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OVERVIEW
UPMC Web Based Database Definitions
Print On Demand (POD) - Files are printed from workstations on an as needed basis
My Print Request (MPR) - Files are ordered in bulk through the MPR Catalog
POD and MPR have not been managed congruently over time, resulting in multiple versions of files, often times outdated, duplicated, and concerning.
The following is an example of what exists in POD and MPR
POD Data Overview
Print On Demand Tracking DataModification Threshhold
(Years)2 2 Click Count Threshhold
Total Unaccessed Files 1045 19%
Upload Data Threshhold (Years) 500
Total Files 5616Total Unmodified Files 68%3816
Print On Demand Data
1372
Modified Within 2 Year(s)
Modified More Than 2 Year(s) Ago
2020
3596
Upload Data Overview Modified Data Overview
7%
4153
417
Accessed Data Overview
Total Files Accessed 500 Times or Less
Total Files Accessed At Least 500 Times
% Accessed At Least 500 Times
Total Files Uploaded Less Than 2 Year(s) Ago
Total Files Uploaded More Than 2 Year(s) Ago
36% 8%% Uploaded Within the Last 2 Year(s)
% Modified Within the Last 2 Year(s)
428
miltonse
Typewritten Text
Data shown as of 11-1-2013
miltonse
Typewritten Text
miltonse
Typewritten Text
POD IMPLEMENTATION PHASES FOR RESTRUCTURE AND USE Phase 1: Clean up
• Archive unused files into an INACTIVE folder
Phase 2: Duplicates • Remove all duplicate files
Phase 3: Naming Structure • Create a uniform naming structure for all files uploaded to POD
Phase 4: Upload Process • Create a standardized process for uploading files into POD
Phase 5: Consolidation • Streamline system-wide forms approach
Phase 6: Integration (POD-MPR) • POD / MPR with like identifiers
Phase 7: Maintenance • Outdated and inactive files
Phase 8: Wish List • Changes to enhance:
• Processes • Production • Technology
INITIAL CLEAN UP
Archive unused files into an “INACTIVE” location
Create an “Inactive” folder • Location to archive unused files • Files purged from here once “expired” • Viewable by Admins only
DUPLICATE SAMPLES FOR COMPARISON
POD only – Multiple Versions
• Consent for Mental Health-Drug and Alcohol Treatment, Payment, and Health Care Operation-Large Print
POD / MPR – Multiple Versions
• Universal Invasive Procedure Protocol Form
• Consent to Surgery or Special Procedure Package
• Authorization for Release of Protected Health Information
• Consent to Blood or Blood Products
• An Important Message from Medicare
STRUCTURED NAMING SYSTEM BENEFITS
U S E R
• Ease of locating files
• Reduced risk of printing incorrect or old files
• Streamlined searching
A D M I N I S T R A T I V E
• Simplified reports
• Simplified file clean up
• Reduced risk of duplication
• Simplified file system
STANDARDIZED NAMING STRUCTURE What exists in MPR can be utilized to create a similar naming structure for POD
Current MPR Naming Structure - Unique Identifier -
Current POD Naming Structure
HOSPITALCODE-FORMCODE-REVISIONDATE No uniform naming of filing structure Example file with typos and or naming discrepancies: Consentto Blood.or.blood_Prodcts
• Could cause many problems and multiple versions
HOSPITALCODE – Identifies the group that will be using the file FORMCODE – Unique 4 digit number within the HOSPITALCODE REVISIONDATE – Date the file was last updated
UPMC-0001-1113 -(M)(P)(I) Consent to Blood or Blood Products
Unique Identifier Database Code Form Title
Standardized Naming Structure – MPR & POD
Database Code: Identifies all locations the form can be located • M: My Print Request • P: Print On Demand • I: Infonet
RESULT OF NAMING
A test file is uploaded into POD
File is added to the Nursing Folder in both Enterprise and Northwest
Revised version is uploaded to POD utilizing the “Overwrite Existing File” option.
1
2
3
Result
The result of a unique naming structure is that files can be replaced quickly and efficiently. This is ideal for files that need to appear in multiple locations.
UPLOAD PROCESS
To ensure that files are properly maintained in Print On Demand, a standardized upload process needs to be defined.
The creation of Process guidelines: • To standardize uploads • To reduce risk of duplicated and outdated files • Ensures that files are approved for use on POD
The creation of a request form • Upload tracking
A centralized person (or POD Admin) needs to be identified. • Increased organization and maintainability of POD
Process Flow Chart
POD
Upl
oad
Gui
delin
es 1
/9/2
014
Prin
t On
Dem
and
Upl
oad
Proc
ess
POD
Adm
in re
ques
ts a
new
(or u
pdat
ed fi
le) b
e ad
ded
to P
OD
1.
Requ
est f
orm
sent
to S
teph
en M
ilton
for r
evie
w.
a.
Form
is re
view
ed fo
r sor
ting
at th
is tim
e. (D
ownt
ime
form
, HIM
form
, non
-med
ical
reco
rd fo
rm)
b.
A lis
t of f
orm
s sim
ilar a
nd th
ose
the
sam
e as
the
requ
este
d fo
rm a
re c
ompi
led.
c.
N
ew E
nter
prise
ver
sion
crea
ted
for r
evie
w (i
f not
dow
ntim
e fo
rm).
i. A
uniq
ue id
entif
ier i
s cre
ated
and
att
ache
d to
the
form
. ii.
*D
ownt
ime
form
s are
to b
e se
nt to
Mar
iann
e M
cCon
nell.
2.
HIM
and
Oth
er N
on-M
edic
al R
ecor
d Fo
rm(s
) are
sent
to th
e Ve
ttin
g Co
mm
ittee
. i.
This
incl
udes
all
simila
r/du
plic
ate
form
s and
the
new
Ent
erpr
ise fo
rm.
ii.
Com
mitt
ee c
ompr
ised
of R
egul
ator
y, Q
ualit
y, P
olic
y, L
egal
, and
Cer
ner.
iii.
The
vett
ing
com
mitt
ee m
embe
rs w
ill n
eed
to b
e id
entif
ied
to th
e Pr
int C
ente
r.
3.
Vett
ing
com
mitt
ee su
bmits
any
add
ition
al c
hang
es b
ack
to S
teph
en to
be
mad
e an
d th
en S
teph
en w
ill
wor
k w
ith ty
pese
tter
unt
il th
is is
appr
oved
by
Vett
ing
com
mitt
ee.
4.
Fo
rm is
sent
to F
orm
s Com
mitt
ee b
y St
ephe
n fo
r fin
al a
ppro
val.
a.
File
is re
view
ed a
nd a
ppro
val i
s to
be se
nt to
Ste
phen
for r
ecor
d.
5.
Th
e fo
rm is
upl
oade
d in
to P
OD
and
all o
ther
app
ropr
iate
loca
tions
, and
cat
alog
ed a
ccor
ding
ly.
a.
Old
Ver
sions
will
be
repl
aced
and
del
eted
per
vet
ting
and
form
s app
rova
l com
mitt
ees.
6.
Orig
inal
Req
uest
er a
nd o
wne
r of f
orm
are
not
ified
of u
ploa
d co
mpl
etio
n.
a.
Addi
tiona
l not
ifica
tions
to h
ospi
tal s
taff
of n
ew fo
rm (a
nd re
mov
al o
f old
if a
pplic
able
) are
to b
e ha
ndle
d by
Dep
artm
ent H
eads
and
For
ms C
omm
ittee
.
Has file been sent to Forms
Committee
YES
YES
YES
NO
NO
NO
NO
YES
UPMC PoD Upload
Request Form
Version 1.0 11/20/2013
Print on Deman
d Upload
Request Form
Please complete this form
for changes/updates to a previously existing document or to upload
a new documen
t.
Nam
e: _________________________________
E‐mail: _________________________________________
Location/Dep
t: ________________________
Replace Existing Form
–
PoD Form
Nam
e (Old): __________________________________________________________________________
Hospital: __________________________
Folder: _________________________________________
Req
uested PoD Form
Nam
e (New
): ________________________________________________________________
Hospital: __________________________
Folder: _________________________________________
What is the reason for the documen
t change? ________________________________________________________
New Document –
How will this form
be used? ________________________________________________________________________
Req
uested PoD Form
Nam
e: _______________________________________________________________________
Hospital: __________________________
Folder: ___________________________________________
Approval‐
1. H
as the proposed form
been communicated to appropriate individuals at subsidiary organizations that have
comparable form
s? (Th
is m
ust occur before the proposed form
is reviewed by the Form
Review Subcommittee).
Yes
No
N/A
2. List individual nam
es, title, and facility involved
in for developmen
t/review
:
_______________________________________________________________________________________________
_______________________________________________________________________________________________
_______________________________________________________________________________________________
3. H
as this form
been
approved by the Form
Review Subcommittee? Yes
No
N/A
Next Steps‐
Once all of the above has been completed, please e‐mail this completed form
along with the new form
to be uploaded
u. It will be review
ed and uploaded into PoD. Once it has been uploaded
, you will be
notified
that it is available for printing.
CONSOLIDATION
Process of examining files that occur multiple times in POD (and possibly MPR) and are not duplicates. These files are different in language but not in purpose, and occur multiple times in the database in multiple locations.
Move from facility specific delineations on forms to a UPMC Enterprise form.
• Enhances standardization and efficiency
Examples of files that can be consolidated into an standardized Enterprise form:
Phys – Note &
History and Physical
Phys Note – 1 Blank Progress Note HAM-0022
Phys Note – Acute Coronary Syndrome HAM-0362
Phys Note – Acute MI HAM-0363
Phys Note – Appropriate Use PreIntervention HAM-0469
Phys Note – Cardiology Discharge HAM-0383
Phys Note – Circumcision Procedure HAM-0361
Phys Note – Electrical Cardioversion HAM-0361
Phys Note – EP Lab HAM-0385
Phys Note – GLSS – Trauma HAM-0385
Phys Note – Heart Failure HAM-0445
Phys Note – Medicor Cardiology Adm HAM-0387
Phys Note – Neurology Progress Note HAM-0175
Phys Note – Operative Note HAM-0360 (9-4-12)
Phys Note – PICC Line Insertion HAM-0443
Phys Note – Post Cardiac Cath – Post Intervention HAM-0359
Phys Note – Radiology IV Contrast HAM-0396
Phys Note – Relative Indications for Transfusion HAM-0494
Phys Note – Venous Thromboembolism Assessment HAM-0472
CONSOLIDATION EXAMPLES
H & P Exam for OB Patients HAM-0115
H&P Interval Note and Patient Identification HAM-0097
H&P Note
H&P Short Stay Record
History & Physical Update Form SMH
History And Physical Assessment SMH
History and Physical NOR1
History and Physical Note_HRZ
History and Physical Reviewed – ASU Nor
History and Physical Reviewed.MCK ASU 013
History And Physical Update SMH
History and Physical.Initial Evaluation Note.MCK NUR 084
History and Physical.MCK ASU 002
History Sheet
MPR INTEGRATION
An in depth assessment at what remains in POD versus MPR
Key point to remember: • A need to be in POD and MPR?
• 1 or more hospitals order in bulk • Are files in MPR and POD congruent?
• Dissimilar versions in both systems • The most current version will be the standard version
MAINTENANCE
Maintain the system on a monthly bases. Reporting – • Inactivity
• Files that have not been accessed on a monthly basis
• Growth Metrics • How many files were added/removed over the month, showing the rate of growth for POD
• Unmodified (1 Year) • Files that have not been modified in over 1 year
• Duplicates • Duplicate files still existing in the database
Action- • Review Inactive files
• Review unmodified files
• Review duplicate files
Processes-
• Develop a process for review of files found to be duplicated, inactive, or unmodified
POD
File
Mai
nten
ance
Rev
iew
Pro
cess
Mon
thly
repo
rts r
an to
iden
tify
files
that
hav
e be
en in
activ
e fo
r a p
erio
d of
6 m
onth
s, ha
ve n
ot
been
mod
ified
for m
ore
than
1 y
ear,
and/
or a
ppea
r in
dupl
icat
e w
ithin
the
data
base
.
Inac
tive
1.
File
s will
nee
d to
be
revi
ewed
by
form
s com
mitt
ee a
nd/o
r the
vet
ting
com
mitt
ee to
de
term
ine
whe
ther
the
files
shou
ld re
mai
n in
PO
D or
be
mov
ed to
inac
tive
a.
If th
e fil
e ne
eds t
o re
mai
n, th
en it
will
be
left
alo
ne a
nd re
view
aga
in in
a
pred
eter
min
ed a
mou
nt o
f tim
e b.
If
the
file
need
to b
e re
mov
ed, i
t will
be
rem
oved
from
the
file
tree
, but
rem
ain
in th
e PO
D da
taba
se in
the
even
t it i
s nee
ded
agai
n
Unm
odifi
ed
1.
File
s will
nee
d to
be
revi
ewed
by
the
form
s com
mitt
ee a
nd/o
r the
vet
ting
com
mitt
ee in
or
der t
o de
term
ine
if th
e la
ngua
ge o
n th
e fo
rm is
still
lega
l, va
lid, a
nd c
urre
nt
a.
If th
e fil
e is
still
val
id, i
t will
nee
d to
be
revi
ewed
aga
in in
ano
ther
yea
r to
ensu
re
that
it re
mai
ns c
urre
nt
b.
If th
e fil
e is
inva
lid, t
hen
we
will
nee
d to
dec
ide
wha
t is t
o co
me
of th
is fil
e:
i. Do
es a
new
file
nee
d cr
eate
d?
ii.
Does
a n
ewer
ver
sion
alre
ady
exist
with
in P
OD
iii.
Does
this
file
need
to b
e re
vise
d
Dupl
icat
e
1.
File
s will
nee
d to
be
revi
ewed
by
the
form
s com
mitt
ee a
nd/o
r the
vet
ting
com
mitt
ee to
de
term
ine
if th
is fil
e ca
n be
con
solid
ated
into
the
Ente
rpris
e fo
lder
, or i
f it n
eeds
to
rem
ain
in se
para
te lo
catio
ns w
ithin
PO
D a.
If
the
file
need
s to
rem
ain,
then
it w
ill b
e le
ft a
lone
in th
e da
taba
se
b.
If th
e fil
e ne
eds t
o be
con
solid
ated
, the
n w
e w
ill d
ecid
e on
a u
niqu
e fo
rm th
at
will
be
plac
ed w
ithin
the
Ente
rpris
e fo
lder
i.
All o
ther
occ
urre
nces
of t
his f
ile w
ill b
e re
mov
ed fr
om th
e PO
D tr
ee
WISH LIST
Improvements to POD that would increase functionality and efficiency:
1. Search Improvement – Have the system search the default hospital and the Enterprise folders instead of just searching the default hospital
2. Activity Log – Have the system log when files are accessed as opposed to just if they were accessed
3. Admin Only Folders – Folders created that can only be viewed by someone with admin access
4. Drag and Drop Interface – Would greatly improve efficiency for file uploads and removal
5. Metric Reporting – Ability to track growth (additions/subtractions)
6. System Clean up – Rework the system code to improve overall performance
Minor Change Medium Change Major Change
FINAL NOTES
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
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