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HPECD Database User Manual - Winnipeg Regional Health Authority

1. Note The visit summary should not be placed in or replace documentation in the paper health record
2. e Referral Summary e Add New Referral Add New Referral All referrals are added to the Parent 1 record unless and in the extremely rare situation where there is no parent 1 i e infant cared for in a hotel or shelter Admin are the main users of this page although others may also use it Any new referral is added using this page With the exception of duplicate referrals sent in error all referrals received are entered This is the last page where Central Intake staff should enter data as the Date and Time Referred to the Community Area section is automatically date and time stamped Remember that adding a referral does not automatically open a client Opening a client is a separate function completed within the Case Activity section HPECD DATABASE USER MANUAL 21 Referral Status If this client was open for service before this referral note it as a Current Episode If the client is not open then note it as a New Episode Date and Time of Discharge Is the date and time of discharge noted in the hospital or Birth Centre referral Date and time only applies when there has been a postpartum referral Date of discharge applies to Infant referrals there is not time of discharge for Infant referrals Date and Time Referral Received at Central Intake Most but not all referrals are routed through Central Intake Entering the time and date the data was faxed or mail was received at Cen
3. Service Providers are staff assigned responsibility for managing the service to a client In community areas service providers of clients will typically be a PHN and may also include a Home Visitor or Outreach Worker Primary Providers Primary providers are those who are the main point of contact or main service provider for a client Primary providers will be marked historical at the time of client close out To determine who the primary service provider was users will need to consult the paper chart Typically only one PHN and sometimes a Home Visitor or an Outreach Worker should be visible on the overview tab at a time There may be exceptions to this rule such as when a PHN temporarily takes over the caseload of another nurse on vacation In this situation two PHNs will show as providing service the primary nurse and the temporary nurse It will be difficult to distinguish between the two without looking at the paper health record Temporary Providers Temporary providers are those who are not the primary providers and who have limited contact with a client Temporary providers may include weekend service nurses or a nurse covering a desk or assignment temporarily The status of temporary providers no longer providing service should be updated to Historical and they should not be visible on the client overview tab Temporary providers may change their status to historical once their interaction with a client is complete Every person
4. Families First Screening form will be generated for the same infant In this situation add a new FFS identifier to the infant record The FF Screening information is added to the Screening Form in the Parent 1 record by the assigned PHN If there was no screen the reason for this is noted by the PHN Before pressing Save and Mark Complete the information must be confirmed by the PHN HPECD DATABASE USER MANUAL AO What should be done in the event that a screening form needs to be revised with updated information If the form has been Saved and Marked Complete it will need to be re opened and the appropriate changes should be made Include these changes in the Parent Survey and Summary If the family is now eligible for a Parent Survey a new Parent Survey and Summary Worksheet will need to be initiated in the Parent 1 record Parent Survey and Summary Worksheet The Parent Survey Summary Worksheet in the HPECD Database is completed by the assigned PHN The Parent Survey documentation is retained in the Parent 1 record One Parent Survey and Summary Worksheet is associated with each child where its parents are eligible for the Parent Survey e g for twins or triplets each would have a Parent Survey and Summary Worksheet When a family is discharged from the FF program and then is re enrolled for the same target child If the Parent Survey and Summary Worksheet has been saved and marked complete beca
5. 1 of the relationship and error out the relationship Adjust the name of Client 1 if this was required Access Client 2 of the relationship and error out the relationship item Adjust the name of Client 2 if this was required Within Client 2 record manually recreate the correct relationship paying close attention to the format relationships must be manually created even if the original was created via the Birth Episode 6 Save this relationship to Client 2 record 7 Search and load Client 1 and verify that the inverse relationship was populated OP Oo D Note There is no need to update the Birth episode if the infant child record is updated Both the old name and new name will be searchable within the database Adoption Fostering amp Apprehension Relinquishing The easiest way to address situations of apprehension relinquishment and fostering adoption is to break them into discrete tasks registration case activity birth episode relationships referral and forms There are a variety of issues that may affect these situations Adoptions or foster situations can be voluntary or involuntary open or closed Foster placements may vary in length 1 Registration We assume that any referral we receive was sent with consent We will register every person to whom we provide a service and those whom we have made a reasonable effort to contact with or without success 2 Case Activity Open case activity on any person to whom we are
6. Visit Tracking assess o 37 FAMOSA A ae en AAA lee AA AAA A entame 39 Breastfeeding Clinics ta 41 A A ne cr ae 42 Entering a PHIN on a Closed Record titine 43 TAS TADO DIS sens ee ns de ln A araa aaiae into tent 44 Transferring clients to another office within the WRHA eee eee 44 Transferring client to other RHAS seene di its ARA 44 Transferring clients to other Provinces Territories Countries sese eee eee ee eee 44 Receiving transferred clients from outside of the WRHA 45 Add a New Staff Person or Change Information about a Staff Person 45 Change Password ss Miss A A tee dc to oa 45 Weekend Services Process hentai nets 45 HSHR 4 Prenatal Connections Processes sees eee eee 46 Infant Feeding Class Letters asic ice ai 46 RI eis OF WV lt T oe dee ne A it ie 47 Training NEWEST RS ES An nn a ess 47 Plan In the Event of an HPECD Database Outage Business Continuity Plan 48 Scheduled Outages net inner bs 48 File System and Data Disaster Recovery ss 48 Overview Of System Designs nn nn een 48 Routine S senle it Ai nue 49 NOLITIGATIQN aici a ae O ee eh Ale Sea ees 49 ACUSA AAA ie ahi sch eet coe 49 Standard Procedures in the Event of a Disruption of Service 49 Data Re A em ann et an tn En a E a aa 50 Wrap Upc ee ee ee ee st tue 50 Appendix A Breastfeeding Clinic Visit Summary 1 HPECD DATABASE USER MANUAL 3 Introduction to the User Manual The manual is divided in
7. cannot be edited once the entry is saved e Declined Service means that the client refused to participate in any intervention e Withdrew means the client declined any service after some had already been provided Recommended Workflow Process for Closing Case Activity There should be various ways to close case activity This does not work consistently in the current environment However all cases should be able to be closed if you use the steps noted below Please try these steps with current Active Cases that need to be closed Load the Patient to be closed Click on the Case Activity Tab Select the Close Case from the left side panel Update the Close Reason and the Record Status as required Select Save and Return The case should be closed and client marked as Inactive PESA hs Record Status is limited to preliminary active and inactive In some cases this information is noted in the client label under the name e Preliminary means that the client was registered but there was no case activity e Active means open e Inactive means closed e Inactive deceased means the case is closed because the person is dead Comments are generally not used Skinne Nilma Skinner Wilma Skinner Wilma Skinner Wilma t Referrals Section Referral Summary All users may also use this overview of all referrals associated with this client New referrals are added using this page gt Referrals
8. from time to time with other HPECD families Any pregnant woman and her family members who are being served and who are receiving pregnancy support by our staff will be registered in the database The case activity of family members who are served will be open and family relationships will established Visits will be tracked Where relevant services will be transferred to community area Public Health or services will be closed upon completion of service The referral summary can be sorted by referral type to help identify your clients and your referrals Infant Feeding Class Letters CAs may be able to identify which clients should be sent an infant feeding class invitation using the following process 1 Run a referral summary report selecting the PHN CA and the appropriate time interval 2 As not all postpartum referrals result in live births and some infants are apprehended after birth ask the PHN to identify which individuals should be sent an invitation 3 Admin can generate the invitations to the identified individuals HPECD DATABASE USER MANUAL AG Distribution of Work Please consider these suggestions for how to use the database for distribution The following are tools potentially available for use in distributing referrals e A client search can identify historical providers for that client e The Referral Summary Report can be used to identify which providers were assigned recent referrals within a defined re
9. will be overwritten when making changes on this page Likes to be called refers to any colloquial name or informal name nickname that the client likes to addressed by and is optional Date of Birth Will be extracted from Client Registration If a date is not entered then the Unknown checkbox should be selected To update a client s birth date remove the Unknown flag prior to selecting the calendar icon To update a client s estimated birthdate remove the Estimated flag and set the birth date Birth time is only collected for newborns and is normally populated through entry in the Perinatal Episodes page Gender is based on the Manitoba standard selections Male Female Undifferentiated and Unknown Self identified Gender is optional and allows the following selections Male Female Intersex Gender Variant Transgender Transsexual Two Spirit Other Free text is not permitted Marital Status is optional and includes Divorced Common law Married Separated Single Never married Widowed and Unknown Preferred Language includes the following selections English French and Other If other specify is based on the WRHA Language List Up to three selections are available Interpreter Required is a required field if the Preferred Language is French or Other Preferred Official Language refers to the language the client prefers if they are limited to
10. Canada building on Portage Ave Winnipeg with a backup system on a second power grid at St Boniface Hospital Winnipeg The system is designed to create redundancy by deploying both a production and staging environment that mirrors production In the event of a prolonged Production outage the current production data would be copied to the Staging environment and the business redirected to Staging This could take 30 minutes If the problem can be fixed in an hour then the outage could take an hour Within each environment additional redundancy is provided with multiple web app servers Primary Data Center Secondary Data Center Air Canada Winnipeg St Boniface Hospital PRODUCTION UAT User STAGING Acceptance Training Back up of all data is handled by eHealth There is a full back up of the production environment database every 24 hours Production Transaction logs are backed up every 2 hours HPECD DATABASE USER MANUAL A8 Routine Preparation In the event of a disruption of the systems either for planned upgrades or due to an unforeseen disaster staff may be unable to view the latest stored version of the CHR The following procedure is routinely carried out to prepare for the event where the CHR is not available e For Cl including Weekend Services o Inthe late afternoon of the first Thursday of every week a complete Referral Summary Report to the beginning of the entries in the database to date is run for all RHAs and anot
11. Last Name only As well always check the Include Client Relationships button in your search This will display all linked clients rst Name __ Record Status Provider an Milan a lentifier Name Identifier Value Gender ile Number v All v ddress Phone My Recent Clients The My Recent Clients page displays the 20 most recent client records that you have accessed The client s last name first name gender date of birth record status address and the organization in which they are members are displayed HPECD DATABASE USER MANUAL 11 gt Common Tasks e Register a New Client e Search for a Client Demographics and History Section Names This page applies to everyone Most frequently Admin will enter most of this information on opening a case but PHNs Outreach Workers and Home Visitors may enter this information or additional information as it becomes known to them All clients must have at least one name entry Where a client only has a single name Manitoba Provincial Client Registry Registration Best Practice guidelines version 4 4 advises users to enter the name as both the First Name and the Last Name Where all or part of client name is not known the guideline advises users to enter Unknown for either the First or Last name fields Where an infant has not been named use the word Infant for the first name As per Manitoba Health and CIHI Data Standards the Given Birth Name of b
12. NAS a LT A nn nee ten A 27 What the Database Replaces and Doesn t cnn nn narco 27 Who the Database Includes ss nina sde A A Rae 27 Client e lt 28 Referral Summat Ysa sco A A OS 28 Special Situation Simina een Naw ncn ea ele oa 29 Serving Individuals or Families in a Group Setting eee ecseeeeeeeeeeeseeeceeeeeseeeseeeetaeeecseeetaeees 29 Single ISSUS EOS 200 Ghose nasties heave aban ne nn anne na te 30 Name Changes Relationship Changes and Relationships sss ee eee 30 Adoption Fostering amp Apprehension Relinquishing sss sss sees eee eee eee eee 30 Changes in Family COMPOSITION at tan noue inde 31 Mother declines service and we receive infant referral later 31 Deleting Duplicate Client sese sese esse A needed een 31 Central Intake Cl Referral Management and Distribution Process 33 FRG SO CR see IA AA Al A 33 Process for Referrals Received at CI sis 33 Community Area CA Referral Management and Distribution Process sss sese eee ee ee 35 Community Area Entering and Confirming Demographics 35 OpeningaWAAA Das dan sn Gece orien ada ee Gaunt TC de 36 Searching and Entering Referral Information sees eee eee eee eee eee eee eee ee eee 36 HPECD DATABASE USER MANUAL 2 Register a New Cliente ssl Mn tant attente de done 37 Creating a Paper Health Record set ns 37 ASSIGNING a Service Provider sun tete me ne id re ui cost hr td tin 37
13. a paper form at the breastfeeding clinics only and provide it to Admin to enter unique client information into the database The visit summary should not be placed in nor does it replace documentation in the client s paper health record If there is no paper health record documenting on a single issue form may be appropriate Keep breastfeeding clinic forms for quality assurance purposes for three months in a secure location Forms can be discarded thereafter It is possible that people from out of region may make use of the Breastfeeding Clinic and that they have not been registered as clients yet They will need to registered and opened to enter their breastfeeding consultation information Remember to close their case activity thereafter Admin enters client specific data on this form after the breastfeeding clinic Data entry of breastfeeding clinic appointments is the responsibility of the community area administrative staff upon receipt of the paper form These visits do not need to be added in Visit Tracking If the client is not currently open open and close the record If a breastfeeding clinic client is already associated with the PHN who saw them at the clinic then nothing needs to be done If the client is not already registered in the database the PHN should be added and the relationship should be made historical HPECD DATABASE USER MANUAL 41 Aggregate information about the clinic that is not client specific continues to be sent
14. for a Community Area Generated referral the office that initiated and is now managing the referral Date and Time Referred to a PHN is used to identify the time the PHN was assigned It is completed by the person making the assignment to a PHN at the time of assignment The purpose of this field is to identify opportunities for improvement In the Prenatal Connections team this will typically occur when the client arrives in Winnipeg This field will serve as a proxy indicator of the date the client arrived in Winnipeg Permanent Address refers to the permanent address at the time of the referral Temporary Address refers to the temporary address at the time of the referral Referral Type identifies the type of referral that is being processed Important For referrals being processed by Prenatal Connections and Healthy Sexuality and Harm Reduction it identifies the referral tyoe and the team to which it is being sent Select the appropriate type of referral Any Referral Type starting with PC is being sent to Prenatal Connections to manage and any Referral Type starting with HSHR is being sent to the Healthy Sexuality and Harm Reduction Team to manage Referral Source should be completed HPECD DATABASE USER MANUAL 22 Referring Discipline should be completed For clients of Adolescent Parent Centre enter e Referral Type as Other e Referral Source as Wpg Adolesc
15. providing once only services should assign themselves as providers but mark themselves historical HPECD DATABASE USER MANUAL 29 Visits should be tracked Type of visit will be Other Visit Single Issue Forms Demographics service providers relationships referrals visits and forms e g breastfeeding Clinic for all single issue forms that are HPECD related should be entered into the database The routing note should also identify the location of the health record Ensure that there are at least two unique identifiers in single issue forms and in the database to allow for future client identification Providers should ask for and register as many unique identifiers as possible They need to have at least two unique identifiers so that the entries into the database are meaningful and the client can be found if they call back again Name Changes Relationship Changes and Relationships When a name in the client record is changed it does not change in the relationships section Relationships is a snap shot in time at original creation Situations where a change might need to occur in the relationships tab e When the Child given name or surname needs to be updated e When there is a change in the name of adults e When the relationship type was inappropriately classified For all of these situations both clients must have the original relationship removed and recreated manually Steps to correct Access Client
16. the calculation of Years of Service or Years in Lead Role is correct by going to Personnel Data for that staff person after saving HPECD DATABASE USER MANUAL 6 When a person leaves their position the active designation should be unchecked and the clients associated with that person should typically be reassigned from within the application not from within the home page The Database Analyst will not be able to inactivate a staff person until they no longer have clients assigned to them Deleting Clients This Section on the Home Page is not visible to most users and applies only to the Database Analyst You can contact the Database Analyst through an email to the Help Desk to merge a client if you inadvertently create a duplicate client You can also ask that an erroneous client be deleted Deleting a client record is a terminal process A deleted client record cannot be undeleted 3 Overview of Each HPECD Database Page or Form The notes for each page or form are listed in the order they appear on the left hand navigation bar These notes will provide an overview of how that page is used It is not intended to completely describe or review every data element in the form This section is written with the expectation that the HPECD database is open and in front of you and that you have already searched and opened a client s record Demographics and History Section Client Overview This page is accessible
17. the database This data entry is the responsibility of the CA New clients may be added using the Register a New Client page Relevant demographic information for current clients is updated navigating from the Client Search view Do not forget to add the postal code to have the system generate a CA or RHA If the system does not generate a postal code use the table found in The Process for Incorrect or Absent Postal Codes to assign a generic postal code that will assist the database to correctly attribute the correct CA and RHA Infants can be added using the Birth Episode section of the Perinatal Episode page After saving the information about the infant you will be presented with a button to allow you to Create a Child Record and include the address If selected the address of the person in context will then be added to child s record Client Relationships information should be entered FFS The Families First screening number is added to the client record at the CA level The FFS is added to the mother s record for all prenatal referrals The FFS number is added to the infant record if there is going to be a Families First screen and e f there was no contact with the mother prenatally e When there is more than one birth and there was prenatal contact with the mother the pre existing FFS number is associated with the mother for the first live born infant only HSHR can use the address at
18. the report e Right click and select Format Cells e Ensure that Merge cells is not selected e Go to the Data ribbon and select Sort e Select the column you wish to sort by e Press OK Special Situations Serving Individuals or Families in a Group Setting Context 1 Nurses are accountable for their practice Part of a nurse s professional accountability is documenting their assessment plan intervention or evaluation and communicating it to others in the health care team 2 In some situations individual or family clients seen in a group setting may be cared for by another PHN or by another CA Procedure Request at least two unique identifiers e g relatively unique name birth date PHIN from each client with whom you have had a significant interaction Identify who the primary PHN is Contact that service provider to advise them of the contact The nurse should document in a progress note if it is a current client regardless of whether status is open or closed If the client is in another community area the receiving PHN should include it in the client record If it is new client register them to the database Determine if this qualifies as a single issues or whether a full paper record should be opened Unless they are already open all clients should have cases opened Depending on whether follow up is expected the case may then be closed Relationships should be noted where relevant Nurses
19. there is additional information that should be included in the address to help someone locate the home add it in the comments section e Vacation Home A vacation home may be identified to reach a person while on vacation If there is additional information that should be included in the address to help someone locate the home add it in the comments section Search for a New Client This page applies to everyone Common Tasks a e Register a New Client Search for a Client e My Recent Clients This page allows you to search for individual clients or groups of clients within the application using one or more search criterion fields including Last Name First Name Record Status Provider Office Identifier Gender Date of Birth must be a complete date Address Phone Number m rero Include Relationships provides the ability to search for associated files created and associated within the database e g spouses file other relatives You can select a specific client displayed in the search results page by double clicking on it and access the contents of the electronic health record for that specific client You can clear the search to start over Using multiple fields in the search function restricts or narrows the number of records that will be displayed This is not desirable and will result in not finding a pre existing client and possible duplicate client entries Keep the search broad try MFRN only
20. to the person noted on the form Do not send personal health information when sending the top half of the form The aggregate information includes e Clinic Date e Community Area of Clinic e Number Attending Group e Issues Discussed in Group Closing a File Introduction Very importantly closure is the time of the final quality check for data entered into the database This quality check replaces many other forms and processes we used to use in the program If this final quality check is not completed well then the data entry efforts of the entire program and staff are called into question A case will be closed in the database at the same time the paper file would be closed and using the same rationale We would close a record to WRHA if we are transferring the file to another RHA or province Any clients who is receiving ongoing service e g those enrolled in Families First who are anticipated to receive service e g prenatal clients or who are receiving ongoing services for clinical reasons related to HPECD e g assessments or interventions should never have their case closed When a decision has been made to close a case on the database a decision needs to be made about whether to close the case of other members or all members of the family This may vary depending on the family situation e g infant death in the first weeks after discharge from hospital If a FF Home Visitor has been serving a family they need to rev
21. Address Mailing Mailing Address 102 any where lane Manitoba Canada Email I Historical Provider You can only edit a Service Provider relationship to a specific client by accessing Service Providers from within the Demographics and History section of the database Any required Provider demographic information changes such as phone numbers or job position are managed through eHealth Perinatal Episode The Perinatal Episode page has two major subsections ee gt Prenatal Episode and Birth Episode History e Names This page is used primarily by Admin and PHNs CA Admin e Identifiers will enter the data from any prenatal referral and from the S E Deia Postpartum or Infant Referral document into a Birth Episode f Phone Numbers The PHN ensures correct data entry a e Service Providers Prenatal Episode The purpose of the Perinatal Episode is to identify referrals of Client Relationships pregnant woman before birth or pregnant women we have become aware of through other means We would only use the Prenatal Episode section of the perinatal episode for prenatal clients If information about this Perinatal Episode has already been registered to the client s record you can identify which pregnancy this new notification is about by looking at the Estimated delivery date column in the summary of Perinatal Episodes There must be at least one of eithe
22. CD DATABASE USER MANUAL A9 CAs PC and HSHR 1 Referrals will be assigned to PHNs and Home Visitors by first reviewing information in the backed up excel files see Routine Preparation 2 Paper copies of the following forms will be maintained by the Admin staff for entry at a time when the database is up and running o Referrals sent to CA PC and HSHR o Any other paper forms Breast Feeding Clinic Families Screening or Assessment or other data e g visit information changes to demographic information that needs to be entered will be created and maintained in written format Data Re Entry Upon notification that the CHR is reactivated data entry for past referrals will begin Typically this will occur within one work day The priority is to enter data regarding referrals It is the responsibility of the CA PC or HSHR to initiate and complete all data entry that would normally have been done by Cl when Cl has sent a referral to a service delivery site without entering data because the CHR was not available Wrap Up Team Managers follow up to verify that all client records have been entered or updated Outage debrief will be scheduled by the Population Health Initiatives Leader HPECD DATABASE USER MANUAL 50 Appendix A Breastfeeding Clinic Visit Summary Fax ONLY Group Information top section only to Carolyn Perchuk in the Transcona Office Supplementation Milk express
23. Entered By is auto filled and Required Permanent NC TRANSCONA HPECD DATABASE USER MANUAL 7 Entered For is not required Effective Date is required End Date is optional Entered For and Entered By fields will only show if the user has security access to Enter Third Party Notes For Routing Notes limit comments to 1 The paper health record the personal health information for that client can be found in For example for infants or children who are integrated into a parent s or guardian s file e g Baby Smith is Found in Mary Smith s paper health record and 2 Physical location of the health record That is permanent or temporary location e Nurses desk or FF Home Visitor e Office Central File e Pre Archive e Archive e ln transit to name of the community area 3 Tracking referrals outside of the RHA e Referred to name of the RHA Province Territory or Country 4 Safety planning relevant to weekend services If there is a potential that weekend services will provide services they need to know that a safety assessment and any relevant plan were completed Potentially relevant Safe Visit Plans to address an identified risk must be faxed to Central Intake and are retained in alphabetical order in the weekend services area for one year form the date they were received Limit comments to a SAFT completed no risk identified b Safe Visit Plan sent to Central Intake 5 Information from a deleted record w
24. French and English speaking service Options in this field are English French Declined to answer Unable to answer and Unknown Ethnicity cannot be used at this time The WRHA has a working group developing the information that will be captured here at some later date HPECD DATABASE USER MANUAL 13 Date arrived in Canada is optional Phone Numbers This page applies to everyone Admin will generally enter the phone number provided on the referral but others may enter additional contact numbers as they become known If there are multiple phone numbers we only intend to collect the phone number the client prefers to be called at in the event that we want to do a program evaluation e g breastfeeding rates at 6 months Note Registering the phone number as preferred using the checkbox will not change the display in the client overview page Addresses This page applies to everyone Most frequently Admin will enter most of this information on opening a case but others may enter this information or additional information as it becomes known to them Administrative Staff who enter the address associated with a referral into the database confirm that the address is current If there is concern that information on a referral is incorrect it may be checked in eChart The Client Addresses page allows various addresses to be associated with a client record This page allows you to see a summary of addresses Address Type Mail
25. HPECD Database User Manual June 30 2015 Contents 1 HPECD Database OVerIVIW coccion iia 4 PUDO SO incor a eee rete errr ree 4 Data Utd 4 Relie e 5 A A E On Ne et aan 5 Home le 6 Repons nn cnc ve cba pescado ces eda dna bes oe tap eect Re gad were ont na a 6 Referral Summary Report denim en Die 6 Sell lisse nie 6 Deleting Clients a none oo ce 7 Overview of Each HPECD Database Page or Form 7 Demographics and History Secciones eee ee eee eee 7 SIT dea 7 Register a eT Tn don een on ul 8 e A ne 11 My Recent Clients acta 11 Demographics and History Section nadaa 12 NAM ER E E eee E 12 ASMA eee ee 12 Personal Details 0 et a nt ts dan 13 Phone NUDOS cava ae eee ena ee 14 o ie ee ee eee er eee eee eee eee 14 Se COMITE a A ee 16 Perinatal ESOS a a a a a a 17 CR S AO ASS nenet 19 Gase e Ua Te elel a 20 Change Case Activity Summary o none 20 Open Case tico 20 CGhang ere T 20 Close e 20 A eE E E E e Ea e e aeei 21 SIT TETE lr TT 21 Add NewW R terral i zzzssse rot thn Been a Pe ered 21 A ee Ae Ee eae ees 23 VET TRT lan AP Vote ete AA AS A caciiog 23 POG E RE S 23 A na A A ne eas dena E 24 Breastfeeding Clinic Appointment Visit Summary 24 Families First SN nettes eut de A 24 Parent Survey and Summary Worksheet co anarnono 24 Seals A A A nue 26 4 Functional Use of the HPECD Database 27 Universal Principles in Database USO cocida 27 Documenta sin ne e a er ra nt aa ne tent s 27 SLAIN
26. Parent Survey Summary Worksheet Families First Discharge Transfer Summary when transferring to another RHA The database will not replace e Paper health records e The following Families First Forms will continue to be used o Families First Caseload Management Worksheet o Families First Monthly Supervision Summary Use and Telefax o Families First Safety Teleform Use and Telefax o MIS Public Health Stats o Toward Flourishing Monthly Summary Who the Database Includes The database is used to track anyone we have provided service to including e Expectant women and families e Infants discharged from hospital care e Families or women who have experienced a birth HPECD DATABASE USER MANUAL 27 e Families or guardians of newborns e Families or guardians of preschool children Any service e g immunization or head lice related to a preschool child or family with children with a HPECD record is in scope and should have their associated visits tracked As well Central Intake will use the database to track referrals for people who have received services in Winnipeg and have been routed through it to e Other Manitoba RHAs e Other Provinces e Other Countries Client Identity Only enter client information if there are at least two unique identifiers for that person The exception is an infant for whom you may only have a date and time of birth and where the other unique identifiers are associated with the parent If there is
27. Physician Physician Nurse Practitioner Nurse Practitioner Nurse Practitioner Self Self Self Other Other Other Issues Difficulty not latching Difficulty not latching Difficulty not latching Hydration Hydration Hydration Slow to gain Slow to gain Slow to gain Decreased milk supply Decreased milk supply Decreased milk supply Sore nipples Sore nipples Sore nipples Thrush Thrush Thrush Plugged ducts mastitis Plugged ducts mastitis Plugged ducts mastitis Engorgement Engorgement Engorgement Oversupply Oversupply Oversupply Prematurity Prematurity Prematurity Failure to thrive Failure to thrive Failure to thrive Infant illness Infant illness Infant illness Maternal illness Maternal illness Maternal illness Medications Medications Medications Not confident Not confident Not confident Reflux Reflux Reflux Weaning Weaning Weaning Weight check Weight check Weight check Other Other Other Details of other Details of other Details of other Interventions Position latch assist Position latch assist Position latch assist Supplementation Milk expression pump Nipple shield Nipple care Education Discuss medications Confidence building reassurance Refer to primary caregiver Other Details of other Minutes of Visit
28. Screens but the form can be saved and marked complete and the entire record can be closed to service before the number is entered However a very accurate tracking system needs to be implemented in each office so that the PHIN will be entered in a timely manner PHNs may task Administrative staff with adding the PHIN number to the infant identifiers in the client overview and to the FF Screening Form usually in the health record of Parent 1 Client Client Case Rak Fill out Search Overview Activity pee MEA l a Form fection Navigation 7 QRetum Save as Draft Check For Errors Save and Mark Complete Print Families First Screening Form Foster Adoptive For this baby is this a Foster or adoptive parent C No C Yes Signatures Signatures of Persons Marking Assessment Complete Completed By Date Families First Screening Assessment Section Help Assessment a Assessment Date Details F4 If you have been unable to complete the screen indicate the reason for no screen and Save and Mark Complete Save and Mark Complete is a function in the database and does not indicate that all fields in the form were completed If the Families First Screening form is initiated with a prenatal woman the form will already be in her file The form will be dated with the year the screen was initiated If an infant is fostered after a screen was completed with the biological mother more than one
29. aby born in hospital is Infant then the Family Name Last Name Smith First Name Infant The Family Name is the Mother s surname as it appears on the Mother s Health Care Card or as registered if no Health Card is available For multiple births use a first Given Name as follows Infant A Infant B Infant C The following name types are options in this Names page legal infant Manitoba Health card preferred maiden alias nickname street and unknown There is no limit to the number of names that can be entered for a specific Name Type a client may have multiple aliases for example Title is optional i e Dr Miss Mr Mrs Ms Rev Display as current check box indicates which name is to be displayed on the client name banner If there is only one name entry for the client then that name is automatically designated as the current name Once saved a name cannot be deleted To register a client s preferred name access the Personal Details page and add the name under the Likes to be called field see Personal Details for more information In the event of a name change the responsibility for correcting the database and the paper health record needs to be clearly negotiated between the PHN and Administrative staff Not completing a timely name change on a health record will cause unacceptable patient safety risks Identifiers This page applies to everyone Most frequentl
30. and can be updated and managed by all users The Client Overview page is the initial page that is displayed when an individual Client record is first opened The Overview page serves as a snapshot of commonly needed information and can also be used as a quick link to the page where the information is entered To action or view a summary of this information double click on the specific information field and it will take you to that page Demographics and History This page allows you to view Names a Legal name e Identifiers b Likes to be called e Personal Details c Identifiers e Phone Numbers d Date of birth e Addresses e Gender Service Providers f Self identified gender e Perinatal Episodes g Preferred language e Client Relationships h Permanent address i Permanent RHA j Permanent CA k Permanent NC Temporary address m Temporary RHA n Temporary CA 0 Temporary NC p Phone numbers q Service providers r Relationships s Routing Notes which allow entry of where the client record is found and if there is a safety concern that weekend services should be aware of A Identifiers Routing box will show if routing notes are available PHIN or not Clicking on the box will navigation to a routing MERN notes maintenance screen where routing notes for File Number 2 the client can be viewed added edited or errored LHE Preferred Language A out English Routing e
31. as transcribed Manual Merge completed from duplicate record including transcription of visits relationship referral perinatal episodes and forms as required Register a New Client This page is accessible to all users but primarily will be managed by Administrative Staff but can also be used by FF Home Visitors Outreach Workers and PHNs Registration follows Manitoba Provincial Client Registry Registration Best Practice Guidelines v 4 4 http clientregistryweb manitoba ehealth ca crManualsGuides html Common Tasks e Search for a Client e My Recent Clients The Register a New Client page is only used to add a new client to the system and cannot be used for any subsequent editing of client information This page is one way to create a new client Another way is through the birth episode in the perinatal episode tab if creating a newborn record All clients must have at least one name entry Where a client only has a single name the Manitoba Provincial Client Registry Registration Best Practice Guidelines v 4 4 advises users to enter the name as both the First Name and the Last Name Where part of client name is not known enter Unknown for either the First or Last name field as long as the MFRN PHIN or Date of Birth are registered Last Name e Use first name of parent if last name is unknown e g Julie Julie e For newborns use Mothers surname as the infants family name e g Infant Smith as mothers
32. cent period of time Referral Summary Reports are displayed as a PDF unless another option is selected If you intend to manipulate data select Excel 2007 or later To sort information in the report o Highlight the rows in the report o Right click and select Format Cells o Ensure that Merge cells is not selected o Goto the Data ribbon and select Sort o Select the column you wish to sort by typically this will be by provider o Press OK e Shared calendars can be used to identify who is away or whose time is already spoken for e A list of ongoing commitments by provider that reduce available provider time such as FF Lead Role and Healthy Baby site Lead Role e Previous client to provider logs can be used until they are no longer useful These logs should no longer be updated regardless of whether they are manual or electronic There are a number of principles you may consider for distribution In order of priority they are e Continuity of care means that one PHN provides services over time to a family whenever possible Continuity of care is a foundation for trusting and effective relationships as well as improved efficiency as the relationship and knowledge of the family already exists e Geographic assignment implies that one PHN takes on the majority of work in a specific neighbourhood The benefit of concentrating geographic assignments of families to a nurse is that the nurse more fully understands
33. ck all people who have been provided with care in families e More easily identify location of health records e More easily identify open and closed records e More easily identify client care providers e Decrease data loss and transcription errors due to hand offs between staff e Assist in avoiding duplicate health records providing service based on all collected history e Assist in our accountability to the community and partners Data Use The Database will be used by all WRHA PPH program staff working with HPECD clients including e Expectant women and families e Infants discharged from hospital care that require Public Health services e Families or women who have experienced a birth e Families or guardians of newborns or preschool children The database will also be used by central administrative staff to transfer referrals for the four situations noted above and that have received services in the Winnipeg Health Region to other RHAs and provinces for Public Health services HPECD DATABASE USER MANUAL A PPH program staff using the database include Administrative staff Families First Home Visitor Public Health Nurses Team Managers and Epidemiology and Surveillance staff Data Sharing Population and Public Health receive all referrals from birthing hospitals and midwives that require follow up by Public Health staff We are also the central clearing house for all referrals for infants cared for in Winnipeg hospitals that require p
34. complete for previous children e f PHNs have participated in triage or in a face to face assessment or intervention of some kind they should note their visit in the visit tracking tab Later that day PHNs will e Note any contact with Parent 1 using Visit Tracking e Search for update or enter registration information for any other family members who have been served e Search for and open any additional family members who have received service e Link any additional family members using Client Relationships e Enter or complete the FF screening form for every live born child in Parent 1 s file e Enter FF parent survey form where relevant ant to the extent possible in Parent 1 s file e If the weekend PHN is no longer going to be providing service to the family they should make themselves the historical providers to the family members Transferring Files to and from Weekend Services Before the weekend The CA faxes relevant portions of records to Central Intake for weekend service The CA should keep track of the records that have been faxed as these are the same records they should expect to have returned to them from Cl after the weekend After the weekend the CA admin can run a report to determine what new referrals were received over the weekend to determine what records to expect to receive from central intake HSHR amp Prenatal Connections Processes HSHR staff is involved with women in the prenatal period and
35. d the FF Screening number to the identifiers section in the client overview of the infant The FF Screening number should never be entered in the Parent s identifier section Before adding in a new screening number confirm that no screen for that live birth was initiated in Parent 1 s file e g screen was initiated prenatally If a screen was initiated prenatally add that number into the identifiers section of the infant Creating a Paper Health Record After searching for and selecting a client Open Client Record Label Reports Ensure that the appropriate label sheets are available in your printer Press print Add labels to each sheet of the health record Assigning a Service Provider The person who assigns the work assigns the service provider and updates the Date and Time Assigned to PHN field in the referral tab for all clients who are opened to service Visit Tracking All PHN and FF Home Visitor HPECD direct services to individuals or families will be tracked in the database Any visits related to preschool children or their parents are tracked e g immunization head lice issues Only enter visits that are in person or on the phone with a client that actually resulted in an assessment intervention plan or evaluation HPECD DATABASE USER MANUAL 37 Do not enter visits that resulted in no contact or that were primarily to set up a future contact Do not enter anything about mail email or t
36. dy an open case then select Current episode If it originally was a closed or never opened client select New episode e Date Referral Received The Date Referral Received field cannot be left blank It refers to the time that Central Intake sent the referral to the CA and the CA received the referral However it is not relevant when a CA generates a referral In this situation the Date Referral Received field should be and will be ignored The date may be disregarded This should be left empty if the referral was directed to the CA without being routed through Cl For CA generated referrals it should be left empty e Date and Time Referred to Community Area Is system generated when you press save and return It applies to those referrals generated in a CA as well as those sent toa CA from Central Intake HPECD DATABASE USER MANUAL 36 e Referral Received by Is the location in another RHA or the WRHA service or CA managing the referral e Date and Time Referred to PHN Is entered by the person that assigned the work at the time the assignment was made The person responsible for ensuring that the time the referral is assigned to a PHN is entered is the person assigning the client to a PHN If the person making this assignment is a PHN she he may negotiate that Admin make this entry depending on the number of entries required The time of assignment to a PHN includes having a paper file available e Perman
37. e HPECD database it is necessary that FFHVs back enter any families that they have placed on Creative Engagement since June 9th HPECD DATABASE USER MANUAL 38 o For discharged families they will need to re opened in the HPECD database and the date that they were moved to Creative Engagement added In the Level of Service box choose Creative Engagement In the Type of Visit box choose Office Visit The Length of Visit will be 1 for 1 minute The discharge date has already been inputted so close the file as per the usual instructions e And note if any of the following were part of that direct service Goal Setting Plan GGK amp SSBF GGF TF Triple P Family Issues Families First Parent 1 This is usually the mother but it could also be the person who provides the majority of the infant s care Use the mother if care is provided equally between a biological mother and someone else The FF Screening Form and the Parent Survey and Summary are normally attached to this person s record Visits are tracked against Parent 1 where the forms are located Parent 2 This is the second most important person who is involved in parenting the child FF Screening Number The FF Screening number itself should only be associated with live infants in the demographic tab It should never be registered in the identifiers section of the parent s health record but only in the live born child s health record All live births will have
38. e Open these parents to service e Run a referral summary report and enter the content into the template in the memory stick e Print the report and provide it to PHN 1 who uses this report to track work assignment e Review routing notes to determine if there is a safety plan If there is they will write See safety plan on the referral e Note on referrals if this is a New client That is this note is added to any referral where they need to register a new client Later that day Admin will e Enter any new referrals in Add new referral e Enter information from postpartum referrals into the Birth Episode and register create a client for any live births associated with the referrals e Register Parent 2 if sufficient information is included in the referral e Open Parent 2 to service e Link the Parent 1 and Parent 2 using Client Relationships e Assign the right PHN to cases using Service Providers HPECD DATABASE USER MANUAL A5 At the end of the day Admin adds the referral summary report to the memory stick PHN 1 is responsible for assigning work but can request that the PHNs working that weekend assign themselves as providers when they do triage or visit the family PHNs will e Review the safety plan in the binder if See safety plan is written on the referral e Check the database of those without the New client note to review any screening reports that may already be partially complete or that are
39. e been unable to record it to date However we have a solution Please find details below o When a family enrolls in the FF program the FFHV inputs the home visit s into the database as either a Level One or Prenatal using the date that the home visit s were made o When a family goes 30 days without home visits the FFHV will change the level status in the HPECD database by going to the visits tab The FFHV will insert the date that the family was placed on Creative Engagement Inthe Level of Service box they will choose Creative Engagement Inthe Type of Visit box they will choose Office Visit The Length of Visit will be 1 for 1 minute o As the FFHV works with the family to re engage them and a home visit is made the FFHV will then enter the date that the visit was made the Level of Service will remain as Creative Engagement the Type of Visit becomes a Home Visit and the Length of Visit would be the time that the FFHV spent in the home doing the visit o The family will continue on Creative Engagement until they are making regular home visits and at that time the FFHV would change the level back to the previous level that they were receiving services at prior to being placed on Creative Engagement o After 60 days without visits the family is then discharged from the program This could be sooner depending on the family situation o In order to ensure that this information gets into th
40. e client s First Name and Last Name ensuring not to leave any spaces between the asterisk and name d Insert a space and then word DUPLICATE in all uppercase letters within parentheses at the end of both the client s First Name and Last Name Example eur see teur use cor Title First Name 4 Ella DUPLICATE First Name Suffix Middle Name 3 Send e mail communication to the Administrative staff to complete the manual merge process Provided in the e mail is the file number for the client record that will be deleted and the file number that will be retained to ensure the correct record is deleted Admin ONLY Manual Merge Process 1 For Child Records Only Check to see if the labeled DUPLICATE record is associated with a perinatal episode For further direction on how to proceed see the Yes or No instructions below By deleting a child associated with a perinatal episode you will also delete the original perinatal episode this is not something that we want to do Yes the child record is associated with a prenatal episode and is the record that MUST be kept The person sending this to you made an error in identifying this record as the duplicate Ensure that all o visits relationships referrals perinatal episodes forms in the duplicate record have been re created entered as applicable into the appropriate record associated with the Perinatal Episode that will be retain
41. e dispositions were determined This may be the date the survey was completed or a subsequent date For example a family may be offered the FF program but turn it down two days later You would use the two days later date The Date enrolled field will capture the date any of the following dispositions Enrolled Positive survey but declined service Positive survey but program full Positive survey but Home Visitor position vacant Positive survey but Family receiving other services Survey score less than 25 Child permanently apprehended Child not in parent s care Not enrolled moving to First Nations Community Not enrolled moving out of Province Not enrolled moving to another RHA Not enrolled other Postal Code at Date of Enrollment is a required field and reflects the postal code of the family at date of enrollment Disposition refers to the disposition of the family after the survey and must be completed after a numerical or clinically positive survey Has family been in program before captures previous involvement with Families First Items g through j on this form should be ignored i e Total number of FFHV home visits Total number of FFHVs that have worked with this family Date of first FFHV home visit Date of last FFHV home visit and Date of Discharge We use the information entered into Visit Tracking to generate this information Due to a design flaw To
42. eastfeeding Clinic Appointment Visit Summary GGF D form ET PHNs enter visits into the Triple P P record of Parent 1 ar a FFHVs FFHVs identify date of every visit their name their role the type of visit see section on how to use this area for details for noting how to register Creative Engagement visit length in minutes the client service level all pertinent tools interventions and issues FFHV enter visits into the Parent 1 record HPECD DATABASE USER MANUAL Forms Forms Client Client c Fill out his ien ien ase mg ill ou ae Pere EA anan Referrals Visits Form 7 t Section Navigation gt Q Return Save as Draft Check For Errors Save and Mark Complete Print Summary Section Help Breastfeeding Clinic Appointment Visit Summary Clinic a Clinic Date Information EN b PHN Name Adminstrator HPECD El Visit Details c Community Area of Clinic El a Support Person Attended C No Yes b First Visit C No Yes Breastfeeding Clinic Appointment Visit Summary This tab is used to enter data on the types of interventions provided to individual clients who receive consultation services from a PHN at the Breastfeeding Clinic It does not capture the number of people attending the clinic Group level information about the clinic is noted in a separate database operated by the person noted on the manual form found in Appendix A Aggregate
43. ed in the database 0000 Il Remove DUPLICATE and the asterisk from the client record that has been incorrectly identified and ensure that DUPLICATE and asterisk have been transferred to the record that should be deleted No the child record is NOT associated with a prenatal episode Ensure that all o visits relationships referrals perinatal episodes forms in the duplicate record have been re created entered as applicable into the appropriate record that will be retained in the database OTO O ll Proceed with step 2 below 2 Ensure that all identifiers are entered into the record that is being retained HPECD DATABASE USER MANUAL 32 3 Add a Routing Note to the chart that will be retained with the following comment o Manual Merge completed from duplicate record including transcription of visits relationship referral perinatal episodes and forms as required add your name 4 Send an email to your Manager including the File number of the chart that will be deleted Manager ONLY request for Deletions Compile the requests that have come from admin at minimum weekly Submit a Service Desk email including the File number of the clients that will be deleted Note eHealth will only delete records that are correctly identified following the above guidelines i e FirstName DUPLICATE LastName DUPLICATE The deleted record must also be associated with a retained record that contains t
44. ed to that client In order for the record status to be registered as Active at least 1 case must be registered to their chart To display all activities including the ones entered in error in the list click Show errored out events If you want to hide the errored out case activities click Hide errored out events To delete the last case activity event you entered click Error out last event gt e Case Activity Summary e Open Case e Change Status e Close Case l Open Case See below Change Status See below Close Case See below Admin will open a case based on the information received in the referral although PHNs may open a case at any time An Open Case identifies that a paper file is open somewhere in the WRHA Opening a case should result in a paper chart to either be retrieved or to be generated All clients who are served will be opened Service may be limited to an assessment PHNs Outreach Workers or Admin may open or close a case A Important All entries in forms and all pages in both the paper chart and the database must be reviewed for accuracy and completion before closing a case HPECD DATABASE USER MANUAL 20 Closing a case happens when there is no clinical reason for additional service Opening and closing Families First Home Visiting services is noted in the Survey and Summary Form Open Date is the first field that shows when the client was opened Close Reason
45. eed to keep a MANUAL list of the closed files that require back entry of the PHIN when it becomes available This list should be accessible to anyone who may cover Any names on the manual list of files where the PHIN has been added should be clearly marked or deleted Transferring Clients Transferring clients to another office within the WRHA 1 Sending nurse closes case activity in database makes previous staff assignment historical makes previous address historical adds new address in the new community area if not already entered for all members of the family Sending nurse advises the receiving office administrative staff of the transfer Follow the December 2010 Updated July 2012 Guidelines for Transferring Families Enrolled in the Families First Program within the WRHA where appropriate Do not complete the discharge transfer summary form Sending nurse completes a quality check of paper health record and all database entries to ensure that all entries are complete accurate and current Sending administrative staff sends the original paper file to the receiving office PHN may send relevant information by fax if there is high urgency to the transfer Receiving administrative staff creates a desk note that a file will be received and when it was sent This note should be available to any other covering administrative staff Sending administrative staff inserts routing note that the File in transit to new community a
46. ent Address Select the permanent address at the time of referral from the drop down list e Temporary Address Select the Temporary address at the time of referral from the drop down list e Referral Type Select the appropriate type of referral e Referral Source Select the appropriate source of the referral e Referring Discipline Select the appropriate referring discipline of the person making the referral The remainder of this tab is not used Register a New Client Generally we register only those people that we actively provide service to We wouldn t register or open case activity for a child that was never a client e g stillbirth or dead before they left the hospital However we would create a birth event postnatal episode for them If the referral was made while the child was still alive we would treat it like any other person The nurse would mark them as closed and deceased People to whom we never provide service or who are never opened may be added to the system A situation where this may be appropriate is to document complex family relationships or where family relationship status of those receiving intensive support varies very significantly from child to child e g various biological parents blended families Clients can be easily added using the Register a New Client page Any live births will eventually have a Families First Screen completed on them It is the role of Administrative Staff to ad
47. ent Parent Centre and e Referring Discipline as Other Client Advised of Non Smoking Policy Client Advised of Pet Policy and Referral Note are not used at this time Visits Visit Summary This page applies to PHNs Home Visitors and Outreach Workers This page displays the list of events associated with the providers who actually provided service to a family Add Visit All entries are made in the health record of Parent 1 because this is normally where the Screening Forms and where relevant the Parent Survey and Summary are located gt Visits e Visit Summary PHNs PHNs identify date and time day of the first contact date but not time of any subsequent contact their name their role the type of visit Search Client Client Date of Visit Overview Activity Case lans Edit Referrals Visits Visit ren E Save ren also cares 03 Mar 2014 E Provider Name Nursel PH 3 visit length in minutes Provider Role Public Health Nurse v PHNs should enter individual ss consultation visits at Healthy om Vik 3 Baby and other community Visit Length 30 group sites PHNs do not EA EA need to lo g individual For Families First Home Visitors consultations for Service Level Breastfeeding Clinics here These individual Goal Setting Plan T consultations are logged in GGK amp SSBF T the Br
48. ent in the database e Federal Service Number includes the RCMP or Veterans Affairs or Interim Federal Health Program number e Other is used to identify other provincial territorial federal health insurance numbers as well as treaty numbers and include the name number as well as the number itself Phone we are typically only registering the preferred phone number but if the referral has phone numbers enter them here Address When the address is unknown enter Unknown in address field When the client does not have an address enter No Fixed Address in the address field e Postal Address The address where a person s correspondence is to be sent when different from the Primary Home Address also referred to as mailing address In most urban settings the client s mailing address is the same as his her Primary Home Address HPECD DATABASE USER MANUAL 10 e Primary Home A client s primary residence is the one he she usually resides at This may also be known as the person s permanent or principal residence If there is additional information that should be included in the address to help someone locate the home add it in the comments section e g last unmarked door on the hallway e Temporary A type of accommodation address where a person is staying may be contacted or receive mail on a temporary basis e g at a relative s place after birth school university shelter If
49. er record not the electronic database Any potential future requests for access to health information would consider what information needs to be severed from the health record 5 Referral The referral is associated with the parent that consented to the referral 6 Forms The Families First Screen should be completed to the extent possible for all birth parents Completing the Families First Screen for temporary foster situations is based on the PHN s discretion Any new permanent family situations will likely have a Families First Screen associated with it The person taking most responsibility for parenting will be Parent 1 Parent 1 age is actually that of the biological mother which is irrelevant in a fostering situation Please enter 99 into this field as HCM will understand 99 to mean that we don t know or that it is irrelevant in this situation Changes in Family Composition Family composition may change over time Parents or children may move away or into the family or die 1 Make historical and close to care those relationships that are no longer current If there are new members of the family you are providing service to register them as clients open them to care create relationships and add providers 2 There are variations in how to enter the screening number a If Parent 1 is no longer in the family consider if the original screen is still relevant to the remaining parent e g biological mother and father were l
50. erral but others may enter additional information as it becomes known to them This page allows us to track family relationships and composition over time Relationships can only be added between Open clients Client Client Case aan Client Search lais Activity Referrals ES Relationship Q Return 3 Save amp Return To 3 Relationship Description M Active I Concerning Reason for Concern Last Modified By Last Modified Date Note If a child records has been created via the Birth Episode sub area of the Perinatal Episodes page a relationship between that infant and its biological mother will have be automatically generated Relationship Type selections are limited to Biological Parent Biological Sibling includes twins triplets etc Biological Child Adoptive Parent Adoptive Sibling Adopted Child Foster Parent Foster Sibling Foster Child Step Parent Step Sibling Step Child Parent In Law Sibling In Law Child In Law Grandparent Grandchild Niece Nephew Aunt Uncle Cousin Wife Husband Separated Wife Husband Divorced Wife Husband Widowed Wife Husband Spouse Fianc Partner Friend Legal Guardian Spouse includes common law spouse HPECD DATABASE USER MANUAL 19 Relationship To is the name the client is related to This is a required field Relationship Description is a system generated textual description of the relationsh
51. ervice Before closing the client record all information must be reviewed and approved by the assigned PHN Where a pre existing paper client or family record exists it should be retrieved and merged with the current health record There should only be one health record to the extent that this is possible All pre existing health records should be reviewed as soon as possible to avoid asking clients to repeat information and to provide service based on what is already known about them What the Database Replaces and Doesn t The database will replace the following e Healthy Parenting and Early Childhood Development Monthly Summary Families First Screening amp Healthy Parenting and Early Childhood Development Monthly Summary Families First Parent Survey and Program 2 sided form e Problematic records forms e Client to staff assignment and record location tracking systems in community areas e The following reporting forms to Healthy Child Manitoba HCM o Families First Discharge Transfer Summary except when transferring to another RHA o Families First Program Tracking Form o Families First Home Visiting Monthly Summary o Families First Quarterly Activity Report e Community Breastfeeding Data Collection Sheet replaced with Another Form The database will include the following forms that will still be in the paper health record Families First Screening Form Families First Program Tracking Il Form Families First
52. es e English e French e Either Do you speak any other language well Unlikely to benefit from Language Services If we cannot provide services in name other language we will try to provide you with an interpreter in the other language you speak well e Preferred Language is the language the parent prefers their health service communication to be in If Other is identified you must specify what other language or languages the person prefers their health communication to be in If the language is English or French we make every effort to provide these services with a health care provider who competently speaks the same language In the event the client has not been asked what their Preferred Language is select English Select the appropriate language once the question has been asked o If you are typing in the Other language and the program is generating an error message for the other language that you are trying to enter it may be that you are using a non standard term or spelling from that found on the table against which your entry is being checked The database requires standard terms for the languages as well as accurate spelling Refer to the attached language table for the appropriate language To find the language table click Help then Table of Contents then Reference Material then Language Codes Another way to get there is to Select Help gt S
53. ext contacts with clients Email and texts should never include personal health information Mail rarely has personal health information PHNs enter visits in the health record of Parent 1 PHNs include the following elements in tracking each direct service e Date of Visit e Time of Visit only for the first postpartum visit e Provider Role e Type of Visit o Office Visit includes any visit at the CA office or any other CA office except Breastfeeding Clinics o Other Visit includes any visit on the street in a coffee shop in a neighbor s home a Healthy Baby site etc o Home Visit includes any visit in the home or in places like Villa Rosa which is semi permanent accommodation e Visit Length in minutes There are exceptions to the rule of always tracking visits in the record of Parent 1 For children in hotels or temporary shelters there may be no Parent 1 so visits in this exception only can be tracked in the infant s record There should be no screen or survey in these situations FF Home Visitors enter visits in the health record of Parent 1 FF Home Visitors include the following elements in tracking each direct service e Date of Visit e Provider Role e Type of Visit e Visit Length in minutes e Service Level o The HPECD database currently has no option to place families on Creative Engagement because all other levels of service are associated with a visit of some sort Creative Engagement does not involve a client visit so we hav
54. f a Referral Summary Report was generated using the provider selection and referrals for client records that are closed show up then the service provider has not been appropriately made historical Please correct these errors when found and ensure that all other entries are correctly completed If community area and or RHA and or Prov Territory are specified as criteria results will be limited to those referrals If no provider is associated with a referral it may mean that none was assigned or that the provider was made historical as the case was closed If a client has been associated with more than one service provider e g PHN and Home Visitor there will be a row for each service provider in the report The report prioritizes matching as follows Temporary Address 1st choice Primary Home address 2nd choice or Postal Address 3rd choice The report will not match to historical addresses or to errored out referrals HPECD DATABASE USER MANUAL 28 Date of direct referral to community area is not included in this report This report will display referral entries with any of the following two dates If they don t have these dates they will not be in the report e Date received at central intake e Date referred to community area Any referrals sent to the Prenatal Connections team have a PC prefix Any referrals sent to the Healthy Sexuality and Harm Reduction team have HSHR as a prefix Take this into account when interpre
55. f relevant documentation to the receiving RHA Sending administrative staff inserts routing note that the File in transit to new RHA for all members of the family Transferring clients to other Provinces Territories Countries 1 Sending nurse closes case activity in database makes previous staff assignment historical makes previous address historical adds new address if not already entered for all members of the family Sending nurse completes the Screening Form and Parent Survey and Summary Worksheet form and marks it Save and Mark Complete where appropriate HPECD DATABASE USER MANUAL 44 3 Sending nurse completes a quality check of paper health record and database entries to ensure that all entries are complete accurate and current 4 Sending nurse contacts receiving Province Territory Country and sends summary letter with copies of relevant documentation to the receiving Province Territory Country 5 Sending administrative staff inserts routing note that the File in transit to receiving Province Territory Country for all members of the family Receiving transferred clients from outside of the WRHA 1 Admin opens the family and registers them as necessary A PHN is assigned and a FF Home Visitor if eligible for the FF program 2 If there is a pre existing FF Screen it is entered by the PHN If the screen was positive a Parent Survey and Summary document is entered or completed Add a Ne
56. for the Families First Screen must be entered within a week of completing it A screen may have been started with a birth mother before an apprehension or adoption The FF number is entered into the infant record identifiers section if it should be linked such as in an open adoption An infant with an open adoption may have more than one screening number associated with them Save the form using the Save as Draft button until the final closure of the case or until you know that the form possibly minus the PHIN has been fully completed Completed By and Completed Date are only generated when the Save and Mark Complete button is pressed If the client is clinically positive or if no screen was completed then PHNs enter the data into the Clinical Positive or No Screen fields Instructions a These fields are mandatory and must be completed before saving e For this Baby is this a foster or adoptive parent e Families First screening number e Screened prenatally e Parent 1 postal code HPECD DATABASE USER MANUAL 39 b Completed By and Completed Date are populated once the Save and Mark Complete button is pressed This enters the name of the person who pressed the save and mark complete button This information is not used to report to Healthy Child Manitoba c Assessment Date refers to the date the FF Screen was completed d Assessed By is the name of the person complet
57. he validation manual merge routing note Central Intake Cl Referral Management and Distribution Process Role of Cl Most but not all referrals are sent to Cl by fax and mail and routed from there to the appropriate Province Territory RHA or office Cl records all referrals they receive in the database Cl distributes all referrals to the appropriate Province Territory CA and RHA in a timely manner Process for Referrals Received at Cl During the weekdays Central Intake will once again fax out the Winnipeg referrals by 8 30 so offices receive them by approximately 8 45 a m All referrals will be entered by 9 a m Cl Admin searches the database for a pre existing client For infant referrals it may be necessary to check the MFRN because the infant last name may differ from the parent s last name If a client s case activity was closed or had never been opened enter the relevant demographic elements or correct them before referring the client to a CA or an RHA If it is a family that is being referred or the referral is for a prenatal or postnatal client Cl usually only enters the woman s relevant demographics If a child s main caregiver identified on the referral is someone other than the mother their relevant demographics are entered Entry of any additional family members including infants who may be identified on the referral e g Postpartum Referral is the responsibility of the CA However if it is an Infant Referral C
58. her for each CA and saved as an Excel file on an encrypted memory stick o Late afternoon of every day of the week except Thursday the Referral Summary Report is run for the referrals for each RHA and CA from the previous Thursday to the current date and saved as an Excel file on an encrypted memory stick e For all CAs HSHR and PC o Inthe afternoon of the first Thursday of every week a complete Referral Summary Report to date is run for your CA and saved as an Excel file on an encrypted memory stick o Late afternoon of every day of the week except Thursday the Referral Summary Report is run for the referrals for your CA from previous Thursday to the current date and saved as an Excel file on an encrypted memory stick This information can be sorted and used to help in the determination of who should be assigned cases in the event of a CHR outage Notification For planned disruptions Manitoba eHealth will coordinate with the Population Health Initiatives Leader PHIL or designate Notice will be given at least 48 hours in advance The PHIL or designate has authority to activate the business continuity plan for CHR outage For unplanned disruptions of the CHR authority for activation of the business continuity plan will come from the Centralized Manager of Facility and Support Services or designate for Centralized Intake and from Team Managers or their designate for all other users The PHIL or their designate should be notified In co
59. how Table of contents gt Index tab gt Select L gt Language codes gt Language codes again e Interpreter Required indicates the need for an interpreter if the preferred language is Preferred Language If other specify 1 2 3 Interpreter Required Preferred Official Language Y other than English e Preferred Official Language refers to those times when there is no interpreter available The options are English or French In the event you have not yet asked the client what their Official Language is select Unable to Answer Select the appropriate language once the question has been asked Identifiers list the registration numbers used to identify an individual e PHIN refers to the Manitoba Personal Health Identification Number Temporary numbers are not accessible within the database Only register known PHINs s MERN refers to Manitoba Family Registration Number previously called MHSC Only register valid MFRN no temporary numbers can be issued e FFS refers to Families First Screening Number This number applies only to the child record and should not be registered to the parent s or guardian s record even though the screening form resides in a parent s record The number should be entered at receipt of a new live born infant or late entry child referral e File Number is automatically generated by the system and is a unique identifier for the cli
60. iew their paper documentation and entries into the database are complete before closing their portion of the paper health record They provide their portion of the health record to the case managing PHN Case Managing PHN reviews the Home Visitor HPECD Database records ensuring information is correctly entered current and complete PHN searches for and reviews all clients in a family they are closing This is intended to be the final quality check to ensure all data is 1 correctly entered 2 current and 3 complete All demographics service providers relationships perinatal episodes forms referrals and visits should be reviewed All forms should be Saved and Marked Complete Assigned PHN Closure Checklist 1 Demographics use Client Overview a Confirm demographics are current i e names gender identifiers addresses phone number b Ensure only the child has Families First screening numbers noted as an identifier In situations of apprehension or relinquishment or with multiple foster parents it is acceptable for a child to have multiple FF Screening Numbers noted in their identifiers section c Parents should not have a FF Screening number in their identifiers area d Mark all service providers as Historical To ensure inactive cases are not displayed as part of the referral summary report HPECD DATABASE USER MANUAL A2 e Relationships are accurate and up to date 2 Perinatal Episode Review all
61. information about the clinic only the information in the top part of the form but not specific information about clients continues to be sent to the person noted on the manual form found in Appendix A Families First Screen This page applies to everyone but primarily to Administrative Staff and PHNs It is only found in the record of Parent 1 In 2013 screening forms depression and or anxiety were captured in one field This has been split into two data elements in the 2014 form and intersex was added as an option in sex The database replicates the 2014 form so please be more specific in your response consistent with the 2014 form This may change the screening results If positive include replicate the 2013 score in the Parent Survey and Summary Worksheet Parent Survey and Summary Worksheet This page applies to PHNs with the support of Admin staff upon request It is always and only used when there is a numerically gt 3 or clinical positive Families First screen or when there is alate entry The Worksheet is only found in the record of Parent 1 This page allows a high level overview of the client s involvement and eligibility for Families First services Save the form using the Save as Draft button until the final closure of the case or until you know that the form has been fully completed Completed By and Completed Date are only generated when the Save and Mark Complete button i
62. ing Address Address Historical LZ Permanent F 87 Paulley Drive Winnipeg Manitoba Canada R2C 3K3 IS Ls Temporary IS 123 anywhere winni Manitoba Canada R2G 3K3 P A template is provided to add or edit an address that includes the following fields a Address type is mandatory Select from the drop down menu Address types include Permanent Temporary Physical Visit Under Care Vacation and Mailing Permanent temporary physical visit and under care addresses must be entered and current e Homeless people will not typically have a permanent address They can be registered to the temporary address at which they are staying b The mailing address indicator allows an address to be designated as the mailing address for the client without having to re enter the address Only one address can be designated the Mailing address at any given time Apartment Suite or Box Number Street Address Contractions such as Ave or St are acceptable City Includes East and West St Paul or other municipalities State Province Country Postal Code RHA CA NC Historical Address indicator is used to indicate that the address is no longer current Comments may be used to give special instructions relating to an address Last modified by is system generated Last modified date is system generated 622 ATT sSE gt 70Q0 Delete addresses should ONLY be used for Addresses entered in error To indicate an address that is no longer in use by
63. ing the assessment once the Save and Mark Complete button is pressed e Age for Parent 1 or Parent 2 If the parent s age is unknown enter it as 99 f Parent Survey Completed Date is the date the Parent Survey was completed not the date the data was entered g Parent Survey Completed By is the name of the person who actually completed the Parent Survey not necessarily the person who saved and marked complete h Family First Screen Completion Date is the date the Families First Screen was completed not necessarily when it was entered i Community Area is the community area of the permanent address If the person does not live in the Winnipeg Region then choose the blank option j Parent 1 is typically but not always the biological mother If the child is living with a parent or guardian other than the biological mother list the most significant guardian k Parent 2 is another significant person if any involved in parenting the child Ensure that every item that has been screened is noted as no or yes Do not check items that have not been screened m Clinical Positive Check only for those that are clinically positive and where the screen is not numerically positive n No screen Check only if it has not been possible to do a screen And provide the reason why screen was not completed Entry of the PHIN is an anomaly in that it must be completed on all Manitoba FF
64. insufficient information to identify a client with at least two unique identifiers e g PHIN full name date of birth create another client rather than incorrectly assuming that the client you found is the same one If at a later date you understand the two entered clients are the same person ask the Database Analyst to merge the files to create a single client chart If demographic information is suspected to be incorrect or incomplete among other sources consider use of eChart to collect relevant information Referral Summary All Referral Summary reports should be exported to an excel spreadsheet for further manipulation if necessary Any spreadsheet developed from this report is NOT PHIA COMPLIANT Electronic PDF versions of this report are also NOT PHIA COMPLIANT Electronic versions of these reports should not be saved except as noted in the business continuity plan Selection criteria build on each other The more specific your request is the more specific will be your output Keep in mind that the Referral Summary Reports will not identify any referrals received before June 9 2014 as these were not back entered If Provider is specified the results will be limited to referrals for the named service provider The report will not match to historical service providers If a client has been associated with more than one service provider e g PHN and Home Visitor there will be a row for each service provider in the report I
65. ion pump Nipple shield Nipple care Education Discuss medications Confidence building reassurance Refer to primary caregiver Other Details of other Supplementation Milk expression pump Nipple shield Nipple care Education Discuss medications Confidence building reassurance Refer to primary caregiver Other Details of other Clinic Date PHN name Community Area of Clinic Number Attending Group Issues Slow to gain Oversupply Not confident discussed in Decreased milk supply Prematurity Reflux group Sore nipples Failure to thrive Weaning Difficulty not Thrush Infant illness Weight check latching Plugged ducts mastitis Maternal illness Other Details of other Hydration Engorgement Medications Individual Information Given Name Surname Birth Date PHIN Permanent Northern Northern Northern RHA Interlake Eastern Interlake Eastern Interlake Eastern Prairie Mountain Prairie Mountain Prairie Mountain Southern Southern Southern Winnipeg Winnipeg Winnipeg Other Other Other Support person No Yes No Yes No Yes attended First visit No Yes I No Yes No Yes Infant age Days if lt month Days if lt month Days if lt month Weeks if gt 1 month Weeks if gt 1 month Weeks if gt 1 month Referred by PHN PHN PHN Physician
66. ip which is populated after saving the record The Active indicator is optional and allows a relationship to be designated as either active or inactive An inactive relationship is a once valid relationship that is no longer active e g a previous partner who is no longer in a relationship The Concerning indicator is optional and allows a relationship to be designated as concerning The Reason for Concern text field is about that particular relationship It is optional and may be used However it should never replace the SAFT Safety Plan or the Safety Alert form on the paper record An examples of where this may be used is where the biological parent has no legal right to contact their children Creating a relationship between one client to another also results in the inverse relationship being created As a result if a relationship is changed to be inactive the inverse relationship is also automatically inactive A client relationship entry cannot be deleted from the Client Record once it has been saved A saved Client Relationship Entry can only be errored out if added to the chart in error An errored out client relationship entry will be displayed greyed out and with a strike through on the Client Relationship summary page but will no longer be visible in the Client Overview Page Case Activity Section Change Case Activity Summary This page applies to everyone It is a view of all case activity Case Activity relat
67. iving together and co parenting but now mother is not parenting and no longer in the home If so re enter the Families First Screening Form and the Parent Survey and Summary if relevant to the new Parent 1 file b If achange in parents happens before 3 months have passed and there are new parents for this infant a new Families First screen may be needed Add the new screening number to the child health record The second screening number should be entered into the Other field as FF and then the number without any spaces after FF For example FF 2014469700 C If the change in parents happens after 3 months have passed and this is an entirely new set of parents and a Families First parent survey was completed Add screening number from the Program Tracking II Form to the child health record Mother declines service and we receive infant referral later We assume that any referral we receive was sent with consent An infant is not normally discharged before the mother If the situation is that the mother is discharged first she would usually be registered and case activity would be open on her If the mother declined service when she was discharged we may have no pre existing information about her But now that we have an infant referral we will have some information about the infant and the parent and open case activity for both If the infant was discharged a little later than the mother the case would be registered a
68. l enters infant demographics when necessary Relevant demographic information for existing clients is always updated from the Client Overview page Always check for a client record in the Client Search prior to creating a new account otherwise this can result in duplicate files New clients are added using the Register a New Client page Relevant demographic information to enter or update is noted below e Required in the Register a New Client page Last Name First Name Preferred Language Preferred Official Language Address Type Enter English as the preferred language if no other preferred language is noted Enter Unknown if Preferred Official Language is unknown Postal Code Gender Date of Birth PHIN MFRN Federal Service Number Insurance number for other provinces or territories or other relevant identifying numbers Phone number HPECD DATABASE USER MANUAL 33 e Address both permanent and temporary Ensure that the RHA field is identified and for Winnipeg region addresses that a CA is identified Typically referrals should be sent to the Province Territory CA or RHA of permanent residence unless a temporary residence is noted In situations where there is a temporary address the referral is sent to the Province Territory RHA or CA of temporary residence and permanent residence if rural We assume that any referral we receive was sent with the consent of the parent Hospitals should a
69. ll referrals to the appropriate PHN or FFHV CAs record all referrals that have been generated by them or that were sent directly to them and without being routed through Cl Some referrals are generated in or sent to CAs and routed from there to the appropriate PHN FFHV RHA or office CAs transfer all records to providers external to WRHA as necessary Community Area Entering and Confirming Demographics CA Admin do most of this data entry If this has not already been done by Cl they search the database for a pre existing client Ensure the relevant demographic elements are entered or corrected before referring the client to a PHN CA or to another RHA If it is a family that is being referred or the referral is for a prenatal client usually only the woman s relevant demographics are entered by Cl Admin If the referral clearly notes other persons who need to be included in the assessment or intervention also register them as clients e An example of a number of people who need to be registered is a referral from Bridge Care for a family with many children e Another example is a postpartum referral including a woman her husband and newborn infant HPECD DATABASE USER MANUAL 35 If the main caregiver identified on the referral is someone other than the mother that person s relevant demographic information is entered Other family members not noted on the referral and who have received an assessment or an intervention should be added to
70. lways confirm consent before sending referrals our way An infant is never discharged before the mother If the situation is that the mother is discharged first she would usually be registered and case activity would be open on her If the mother declined service when she was discharged we may have no pre existing information about her But now that we have an infant referral we will have some information about the infant and the mother assuming she consented to service and open case activity on both If the infant was discharged a little later than the mother the case would be registered and case activity would be opened at that time Prenatal referrals from Nunavut are sent to the Prenatal Connections team Any referral already followed postpartum where a connection was made by a Prenatal Connections staff member would also be routed to the Prenatal Connections team Any Nunavut postpartum referral where contact was not made prenatally by the Prenatal Connections nurse would be sent to that team to determine who will follow up Prenatal Connections or a community area team All referrals for the Prenatal Connections team have a PC prefix Opening the Case WRHA Clients Only For clients receiving services in the WRHA before searching or entering the referral information note if the case is open or closed in the Case Activity page If it is currently an open client nothing more needs to be done If a client is currently closed o
71. mber l Reports Client Label Reports Reports Admin primarily uses this report ns A e Client Record Label Report This report is used to generate identifying labels for use in a paper health record When hovering over the report a menu bar will come up with a pdf printer on it Press the printer icon and the file will be sent to a printer Load the printer with appropriately sized labels before printing The label size is 2 13 16 x 1 or Grand and Toy 99086 or Avery 45008 Client Record Label Report Client Client Case Referrals Visits Y E 6 103 X amp Collaborate Client Sumame Galecki Client Sumame Galecki Given Name Molly Given Name Molly Date of Birth 04 Dec 1989 Date of Birth 04 Dec 1989 Gender Female Gender Female PHIN 123456789 PHIN 123456789 MFRN 123456 MERN Z 123456 HPECD DATABASE USER MANUAL 26 4 Functional Use of the HPECD Database The notes for each function will provide an overview of how to document in the HPECD Database Universal Principles in Database Use Information in the database is legally considered to be a health record However the main health record for the client continues to be the paper record Documentation Standards In conformity with relevant information management standards with the exceptions noted in this guideline documentation in the database should be completed and current within 24 hours of data collection or s
72. me reporting is available to o manage referrals o manage work o track care to standards o improve the quality of our service Centralized benefits include s Able to engage in real time surveillance e Able to provide accurate and complete reports to funders s Avoid multiple methods of tracking referrals HPECD DATABASE USER MANUAL 5 2 Home Page Reports Referral Summary Report This report can be found in the Reports section of the home screen Everyone will be able to use this report This report will e Replace listing the names of referrals for that day in the daily fax transmissions to each CA e Assist with managing the central distribution process e g confirming all referrals have been processed helping to identify referrals being sent to out of region jurisdictions e Remove the need for binders or spreadsheets containing personal health information that identify assignments in both Central Intake and CA offices e Assist with managing assignment of referrals in each CA e Assist with identifying the location of health records e Assist with identifying the health care providers associated with each referral e Assist in identifying which health records should be opened or closed Although the database will follow client movement from one CA to another the report is not designed for this purpose Personnel This section will not be visible to most users in the Home Screen It allows the Database Administrator t
73. me that the referral was assigned to a PHN In Prenatal Connections team this also serves as a proxy indicator for the date the client arrived in Winnipeg e Referral Type Select the appropriate type of referral Important Any Referral Type starting with PC is being sent to Prenatal Connections to manage and any Referral Type starting with HSHR is being sent to the Healthy Sexuality and Harm Reduction Team to manage HPECD DATABASE USER MANUAL 34 e Referral Source Select the appropriate source of the referral If we are receiving the referral from a hospital we can assume that the referral is coming from a nurse unless otherwise noted e Referring Discipline Select the appropriate referring discipline of the person making the referral Referring discipline from hospitals is always a nurse unless explicitly stated otherwise The hospital nurse offers a PHN visit and makes the referral to WRHA e Referral Note This is a practical place to enter additional information You have to enter a referral and save it first after which you can access the Referral Note Use this for referrals for multiple births For example Infant A Doe or if you have the name John Doe Infant A There should be a second referral for Infant B entered the same way just with Infant s B information The only difference to the process noted above is for clients who receive services outside of the WRHA They always are ente
74. mmunication with eHealth within the first half hour of the unplanned disruption it will be determined if the problem can be fixed within another 60 minutes If it is determined that the disruption will be longer than 60 minutes then a plan will be activated to move the business to the unbroken environment to allow staff to document in that environment Activation The individual that takes responsibility for activating the business continuity plan will instruct all staff on shift by e mail voice mail or in person to activate the business continuity plan for the CHR and to change from electronic processes to paper until further notice If the CHR is not available to Cl then Cl will notify all CAs PC and HSHR by email or fax If CHR is not available to CAs PC or HSHR these sites will inform Cl by email or fax Standard Procedures in the Event of a Disruption of Service PPH Cl and Weekend Services 1 Referrals will be assigned to a site by first looking at the backed up excel files see Phase 1 and the postal code conversion file on Insite to determine CA of assignment 2 On regular work days referrals will be faxed to CAs HSHR and PC using a fax cover sheet to summarize the referrals sent 3 Paper copies of the following forms will be maintained by the Admin staff for entry at a time when the database is up and running o Referrals sent to CAs PC and HSHR o Fax cover sheets that summarize referrals sent to CAs HSHR and PC HPE
75. name is Jessica Smith HPECD DATABASE USER MANUAL 8 First Name e Use Infant for the first name of a newborn who has not been named e g Infant Smith The Gender options are e Male e Female e Undifferentiated used for infants whose gender is ambiguous or other than male or female at birth e Unknown Date of Birth for parent records and relation records only can be left blank if unknown Note estimated or unknown when those apply However date of birth should be completed accurately whenever possible and should always be completed for the newborn infant The language section follows the anticipated WRHA language standard which has not yet been approved WHO Provider Patient Response Provider Patient Response Provider Provider WHAT WHY How well do you speak English Not Well or Not at all Well What language do you want to receive your services in If we cannot provide Services in French we will try to provide you with an interpreter in French or in another language Do you speak any other language well Implied interpreter would be provided in the other language Spoken well if interpreter in French is not available HPECD DATABASE USER MANUAL Record response Well or Very Well When direct services are available in English or French which language do you prefer Record one of three possible respons
76. nd case activity would be opened at that time The referral is associated with the parent that consented to the referral Deleting Duplicate Clients Caution Once a client record has been deleted from the database all information will be lost and cannot be retrieved Careful attention must be utilized to ensure client information is not lost from the reporting system There is no merge function currently available in the HPECD to merge duplicate records therefore the process of dealing with duplicate chart records entered into the system will be a manual process When a duplicate record is discovered 1 Validate that the record is a true duplicate by verifying client name PHIN MFRN DOB gender and relationships HPECD DATABASE USER MANUAL 31 2 Once verified that the chart entry is a true duplicate proceed with deleting the duplicate chart entry as follows a The original first client chart entry should not be deleted and should be the entry that is retained in the database EXCEPTION If this is a child s record ensure that the record you want to delete is not the entry associated with a perinatal episode If it is associated with a perinatal record then it CANNOT be deleted as this would delete the original perinatal episode In these cases it may not be possible to retain the original chart entry b Open the Client Names tab in the duplicate chart entry c Insert an asterisk symbol at the beginning of both th
77. o work with Personnel information add new Personnel assign user groups and reset passwords This section is restricted to eHealth only Team Managers should provide quarterly updates to provide correct years of service based on partial EFTs or time away from work e g leave of absence Every public health staff member currently contributing to or making use of the database is added e Select Active e Select Is a provider for those who are providers who are assigned to client care The primary ID number is the SAP number s Select roles from the drop down list e Enter their Last Name and First Name e Add the SAP staff identification number e For FFHVs and Supervisors add their start date e Adjustments are made in years or service or fractions thereof Negative adjustments are made when someone is on leave e g maternity leave extended sick leave Positive adjustments are made when someone comes to the position with previous experience Years of Service and Years of Lead Role are automatically generated after saving the start date and any adjustment Please create adjustments as necessary to the level of the second decimal 1 month 0 083 2 months 0 17 3 months 0 25 4 months 0 33 5 months 0 42 6 months 0 5 7 months 0 58 8 months 0 67 9 months 0 75 10 months 0 83 11 months 0 92 e The calculation of Years of Service or Years in Lead Role is completed by pressing save e You can see if
78. porary address if any of the client at time of referral There must be at least one of either a permanent or temporary address at time of referral HPECD DATABASE USER MANUAL 18 For LATCHR values reported to us as between 1 2 enter the lower number Date Discharged if different is the date the infant was discharged if the infant s date of discharge was different from the mother Breastfeeding at Discharge on the postpartum referral refers to the mother s discharge not the infant s if it is later This field is normally reported on the PP referral If it is not then the client will provide this information Breastfeeding at First PH Contact refers to breastfeeding status at the time of the first PH Contact and should be completed by the PHN At this time PHNs are not expected to note breastfeeding at two weeks and at six months After saving the information about the infant you will be presented with a button to allow you to Create Child Client Record and include the address If selected the address of the person in context will then be added to child s record Client records generated by pressing Create Child Client Record after entering data into the Birth Episode sub area of the Perinatal Episodes page will also create a relationship between that infant and its biological mother Client Relationships This page applies to everyone Admin will enter the relationships identified on the ref
79. prenatal and birth episodes 3 Referrals All referrals in the client record should be noted and complete in the database do not forget to include self referrals and community generated referrals 4 Visits All visits by PHNs Outreach Workers and FFHVs have been entered and are completely entered 5 Families First Screening Form a Only Parent 1 should have the form or forms in the event of multiple births or previous children in their record If the form has been associated with any other parent it needs to be errored out and entered into Parent 1 s record b Should be reviewed in detail checked for errors and should have been saved and marked complete c If the form has errors and has been saved and marked complete you will need to reopen the form to avoid having to transcribe it again 6 Parent Survey Summary Worksheet a Only Parent 1 should have the form or forms in the event of multiple births or previous children in their record If the form has been associated with any other parent it needs to be errored out and entered into Parent 1 s record b Should be reviewed in detail checked for errors and should have been saved and marked complete c If the form has errors and has been saved and marked complete you will need to reopen the form to avoid having to transcribe it again 7 Breastfeeding Clinic a Appointment Summary s b Only Parent 1 should have the form o
80. providing service or whom we are looking for to provide service 3 Birth Episode The only person for whom a birth episode can be entered is the biological mother In situations where the child was apprehended or relinquished at birth we would not create the child record from within the birth episode We would not do this is because we are not providing service to the infant associated with that mother 4 Relationships _ It will be important to create and update all relationships that we know about Sometimes we will be able to link biological mothers to their children where open adoptions have occurred and the biological mother has ongoing involvement with the child It is acceptable to include the relationship of the biological mother and infant even HPECD DATABASE USER MANUAL 30 if the apprehension is permanent The relationship information between a biological parent and infant can be errored out if we learn about a new relationship between the apprehended infant and a new parent in a closed adoption This information would not be errored out in an open adoption It is understood that errored our relationship information still shows up as crossed out text if you view historical relationships It is also acceptable to add the MFRN of the biological mother to the infant s record If we become aware of a new relationship between the infant and a new parent we can change the MFRN to that of the new parent The formal health record is the pap
81. r Infant Referral Client Client Case ben Perinatal EE anis Les Activity Referrals Visits pas ie lf there is a date it means we have been l lf there is a date it means we have Phe prenatally been involved postpartum HH Add X Error Out Al Show History eee S 30 04 2014 Estimated delivery date Date of Birth pFFirst Born For Episode lay 22 04 2014 12 0 If the pregnancy has been registered in the database an Estimated Date of Delivery will be noted To add a new Birth Episode related to a Prenatal Episode open the relevant Perinatal Episode and push the Add button in the Births section We may become aware of an infant or of one or more births related to a particular pregnancy without previous information about the pregnancy In this case open a Perinatal Episode and press the Save button without adding any information about the pregnancy to add a Birth Episode In the event of multiple births more than one Birth Episode may be entered for any one pregnancy Note that for multiple births the oldest birth is the only one displayed on the Perinatal Episodes page in the column titled Date of Birth for First Born for Episode Permanent Address refers to the permanent address if any of the client at time of referral There must be at least one of either a permanent or temporary address at time of referral Temporary Address refers to the tem
82. r a permanent or temporary address at time of referral e Permanent Address refers to the permanent address if any of the client at time of referral e Temporary Address refers to the temporary address if any of the client at time of referral When aware of the pregnancy refers to the woman s awareness of the pregnancy Gravida and Para are based on the woman s status during pregnancy Estimated delivery date is the date the woman reports to you HPECD DATABASE USER MANUAL 17 First Visit Date is the date the PHN visited or made a direct contact Permanent Address is the date noted during prenatal service Temporary Address is the date noted during prenatal service A permanent or temporary address fields is required even if no prenatal service is provided Birth Episode The purpose of the Birth referrals or births we have Prenatal Episode become aware of through other means Permanent Address v A Birth Episode can only Temporary Address _ El be entered if a prenatal When aware of pregnancy episode has been saved Gravida even if there is no prenatal service Please note that a Para permanent or temporary Estimated delivery date address fields is required even if no prenatal service is provided Birth Episodes First visit date Most of the data for the transcribed directly from the Date of Birth Gender Postpartum o
83. r forms in the event of multiple births or previous children in their record If the form has been associated with any other parent it needs to be errored out and entered into Parent 1 s record c Should be reviewed in detail checked for errors and should have been saved and marked complete d If the form has errors and has been saved and marked complete you will need to reopen the form to avoid having to transcribe it again Remember to look for and close the case of all other family members who are no longer being served PHN Closes Case for all family members Then press Save PHN writes closure note in the paper health record PHN provides paper record to admin Admin confirms case activity is closed in HPECD Database Admin returns the chart to the PHN if the PHN has not closed the activity in HPECD Admin adds a routing note to identify chart location Entering a PHIN on a Closed Record We do want the PHIN entered for all children born in Manitoba It may take a number of months to find this number When available the child s PHIN should be entered into the Identifiers section as well as the Families First Screening Form Nurses may close a file without a child PHIN But they need to advise admin staff about which closed files still need child PHIN number Admin will enter the PHIN number in a timely manner when it becomes available HPECD DATABASE USER MANUAL A3 Admin will n
84. r was never opened open the client by selecting the Open Case page and press Save and Return Clients who never receive services in the WRHA are never opened and are only visible within the Inactive Record Status when performing a Client Search Searching and Entering Referral Information CI Admin reviews the referral summary to determine if this referral has already been entered If it has been entered send a note on a fax accompanying the referral stating this referral appears to be a duplicate and request that the CA staff confirm that it is before destroying it If it is a client receiving services in WRHA and not already open document the new referral entering data in these fields e Referral Status If it was already an open case then select Current Episode If it originally was a closed or never opened client select New Episode e Date and Time of Discharge Is entered if it is a postpartum referral Only date is entered if it is an infant referral e Date and Time Received at Central Intake Note the date and time of receipt in Central Intake e Date and Time Referred to Community Area Is system generated when you press save and return It is meant to identify when Central Intake sent the referral to the CA or when the CA generated the referral if it was not routed through Central Intake e Referral Received By Is location to whom the referral is sent e Date and Time Referred to PHN Is the ti
85. rea for all members of the family When the file is received receiving administrative staff deletes or removes the desk note that the file will be received Admin ensures that a new PHN has been assigned to the client files for all members of the family Whoever assigns PHN adds the new provider providers in the event of a Families First family to the client files add routing note regarding new location of the file and opens case activity for all members of the family Transferring client to other RHAs 1 Sending nurse closes case activity in database makes previous staff assignment historical makes previous address historical adds new address if not already entered for all members of the family Sending nurse advises the receiving office administrative staff of the transfer Follow the Guidelines for Transferring of Families First Families between Regional Health Authorities where relevant Sending nurse completes the Screening Form and Parent Survey and Summary Worksheet form and marks it Save and Mark Complete where appropriate Sending nurse completes a quality check of paper health record and all database entries to ensure that all entries are complete accurate and current Sending nurse contacts receiving RHA with summary letter and includes families first screen parent survey if any discharge transfer summary form if active in the Families First program and any copies o
86. red as a New Episode in the referral status field We track all referrals in the system except those are identical and have obviously been resent in error The purpose for doing so is to allow us to improve referral process especially for prenatal referrals For twins who are sent to us as infant referrals we would track them as two referrals For twins in a postpartum referral we would treat them as one referral even though it was on two pages Faxing the Referral Once the data has been entered and the case activity updated as required referrals are faxed to the CA or RHA with a cover sheet identifying the number of pages All paper referrals are filed by date and kept for the current year plus one year Cl may batch referrals to a CA but delays in sending these referrals should not exceed 30 minutes from the automatic time stamp when they enter the referral information Community Area CA Referral Management and Distribution Process The day s referrals routed through Cl to a CA should be determined by using the Referral Summary report Although faxed referrals can be received earlier run the Referral Summary Report at 9 am This report should be run by CA Admin at least twice daily at 9 a m and at the end of the afternoon The report should include the relevant CA and time frame being queried The faxes received should be compared to the outputs of that report If faxes are missing contact Cl Admin CAs distribute a
87. s pressed Assessment Date refers to the date the Parent Survey was completed Assessed By is the PHN who completed the Parent Survey Screen Complete Date is the date the Screen was completed Families First Screening FFS Form ID Number is the number from the original paper screening form that is kept in the client record Families First Screening Score is the score from the Families First Screen Screen Clinical Positive is the opportunity to identify if this was a clinically positive screen or not The Reason for no Screen must be entered if no screen was completed HPECD DATABASE USER MANUAL 24 Parent 1 is typically but not always the biological mother If the child is living with a parent or guardian other than the biological mother list the most significant guardian Parent 2 is the second most significant person involved in parenting the child Parent Survey Total Score is automatically generated for each parent Survey Clinical Positive is the opportunity to identify the family as a clinical positive despite a negative numerical survey Reason survey was not completed must be completed if the survey was not completed Date enrolled represents the date any disposition was assigned to this family If the survey was not completed then no disposition or disposition date is required The date enrolled date of disposition is the date that any of thes
88. t identifies that a correction will be required to the address When the Postal Code error is corrected the note can be removed When a postal code is suspected to be incorrect check either http www canada411 ca area code lookup or http www canadapost ca cpotools apps fpc business findByCity execution e1is1 If a postal code is attributed to the wrong community area or if it is not yet in the database email the Service Desk to ask them to correct it or add it to the database eHealth Service Desk will make these changes in the database once they have confirmed it is needed Once the change has been made by eHealth and the incident resolution email is sent correct the postal code in the client record Staged Postal Codes for Each Community Area The list below represents those 12 postal codes and their community area assignments They do not identify a neighbourhood cluster PCODE CA_Name NC Name verdate code ROROR1 10 RS JAMES sen JAMES 2011 06 01 sco sen ROROR2 L moll 02 ASSINIBOINE 02 ASSINIBOINE SOUTH aad A 2 Gc GARRY il ce D RL Li iad ope per TONER ER ONCE RE perane RE PE dd 2 neces AA peer A dl O a Rs CN RCD ge aul D HPECD DATABASE USER MANUAL 15 2011 06 01 PCODE CA Name NC Name verdate code ROR1RO pr g US DOUGLAS g eee DOUGLAS pee 06 01 RORIR1 LE sans SI 06 01 ROR1R2 LE E PER HEIGHTS TS RIVER HEIGHTS ES Service Providers This page applies to everyone
89. t is a requirement of all electronic information systems that the person making all additions deletions or changes are tracked as well as the time these occurred HPECD DATABASE USER MANUAL 47 New staff will not be able to select themselves as a Service provider until they have been given access to the database This will make it impossible to select their name in visit tracking or in any other tab that requires this functionality The staff person is responsible for keeping a list of the items they are unable to complete They must back enter it when they receive access to the database 8 Plan In the Event of an HPECD Database Outage Business Continuity Plan Scheduled Outages The database will be shut down every Tuesday morning from 0300 hours to 0700 hours File System and Data Disaster Recovery This plan is developed to address issues such as e planned or unplanned outages of the HPECD Database The HPECD Database is part of the Collaborative Health Record CHR e severed data cables or e other unforeseen disruptions caused by humans or the environment All Population and Public Health PPH teams in Community Area CA Prenatal Connections PC Healthy Sexuality and Harm Reduction HSHR and PPH Central Intake Cl Weekend Services will be using the CHR For the purposes of this plan there will be one protocol for PPH Cl and another for all other services Overview of System Design The CHR is housed at the Air
90. tal number of FFHV home visits counts only Home Visits not Other Visits We will be reporting all FFHV visits to HCM directly from the Visit Tracking Summary As for the Total number of FFHVs we report only the HVs who have been visiting the family that are associated with WRHA So the number of WRHA FFHVs should be correct in the automatically filled fields HCM adds those FFHVs who visited in previous RHAs as well as visits before they arrived in the WRHA Date of Discharge must be completed manually upon discharge of the family from the program Reason for Discharge must be completed manually upon discharge of the family from the program Other Reason Notes must be completed manually if the Other reason was selected Family s Service Level at Discharge must be entered manually into this field upon discharge of the family from the program HPECD DATABASE USER MANUAL 25 Postal Code at Date of Discharge is a required field and reflects the postal code of the family at date of discharge from the FF program a Form Save and Mark Complete Save as Draft Client Overvi Section Navigation Check For Errors gt Print Signatures Signatures of Persons Marking Assessment Complete Completed By Date Survey Section Help Assessment a Assessment Date Details b Assessed By c Screen L Date d Familes First Screening FFS Form ID Nu
91. the client select the Historical Address indicator The Mailing address indicator box is optional and allows an address to be designated as the mailing address for the client without having to re enter a different Mailing address Only one address can be designated as the Mailing address at any given time Postal Codes Type are mandatory Street Address City State Province Manitoba HPECD DAS Canada 14 Postal Code RHA Apartment Suite or Box Number Community Neighbourhood Cluster This enables HPECD to generate a Community Area and Neighbourhood Cluster Entering the Postal Code will automatically generate the Community Area and Neighbourhood Cluster A Important If a postal code is not in the postal code conversion file no Community Area or Neighbourhood Cluster will be generated If the postal code is incorrectly attributed to a Community Area or Neighbourhood Cluster in the postal code conversion file the wrong Community Area or Neighbourhood Cluster will be generated Community Area and Neighbourhood Cluster are required to do our work and to create reports The Process for Incorrect or Absent Postal Codes For the purposes of routing the referral to the correct community area and of allowing temporary data entry it may be necessary to enter a staged postal code To determine the appropriate neighbourhood reference the attached staged Postal Code listing Include a note tha
92. the neighbourhood resources and challenges Geographic assignment may also significantly reduce travel time e Timeliness of service is based on the ability to provide service The distribution of work should take into account the nurse s planned and unplanned time away from work and other ongoing work assignments such as Healthy Baby groups Training New Staff As soon as possible Managers should request access and submit the relevant documentation to the eHealth HelpDesk Get the form at http services manitoba ehealth ca acctManagement html Use of the database is an integral part of the work of all staff Untrained staff will eventually need formal training from CSIS in use of the database Monthly training will be posted on the Orientation web page http www wrha mb ca extranet publichealth orientation php and registration requests can be emailed to CSIS_support wrha mb ca In the meantime untrained staff should pair up with experienced staff to learn how to use the database to do their work They should also attend any scheduled training opportunities because we want to ensure that all staff knows how to enter data that is current accurate and complete In the event the new staff member does not have their HPECD database access yet another staff person can entering data on their behalf This individual must sign and date an entry describing what they added deleted or changed in the database within the client s paper chart I
93. their own screening numbers The FF Screening number is entered as an identifier for all live born children and for all late entry children where the original screening number can be found The screening number can be taken from the Program Tracking II Form if there is no original screening number If the number on the Program Tracking Il Form is being used the form should be kept in the paper record but not faxed to HCM The FFS number is added to the Client Identifiers infant or child s identifiers area at the CA level usually by Admin when they open the client A FF Screening form is added to and retained in the paper record as a permanent record of all screen information In the event of multiple births e g twins triplets or sequential births e g someone who had another birth 10 months later generate additional Families First Screen forms normally in Parent 1 s record Add the FFS number in the infant s demographics After entering the Identifiers tab press the add button then type the letters FFS in the new row in the Identifier Value column It is important that this label is accurately typed because if it is not it will interfere with searching by FFS and also interfere with reporting Then type in the FFS number in the Value column FF Screening Form PHNs complete the paper screening form keeping the original in the client record and enter the data into the database All data
94. ting reports Y Zoom iE C ware Th Y E 75 z dl Collaborate A Sign 5 e Find Referrals Summary Report Between none and none for staff All for community area All for RHA All for province terntory All Date amp Time Received Date amp Time Ref RHA ProviTerritory Staff Assignment Referral Type File Number Surname Given Name at Central Intake to Community Area Referral Status Manitoba Breast Feeding 3 Claus Jessica 25 Feb 2014 09 40 New Episode Winnipeg Manitoba Three FFHV Breast Feeding 4 Pratt Paula 08 Jan 2014 00 00 08 Jan 2014 12 17 New Episode Winnipeg Manitoba Nurse PH Breast Feeding 4 Pratt Paula 06 Jan 20 14 00 00 06 Jan 2014 12 17 New Episode Winnipeg Manitoba Community Area 7 Pratt lincon 12 Jan 2014 08 00 12 Jan 2014 19 26 New Episode Winnipeg Manitoba Community Area 2 Galecki Molly 28 Feb 2014 00 00 28 Feb 2014 09 07 New Episode Winnipeg Manitoba Three FFHV Post Partum 4 Pratt Paula 29 Jan 2014 11 03 New Episode Winnipeg Manitoba Nurse1 PH Post Partum 4 Pratt Paula 29 Jan 2014 11 03 New Episode Winnipeg Manitoba Three FFHV Prenatal 4 Pratt Paula O7 Jan 2014 00 00 28 Jan 2014 16 39 New Episode Winnipeg Manitoba Nurse PH Prenatal 4 Pratt Paula 07 Jan 2014 00 00 28 Jan 2014 16 39 New Episode Referral Summary Reports are displayed as a PDF unless another option is selected If you intend to manipulate data select Excel 2007 or later To sort information in the report e Highlight the rows in
95. to three sections Section 1 discusses the purpose use data sharing and benefits of the HPECD Database Section 2 is an overview of the items that may be visible from the Home page depending on the user s role Section 3 has an overview of each Database Page or Form Keep in mind that there is also an online help menu associated with each page or form Section 4 reviews the functional use of the database When considering functional uses please review the documentation for the relevant pages or forms in section 2 Section 5 is the plan In the event of an HPECD database outage the business continuity plan 1 HPECD Database Overview Purpose The HPECD Database is not considered to be the primary client record The HPECD database will e Help manage the HPECD referral process within the Winnipeg Health Region e Help manage the referral process for all births infants and perinatal women and families that have received care in the Winnipeg Health Region and require referral to other RHAs and provinces for Public Health services e Help manage WRHA Population and Public Health staff work That is it will assist in distribution of work e Eliminate PHIA non compliant staff to client tracking systems e Help us understand the need for distribution of regional staff e Comply with legislation to generate required reports to funders e Track service in relation to standards e Improve program monitoring e Provide a repository for surveillance e Tra
96. tral Intake allows us to measure the speed and frequency of referral processing Date and Time Referred to Community Area This field is generated by the system when opening this page It gives a close approximation of the time and date when Central Intake sent the referral to the CA It also includes the date and time of referrals that are not routed through Central Inake e g Late Entry The date and time stamp may be overridden The data entry in Add a New Referral should occur within 30 minutes of faxing the referral to the community area This field must have a value in it but is ignored for referrals that are generated in the CA Date of discharge from Referral Status hospital or BC Automatically date and time stamped to determine timeliness of referral processing from Cl and CA Used for PHN referral Time Apate and Time of Discharge Date and Time Referral Received At Central Intake Date and Time Referred to Community Area 09 10 2014 01 11 Referral Received by Date and time E referral was Date and Time Referred to PHN E recieved at Central Permanent Address Intake Temporary Address Referral Received by refers to 1 the location in an RHA outside of WRHA that a referral was sent to from Central Intake or 2 in the WRHA it refers to the CA or Centralized Team that the referral was sent to from Central Intake or 3
97. ublic health follow up We share referrals that are logged in the database with other RHAs Provinces and other jurisdictions so that they can arrange appropriate health care services Manitoba eHealth will generate a quarterly abstract for Healthy Child Manitoba This sharing of data is required by the Healthy Child Manitoba Act Population and Public Health staff may share information collected in the database with Child and Family Services staff or with parents or guardians as required on an ad hoc basis as required by the Child and Family Service Act Benefits Benefits of the HPECD database include e PHIA compliance e Information available closer to real time e Reports can be generated by RHA CA or provider e Data available for research and evaluation e Improved human resources and cost management e g staffing to demand or need overall surge capacity timing content and type of training e Able to support centralized referral if implemented e Able to support Baby Friendly requirements e Database can be modified as necessary over time e Avoid paper based reporting Central and Community Area benefits include e Easier distribution and tracking of referrals e One system is used to track all referrals and case file e Can dispense with various referral tracking systems some of which are not PHIA compliant e Data entry is by the provider not paper based resulting in o Fewer transcription errors o Fewer data losses e Real ti
98. use they were discharged reopen the form and delete all information associated with the previous discharge and continue using the form as if the original discharge did not happen When a family is transferred to another RHA to continue receiving FF services Discharge them from the program and note the Reason for Discharge as Other Reason In Other Reason Notes write exactly Transfer to another RHA The Discharge Transfer Summary form is used to transferring a client to another RHA for their benefit only It is not faxed to HCM All transfers within the WRHA do not require use of this form The Survey and Summary Worksheet replaces the Program Tracking II Form for all children Please note that due to a design flaw total visits counts only Home Visits not Other Visits We will be reporting all FFHV visits to HCM directly from the Visit Tracking Summary The database will replace all faxed forms to HCM and all reports with the following exceptions Monthly Supervision Summary continue to Telefax this form Home Safety Form continue to Telefax this form Case Management Worksheet Towards Flourishing Monthly Summary The Family First Screen form is retained in the client health record but not faxed to HCM The Discharge Transfer Summary form is used to transferring a client to another RHA for their benefit only It is not faxed to HCM Breastfeeding Clinics PHNs collect this information on
99. w Staff Person or Change Information about a Staff Person Only eHealth staff has access to this functionality When new staff including PHNs Home Visitors Outreach Workers or Managers need to be added use the ACMT form You can add new personnel or delete them from your office using this form Change Password To change passwords use the Change Passwords page found under User Preferences in the side bar Weekend Services Process On weekends or holidays the role of admin and of PHNs is somewhat modified Some data entry needs to be prioritized by admin so that PHNs are able to enter visits tracking information into the database before they leave for morning visits Because Admin are not there at the end of the day PHNs will need to enter some data as well Based on the premise of fair distribution of work it is recommended that any referrals that are not already assigned to a PHN are assigned to the weekend services PHN normally working in the CA or CA pairing corresponding to the client s address It is recommended that where possible this weekend services PHN would be that client s primary nurse in the CA and that this client not be handed off unless that did not conform with local area distribution systems e g neighbourhood cluster distribution As a priority first thing in the morning Admin will e Search for update or enter registration and referral information for Parent 1 typically the mother
100. which a client is currently staying It is a temporary address These clients don t often have a permanent address Opening a WRHA Case When searching for WRHA clients note if the case is open or closed in the Case Activity page A Important All members of the family served need to be opened including infants noted in Postpartum referrals If it is currently an open client nothing more needs to be done If it is a client who is currently closed or was never opened open the client by selecting the Open Case page and press Save and Return Searching and Entering Referral Information Central Intake or Community Area Admin reviews the referral summary to determine if this referral has already been entered We are tracking time of discharge through to the time of first contact to evaluate how we are meeting our contact after postpartum discharge standard We have had a number of standard related occurrences Sometimes we are unable to meet the standard due to the delays of others and sometimes the delays are due to our own delays The purpose of most of the fields is to identify delays in one of the handoffs We track time of client discharge time of receipt at central intake time referred to the community area time referred to a PHN and then time of first contact with client If the client was not currently open document the new referral entering data in these fields e Referral Status If it was alrea
101. who provided service should be listed within the Service Providers tab Anyone who is not the primary or current temporary service provider should have a checkmark within the historical column This provides program the ability to determine the level of continuity in client care which is important for developing a relationship Service Providers tab is a quick overview of all those who have provided care to this client It will be useful to have a record of all historical service providers However if you enter a service provider in error you can delete the entry from a given client s file If you select to delete a Service Provider you will be prompted with a message validating the deletion giving you the option to approve or cancel the transaction An individual Service Provider entry will consist of the following fields e Provider Full Name populated by the system when the user selects a specific provider e Role populated by the system when the user selects a specific Provider Relationship identifies the type of professional HPECD DATABASE USER MANUAL 16 e Historical Provider indicator may be used to indicate that the service provider no longer serves that client Client Client Case lais Edit rch Overview Activity Referrals Visits Mi dar Relationship Nurse Name Role Nursei PH Service Coordinator Nursing Phone Numbers Work 204 986 3958 Preferred
102. y Admin will enter most of this information on opening a case but others may update this information as it becomes known to them Predefined identifiers include HPECD DATABASE USER MANUAL 12 e PHIN e MFRN e FF Screen Number So we can generate reports this number is only entered on a live born infant or late entry child s health record o Late entries have a screening form if they were born in Manitoba If the late entry was born outside of Manitoba a screening form should be completed to the extent possible For late entry families the documented FF screening number is the original infant screening number or from the paper Program Tracking Il Form if there is no original screening number If the number on the Program Tracking Il Form is being used it should be kept in the paper record but not faxed to HCM e File Number This number is uniquely system generated for every client registered in the database e Federal Service Number When using include the name of the identifier as well as the number e Nunavut Health Number e Ontario Health Number e Other can be used for other provincial or territorial numbers or treaty numbers Personal Details This page applies to everyone Admin will enter all available information when opening a case but PHNs or Home Visitors may update this information as it becomes known to them The Personal Details page does not require that you maintain a history of changes Information

HPECD Database User Manual - Winnipeg Regional Health Authority

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