Provincial Hospital Resource System Repatriation Tool for LHIN Users 1 The PowerPoint presentation is intended to be Self – Directed Learning for LHIN Users. It will take approximately 15 minutes to view in “Slide Show” mode.
Provincial Hospital Resource System Repatriation Tool for LHIN Users 1 The PowerPoint presentation is intended to be Self – Directed Learning for LHIN.
Jan 17, 2016
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Provincial Hospital Resource System Repatriation Tool for LHIN Users
1
The PowerPoint presentation is intended to be Self – Directed Learning for LHIN Users. It will take approximately 15 minutes to
view in “Slide Show” mode.
Overview of the Self – Directed Learning Slide Deck
Background & Purpose of the PHRS Repatriation Tool
Module 1: Access and Log in to PHRS
Module 2: Create to Repatriate the Request
Module 3: Re-direct the Request
Module 4: Responding to Confirmation Delay
Module 5: Responding to Repatriation Delay
Module 6: Cancel and Re-issue the Request
Summary & Contact Information
2
Component of the Provincial Hospital Resource System (PHRS) to track, send, receive and monitor repatriation requests between tertiary/higher level care hospitals and acute care hospitals only
The repatriation tool excludes requests to:
Long Term Care Facilities Rehabilitation Hospitals
The Repatriation Tool supports the Ministry of Health & Long Term Care Life or Limb Policy. The Life or Limb Policy is available at: http://www.health.gov.on.ca/en/pro/programs/criticalcare/life.aspx
3
Purpose of the PHRS Repatriation Tool
Repatriation Tool Implementation
4
Claudine Wathier-Doucet
5
5 Phases in the 2014 Repatriation Algorithm to show the JOURNEY of the Request from start ( create) to finish ( repatriate)
Blue-sending hospital responsibility Green-receiving hospital responsibility
Requirements for PHRS Site Browser
6
Claudine Wathier-Doucet
Colored Font and Flags
7
Blue font
Repatriation requests from CritiCall Ontario for patients that have been sent out of province will appear in blue font
Red font
Repatriation requests that are “Declined” or “Not Accepted” appear in red font
Green font
Repatriation requests that are “Repatriated” will appear in green font
Appears for 24 hours next to “Active” requests
Appears for 24 hours next to requests that have been modified
Appears when the repatriation request becomes delayed two days after the Requested Transfer Date
For Details on Definitions, go to the PHRS Library on https://www.phrs.criticall.org
Claudine Wathier-Doucet
Module 1
Access and Log in
8
Open a web browser.into the address bar.
Get you username and password from your Hospital designated PHRS Registration Manager
Go to https://www.phrs.criticall.org and type in your username and password and click on LOGIN
Logging into the PHRS
9
PHRS Map View: Click on your LHIN
LHIN RegionsLHIN Regions
10
Click on your LHIN
LHIN View: Click on the Repatriation Tab located on the Toolbar
Navigation displayed depends on User’s access level
Navigation displayed depends on User’s access level
11
Click on the Repatriation Tab on the Toolbar
Module 2
Create to Repatriate
12
13
CreateSend Request
14
2014 Repatriation Algorithm
Create: Select “My Hospital Site” then click “Add New Request”
15
Sending Hospital
Create: Step 1-Select Bed Type , Requested Transfer Date, 48 hour repatriation, Sending Specialty/Service and Requested Hospital
16
Click Next to go to Step 2 and click on CANCEL to go previous step
Create: Step 2-Enter the data in Health Card Number, Ward and Family Physician; Select the Gender, Age and Patient Home Hospital
17
Click Next to go to Step 3 and click on Back to go previous step
Red arrow: Enter Data
Yellow arrow: select from dropdown list
Create: Step 3- Add checkmark in the Initial Precaution Status and in the Initial Patient Medical Information then click on NEXT
18
Click Next to go to 4 and click on Back to go previous step
Click on + to expand selection
Create: Step 4-Add Name and Phone number for Sending Physician and primary staff contact then Click on SAVE
19
Click SAVE when done or BACK to go to previous step
Create: View the Completed “New Active” Request
20
Sending Hospital
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AcknowledgeProceed
Decline
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2014 Repatriation Algorithm
Acknowledge: View the New Active Request
23
Click on active request
Receiving Hospital
Acknowledge: Select “Proceed” or “Decline” & Click SAVE
24
Acknowledge: Select “Proceed” and Click SAVE
25
Receiving Hospital
Acknowledge: Add Contact Information & Click SAVE
26
Receiving Hospital
Acknowledge: Add Comments in Proceed Comments Box (optional) & Click SAVE
27
Proceed Comments are optional
Acknowledge: “Proceed” status can be changed to “Decline” & Click SAVE
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Acknowledge: Select “Reasons for Decline”& Click SAVE
29
Decline Comments are optional
30
ConfirmAccept
Not Accept
31
2014 Repatriation Algorithm
Confirm: Select “Accept” or “Not Accept” & Click SAVE
32
Receiving Hospital
Confirm: Add “Accept” Comment Box (optional) & Click SAVE
33
Confirm: View “Accepted” Request
34
Receiving Hospital
Confirm: “Accept” can be changed to “Not Accept” & Click SAVE
35
Confirm: Select “Reason for Not Accept & Click SAVE
36
Not Accept Comments are optional
Confirm: Click on the Not Accepted Request to View in the Not Accepted Tab
37
Receiving Hospital
Confirm: Click on Comments Tab to View Comments related to request
38
Sending Hospital
39
TransportTransport Arranged
Transport Scheduled
40
2014 Repatriation Algorithm
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Transport: Click on Transport & Click on SAVE
42
Transport: Add DATES for Transport Arranged & Scheduled then Click on YES
43
RepatriateSelect Calendar Date
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2014 Repatriation Algorithm
Repatriate: Click on Repatriate & Click on SAVE
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Repatriate: Add Date and Click on YES
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Repatriate: View Repatriated Status Request in the Repatriated TAB
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Sending Hospital
Module 3
Redirect the Request
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49
2014 PHRS Repatriation Algorithm –Redirect
Sending Hospital can redirect the request when the receiving hospital has declined or not accepted up to the Transport Phase
Redirect: View Not Accepted Request
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Sending Hospital
Redirect: View Redirect History and Click SAVE
Redirect: View Redirect History
52
Redirect: Click on Comments Tab to view comments
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Re-direct: Click on Redirect request and click on SAVE
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Redirect : Click on YES to Redirect
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Redirect: Click on Add Hospital & on SAVE
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Redirect: Select Hospital and Click YES
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Redirect: View Redirect Request in Active /Redirect Tab
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Sending Hospital
Redirect: View Redirect Request in Active/Redirect Tab
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Receiving Hospital
Module 4
Responding
to
Confirmation Delay
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When does Confirmation Delay occur?
“Confirmation Delay occurs when the Receiving Hospital responds in the Confirm phase two days after the Requested
Transfer Date”
For more details, go to the Definitions document available in the PHRS Library Tab on https://www.phrs.criticall.org
Confirmation Delay: Click on Proceed Tab to respond to the delayed Proceed Request
62
Check in the flag column for the CLOCK icon indicating delay
Receiving Hospital
Confirmation Delay: Select Reason for Confirmation Delay , Add Optional Comments & Click on Save
63
Add comments (optional)
Module 5
Responding
to
Repatriation Delay
64
When does a Repatriation Delay occur?
“Repatriation Delay occurs when the Sending Hospital responds two days after the Requested Transfer Date”
For more details, go to the Definitions document available in the PHRS Library Tab on https://www.phrs.criticall.org
Repatriation Delay: Add date & Select reasons for repatriation delay then click YES
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Repatriation Delay: Go to Comments Tab to review reasons for Repatriated Delay
Sending Hospital
Module 6
Cancel
&
Re-issue Request
68
When does Cancel and Re-issue occur?
“The Sending Hospital can cancel the request at any point in time if the repatriation is no longer required (e.g. patient deteriorates or is discharged). Cancelled requests will remain available for
‘Reissue’ for 7 days.”
For more details, go to the Definitions document available in the PHRS Library Tab on https://www.phrs.criticall.org
Cancel: View the Request to be Cancelled
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Sending Hospital
71
Cancel: select Cancel Request button
Cancel: Select Reason for Cancellation & Click on YES
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Cancel: Go to Cancelled TAB to view Cancelled Request
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Cancelled requests can be left as cancelled or re-issued within 7 days of the requested transfer date
Sending Hospital
Re-issue: Click on Reissue Request
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Re-issue: Click YES to proceed with reissuing request
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Re-issue: Update Request details, Initial Precaution Status, Initial Medical Info and SAVE
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Re-issue: Select Initial Medical Info and Click on YES
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Re-issue: Select Initial Precaution Status and Click on YES
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Re-issue: Click on Add Hospital & on SAVE
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Reissue: Select Requested Hospital and Click YES
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Re-issue: View Reissued Request in Active/Redirect Tab
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Sending Hospital
Reissue: View Reissued Request in Active/Redirect Tab
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Receiving Hospital
Summary
&
Contact Information
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Sending Hospital Responsibilities
Create and send new repatriation requests to hospitals participating in the repatriation agreement
Monitor and update repatriation request as required for the following: Transport, Repatriate, Redirect or Cancel
Redirect requests not accommodated in accordance with Requested Transfer Date or ‘Not Accepted’ by the receiving hospital
Contact accepting hospital by telephone to confirm repatriation details
Update request status to “Transport” by Selecting Date of transport arranged and scheduled transport date
If the Repatriation Date is 2 days greater than the Requested Transfer Date, select the ‘Reason for Repatriation Delay’ from the dropdown menu
84
Receiving Hospital Responsibilities
Acknowledge all new or redirected repatriation requests received and indicating ‘Proceed’ or ‘Decline’
If ‘Decline’ is selected choose a ‘Reason for Decline’ from the dropdown menu
Contact sending hospital for physician- to-physician dialogue to exchange patient details
Confirm the repatriation request by indicating ‘Accept’ or ‘Not Accept’
If ‘Not Accept’ is selected choose a ‘Reason for Not Accept’ from the dropdown menu
Select a Reason for Confirmation Delay If the Not Accept Date is more than 2 days after the Requested Transfer Date or Redirect date
85
Training Support
The following training materials are available in the PHRS Library Tab on https://www.phrs.criticall.org :
Repatriation Tool Quick Guide Reasons for cancellation, decline, not accepted,
confirmation and repatriation delays (drop down document)
Definitions Algorithm
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Contact Information
For CritiCall Ontario Repatriation Tool Training Questions contact your Client Relations Manager or email [email protected]
For PHRS Repatriation Username & Password access, contact your hospital designated PHRS-Registration Manager
For technical assistance, first contact your hospital IT dept., if not resolved then contact PHRS help desk: [email protected]
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Client Relations Managers
LHINs 1, 2 & 14
Stephanie Piper 289- 396- 7000 X7581 [email protected]
LHINs 3, 4, 5 & 6
Leanne Yonev 289- 396- 7000 X7568 [email protected]
LHINs 7, 8, 9 & 12
Vanessa Alexis 289- 396- 7000 X 7557 [email protected]
LHINs 10, 11 & 13
Claudine Wathier - Doucet 613- 321- 0603 [email protected]
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