the system will interpret this as two distinct Client Types rather than only one Client Type that has been continuous This applies to the annual Total Services Report Meal Service hrs Other Assisted Living Services hrs Client Identifier Assumed unique within a community that is onl
97. sheet_version_3x1 Ex ans Worksheet Name Name Insert oes inserer rang e s SS Sort Trier _ Help Aide S Function Buttons Information a ES NE es Information Er Admission Discharge yo ketera o E i Referral Date Dis ischarge Dae Source of P on fort Worksheet yyyyimmidd tyvyvyyvirmmidd Referral Discharge Sections ee ne ee e ne RE RE Re ee eee Rows 1 8 22 Cells E25 H28 vr Note The screen capture above is from an earlier version of the e SDRT template and is to be used as reference only 10 e SDRT User Guide Update April 2014 o III Client Information Worksheet KIH I i7 e SDRT_spreadsheet_version_5x0 xls Compatibility Mode Microsoft Excel oP X Home Insert Page Layout Formulas Data Review View Add Ins Acrobat vQ o Px Place your community name here Insert Row s Inserer rang e s 2013 09 Sort Trier Delete Row s Supprimer rang e s Help Aide A DRE ae ee ae ee a a ee ay ae ee ee ee ee ee D 3110000002 1948 08 15 F C E 3 2012 08 05 2012 08 06 C ETEO B9040 V CIBNE 2217 Home Care Services Worksheet x la Mr Mls e SDRT_spreadsheet_version_5x0 xls Compatibility Mode Microsoft Excel og 3 File Home Insert Page Layout Formulas Data Review View Add Ins Acrobat vQ o PX C D K L M a Insert Row s Inserer rang e s _ Delete Row
98. significant psychological Disorders distress that can be resolved when appropriate assistance is delivered in a timely manner Includes schizophrenia paranoias neuroses depression etc Developmental Developmental delays with or without significant behaviours e g delays with or Autism FAS Down s Syndrome without significant behaviours Acquired Brain Injury J Addictions or it may be sustained insidiously from prolonged alcohol or U as alcohol medications tobacco illicit or prescription drugs etc for clients going through cancer treatment e g radiation skin care or K Frail Elderly Conditions or disorders due to advancing age which exacerbate the physiological aging process and cause dependency Age 55 and over Includes admission for high risk e g high risk for falls high N 7 Conditions or disorders caused by loss of hearing partial complete Lack of Diagnosis Under investigation tests ordered conditions Not Yet Diagnosed Information ABI Any type of brain damage that occurs after birth ABI may be sustained by trauma infection disease lack of oxygen and stroke substance abuse tumours or degenerative neurological diseases Conditions or disorders caused by dependency on substances such HCC admissions for care related to addictions or treatments Cancer Conditions or disorders due to a malignant tumour HCC admissions monitoring neupogen injections psycho social care CVC care de acce
99. ssing continuous chemo infusions etc risk for harm high risk for choking etc Severe Blindness Conditions or disorders caused by loss of vision partial complete Communicable Conditions or disorders due to a communicable foreign agent Disease bacteria virus fungus parasite HIV AIDS Conditions or disorders caused by HIV positive status or AIDS pathology Other DO NOT USE THIS CODE 49 lt m IN CODE LISTS AND DEFINITIONS APPENDIX C CLIENT INFORMATION WORKSHEET SOURCE OF REFERRAL The Source of Referral column Column D of the Client Information worksheet displays the following code choices Code Source Definition _ _ gt Z o O S O a ann nee Se Neighbour etc DEN PES A request for services from a worker in a social agency either within the community or from outside the community So al momies ti hospital LE A request for services from an association for the handicapped the Handicapped GG E F Auto Insure A request for services from an auto insurer Authorit the RHA CT edge rene Crisis Centre Worker ohysician Centre centre a psychiatric rehabilitation centre or an alcohol drug abuse rehabilitation centre Workers A request for service from a workers compensation board Compensation Board M Other Health Care Other health care providers not found in this list Providers K Rehabilitation A request for service received from a physical rehabilitation L 50 C
100. ssociations For the Handicapped Auto Insurer Regional Health authovritiy Mental Health Crisis Centre Private Practice Worker Click the down arrow to display the drop down list of available codes then scroll down to the code of your choice and select the appropriate code using the left mouse button or the lt Enter gt key The corresponding letter will appear in the cell Tip You can also type the letter directly in the cell if you know the correct code Note If macros are not enabled and letters are typed in in lower case upload validation error messages will occur When the Options window is open you may click the Help icon to view the explanatory Help message about the options available NAVIGATION Once the spreadsheet is open you can use your keyboard arrow keys to move from cell to cell in the worksheet or use your mouse to click in the cell where you wish to enter information Navigation keys are e Arrow keys on your keyboard lt t that move your cursor in the direction they 13 e SDRT User Guide Update April 2014 pe indicate i e up arrow for up one cell down arrow for down one cell etc The Home key always brings you back to the first cell in the row Ctrl Home brings you back to the first cell in the worksheet Tip In Excel you can use the Tab key to move from one cell to the next cell and from the end of one row to the beginning of the next row To learn more about shortcuts
101. t is admitted on Monday and discharged on Friday this is a count of 5 days Discharge counts the distinct clients that is if a client identifier appears twice as a discharge it is only counted as one distinct client For example if the spreadsheet shows that there have been 6 discharges in the period but one client identifier appears twice one client has been discharged twice in the same month this is counted as 5 client discharges Number of Home Visits The sum of home visits Percentage Home Visits Home Visits Percentage 100 Home Visits Provided Provided Total Hours of Assisted The sum of Hours of Services Provided per service with the Living Total being the sum of all Hours of Services Provided for Assisted Living Total of Hours of Assisted The Total Hours of Assisted Living Hours of Services Provided Living Percentage X 100 Home Making Home The sum of Home Making Home Management Hours Total Management Percentage Hours of Assisted Living X 100 Meal Services Percentage The sum of Meal Services Hours Total Hours of Assisted Living X 100 Total Hours of Nursing The sum of Hours of Services Provided per service with the Services Total being the sum of all Hours of Services Provided of Nursing Services Total Hours of Nursing The Total Hours of Nursing Services Hours of Services services Percentage Provided X 100 The individual percentages per service is the sum of hours for each service Total H
102. t it may take up to 10 minutes to upload the file 500 kb file with 28 8 kbps modem J Click the Upload button The system will transfer your file to the database and display the following message if the transfer is successful All data has been successfully uploaded of rows processed in Client Sheet of rows processed in Service Sheet 6 lf your community has more than one file repeat the process as many times as necessary to transfer all your files Note The HCC application will upload files created with MS Excel 97 98 2000 2002 2003 and 2007 Communities should not use Excel 95 as it does not support the functions required to display messages and lists of codes Users should contact their regional help desk for an upgrade and then convert the file into one of the above formats Tip If communities use Excel 2007 and 2010 to fill in report files they must save the document as Excel 1997 2003 workbook xis as xisx documents will not upload 60 UPLOADING THE e SDRT SPREADSHEET APPENDIX D Note When several spreadsheets are submitted by the same community for the same month the HCC Upload program checks three fields Community or Tribal Council Name Staff Name Year Month to determine if the contents must be added to the existing data or replace it If all three fields in both files are identical then the information in the second and subsequent files overwrites the contents of the first If the second file has
103. ted Home Visits Reason and Hours should be completed only when applicable 14 e SDRT User Guide Update April 2014 Se ee ee nee Tip If you have entered data incorrectly in the columns with red headings you will receive validation errors during upload Print the validation error messages you receive as they provide the location where the information must be corrected on your worksheets It will be easier for you to work from a paper copy to your worksheets on screen to locate and identify the errors WORKSHEETS Worksheets allow you to report the basic client and home care service delivery information The worksheet label tabs are located at the bottom left of the e SDRT template 4 42 PL Lhent information Fona Careseraces Basic Information Enter the basic information in the upper right side of the worksheet which identifies the community name the staff member who is completing the worksheet and the year and month to which the data relates Tip Before adding this information ensure that the macros have been enabled so that what is entered on the Client Information Worksheet will show up on the Home Care Services Worksheet Community or Tribal Council Name Staff Name Year Month yyyy mm Note When several spreadsheets are uploaded by the same community for the same month the HCC Application uses these three 3 mandatory informatics fields Community or Tribal Council Name Staff Name and Year Month
104. this Category of Service Nursing Services is selected the Service column Column M displays the following code choices Health Teaching Teaching clients informal and formal caregivers to meet care of Clients and or needs by enhancing their knowledge skills and confidence Informal Caregivers Monitoring for The clients state of health is assessed and observed regularly Therapeutic The findings are reported to the health care professional to guide Intervention treatment or therapy For example may include blood pressure monitoring vital signs neurological weight blood glucose etc Medication Medications are prepared and administered through various Administration routes by the Home Care nurse with orders from the physician and The HC nurse observes the medication effects educates the client Management and reports any adverse signs and symptoms to the physician or attending health practitioner monitors prescriptions medication reconciliations etc Therapeutic The spiritual and emotional care necessary for healing and Care rehabilitation Wound Wound assessment and monitoring For example may include Management simple and complex dressings and monitoring negative pressure wound therapy when client discharged with this requirement and equipment and dressing changes F Nursing Treatment and or procedure ordered by a physician or nurse RE ae Treatments and blood work Cee yao a diabetes performed by nurses certifi
105. to complete these sections fully and in the correct format will result in the system application generating a validation error Data entered in the columns with black headings are required for overall comprehensive data quality that provides the most accurate picture of your Home Care Program According to the update of the Performance Measurement on Grants and Contributions May 2013 all fields are subject to program monitoring and random data quality audits by regional and national offices The standardized data input and monthly upload enables communities to review reports generated ensure accuracy of data quality and allow communities Tribal Councils to carry out utilization trending analysis and forecasting It also responds to the recommendation set out in the 2008 2012 FNIHCC Evaluation Report for data collection and quality improvements and responds to the data collection requirements set out in Contribution Agreements and Home and Community Care Program Plans Important Note The e SDRT system was designed for monthly uploads to promote a sustainable system capacity and avoid system overload and failure Monthly uploads are subject to monitoring and random IT quality audits Uploading several months at once can cause system failure e SDRT User Guide Update April 2014 Getting Started RETRIEVING OPENING AND SAVING THE e SDRT SPREADSHEET REMINDER use the spreadsheet containing the e SDRT template only 2 TABS To open the spr
106. tronic Service Delivery Reporting Template The e SDRT application was developed on Excel a spreadsheet software application that the majority of communities have access to and that could be supported by the multitude of computer environments in operation today It is supported by the HCC application which was developed to accept monthly uploads These applications form the e SDRT system They were developed to assist communities in collecting and providing all their essential and supportive services Home and Community Care Program data to Health Canada s First Nations Health Branch Regional Offices in accordance with Program and Contribution Agreement requirements The First Nations and Inuit Home and Community Care Program provides basic Home and Community Care services that are comprehensive culturally sensitive accessible effective These services are equitable to those available to other Canadians and respond to the unique health and social needs of First Nations and Inuit It is intended to be a coordinated system of home and community based health related services which enable people of any age with disabilities chronic or acute illnesses and the elderly to receive the care based on assessed need in their home communities Each Home and Community Care Program is unique and based on the needs and e SDRT User Guide Update April 2014 Sn ee EE a characteristics of the community it serves It
107. ttempted home visits Hours Column R Enter the number of hours of service that were not provided to the client but should have been provided according to the client s care plan For example if a client is scheduled to receive 45 minutes of personal hygiene services but these services were not delivered 0 75 should be Rk entered in the Hours column Note When recording time use decimals to indicate partial hours 15 minutes 0 25 30 minutes 0 50 45 minutes 0 75 1 hour 1 00 For example 3 hours and 45 minutes 3 75 Decimal numbers can be separated with periods or commas or O K os m N 2013 09 05 A eee Aeee eee n 2013 09 05 Community Space Column T This is the only field that is not mandatory The Community Space column allows you to track information specific to your community using one of 26 optional alphabetic codes for example to track the number of Assisted Living hours that were funded by AANDC 26 e SDRT User Guide Update April 2014 pe The specific information to be tracked is identified by the community and regionally defined however a master list of codes must be maintained by the regional office to ensure codes have the same value throughout the region For example if code Y is used to identify the number of Assisted Living hours that were funded by AANDC Y must be used by all the communities in the region that wish t
108. ual report formats e Data is amalgamated from all communities Tribal Councils and health authorities in the region e Approximately 11 pages long e Includes an appendix may be a few pages listing all communities Tribal Councils and health authorities with upload capability in the region that did not report e The appendix for the monthly report lists the communities that did not report in that month e The appendix for the annual report lists the communities that did not report each month of the reporting period The report shows the months included in the report and has an X to indicate that the community did not report in a particular month 85 e SDRT REPORT TYPES APPENDIX F National Total Services Report TSR e This is a report available in monthly and annual report formats e National DOES NOT have upload capability e All diabetes data is collapsed into a single line item under Primary Reason for Services Provided e Approximately 11 pages of data plus the appendix e Includes an appendix may be several pages will vary in length listing all communities nationally that did not report e The appendix for the monthly report lists the communities that did not report in that month e The appendix for the annual report lists the communities that did not report each month of the reporting period The report shows the months included in the report and has an X to indicate that the community did not report in a particular
109. vice The sum of hours is in the adjoining Case Management column Professional Therapies The sum of hours of Professional Therapies hrs In Home Respite hrs The sum of hours of In Home Respite Total Client hrs The sum of Nursing Services and Case Management Grand Total hrs The sum of Total Client and Total and Professional Therapies and In Home Respite Services Not Provided The sum of all hours for Services Not Provided while Reason for hrs services Not Provided is the most common reason the code appears the greatest number of times In the case of two reasons occurring an equal number of times then the application defers to code value Other Reason Important note If you see a code of Other Reason on the report this may indicate that there are two or more reasons that have appeared an equal number of times In the case of a tie the system defaults to code You should review the data to determine which reasons occur most frequently Reason The code value that is numerically the most common reason 97 IMPORTING YOUR REPORTS INTO EXCEL FOR USER CUSTOMIZING APPENDIX Importing your Reports into Excel for user customizing Saving a Report as a Txt File 1 From the Reports page select the report you want to customize by clicking on the corresponding text as shown below using your right mouse button Total Services Reports Reporting Period Format Last Updated 01 Apr 2005 30 S
110. y one client within a community should ever have that client identifier Important Note The client identifier is case sensitive For example ZA004 is counted as one client and za004 is counted as a second client 96 REPORT LABEL DEFINITIONS APPENDIX H CUMULATIVE REPORT MONTHLY Length of Stay days The difference in days between the admission and discharge dates per client for discharged clients This is a count of days from admission to discharge inclusive For example if a client is admitted on Monday and discharged on Friday this is a count of 5 days Home Visits The sum of the Number of Home Visits Attempted Home Visits The sum of the Number of Attempted Home Visits Total Home Visits The sum of Number of Home Visits Number of Attempted Home Visits Home Management hrs The sum of hours of Home Management Personal Care Services The sum of hours of Personal Care hrs The sum of hours of Nursing Services per service Nursing Service Codes The alphabetic code assigned for specific nursing activities These codes are listed if a client received a nursing service and the associated hours for that service are in the adjoining column Case Management hrs The sum of hours of Case Management per service Linked to Case Management Codes in that the value in Case Management corresponds to the adjoining value in Case Management Codes Case Management Codes The code value for a specific ser

Download Pdf Manuals

Related Search

Related Contents

Type FKRS-EU  取扱説明書に関するお詫びと追加 ・ 訂正  SBE 9plus Manual  PTP 600 Series Deployment Guide  - Murdoch Research Repository  

Copyright © All rights reserved. Failed to retrieve file