overview of the self – directed learning slide deck
DESCRIPTION
Provincial Hospital Resource System - Repatriation Tool Self – Directed Learning for New Adult Users. The PowerPoint presentation is intended to be Self – Directed Learning for New Adult Users. It will take approximately 15 minutes to view in “Slide Show” mode. - PowerPoint PPT PresentationTRANSCRIPT
Provincial Hospital Resource System - Repatriation Tool Self – Directed Learning for New Adult Users
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The PowerPoint presentation is intended to be Self – Directed Learning for New Adult 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
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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 Critical Care Services Ontario (CCSO) Life or Limb Policy and Provincial Repatriation Guide. For details, go to the CCSO website: www.criticalcareontario.ca
Only Out of country and out of province repatriation of patients will be facilitated by CritiCall Ontario as part of returning patients back into Ontario once medically stable within 48 hour window
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Purpose of the PHRS Repatriation Tool
Repatriation Tool Implementation
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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
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Colored Font and Flags
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Blue font
Repatriation requests from CritiCall Ontario for patients that have been sent out of province will appear in blue font
Red font
Repatriation requests that are “Declined” or “Not Accepted” appear in red font
Green font
Repatriation requests that are “Repatriated” will appear in green font
Appears for 24 hours next to “Active” requests
Appears for 24 hours next to requests that have been modified
Appears when the repatriation request becomes delayed two days after the Requested Transfer Date
For Details on Definitions, go to PHRS Library Tab on https://www. phrs.criticall.org
Module 1
Access and Log in
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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
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PHRS Map View: Click on your LHIN
LHIN RegionsLHIN Regions
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Click on your LHIN
LHIN View: Click on the Repatriation Tab located on the Toolbar
Navigation displayed depends on User’s access level
Navigation displayed depends on User’s access level
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Click on the Repatriation Tab on the Toolbar
Module 2
Create to Repatriate
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CreateSend Request
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2014 Repatriation Algorithm
Create: Select “My Hospital Site” then click “Add New Request”
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Sending Hospital
Create: Step 1-Select Bed Type , Requested Transfer Date, Sending Specialty/service and Requested Hospitals
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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
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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
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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
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Click SAVE when done or BACK to go to previous step
Create: View the Completed “New Active” Request
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Sending Hospital
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AcknowledgeProceed
Decline
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2014 Repatriation Algorithm
Acknowledge: View the New Active Request
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Click on active request
Receiving Hospital
Acknowledge: Select “Proceed” or “Decline” & Click SAVE
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Receiving Hospital
Acknowledge: Select “Proceed” and Click SAVE
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Receiving Hospital
Acknowledge: Add Contact Information & Click SAVE
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Receiving Hospital
Acknowledge: Add Comments in Proceed Comments Box (optional) & Click SAVE
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Proceed Comments are optional
Acknowledge: “Proceed” status can be changed to “Decline” & Click SAVE
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Receiving Hospital
Acknowledge: Select “Reasons for Decline”& Click SAVE
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Decline Comments are optional
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ConfirmAccept
Not Accept
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2014 Repatriation Algorithm
Confirm: Select “Accept” or “Not Accept” & Click SAVE
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Receiving Hospital
Confirm: Add “Accept” Comment Box (optional) & Click SAVE
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Confirm: View “Accepted” Request
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Receiving Hospital
Confirm: “Accept” can be changed to “Not Accept” & Click SAVE
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Receiving Hospital
Confirm: Select “Reason for Not Accept & Click SAVE
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Not Accept Comments are optional
Confirm: Click on the Not Accepted Request to View in the Not Accepted Tab
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Receiving Hospital
Confirm: Click on Comments Tab to View Comments related to request
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Sending Hospital
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TransportTransport Arranged
Transport Scheduled
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2014 Repatriation Algorithm
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Transport: Click on Transport & Click on SAVE
Sending Hospital
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Transport: Add DATES for Transport Arranged & Scheduled then Click on YES
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RepatriateSelect Calendar Date
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2014 Repatriation Algorithm
Repatriate: Click on Repatriate & Click on SAVE
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Sending Hospital
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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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
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Sending Hospital
Redirect: View Redirect History
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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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Sending Hospital
Redirect : Click on YES to Redirect
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Redirect: Click on Add Hospital & on SAVE
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Sending Hospital
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
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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
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Add comments (optional)
Module 5
Responding
to
Repatriation Delay
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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
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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
Cancel: Click on Cancel Request & on SAVE
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Sending Hospital
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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Sending Hospital
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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Sending Hospital
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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Sending Hospital
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
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Receiving Hospital Responsibilities
Acknowledge all new or redirected repatriation requests received and indicating ‘Proceed’ or ‘Decline’
If ‘Decline’ is selected choose a ‘Reason for Decline’ from the dropdown menu
Contact sending hospital for physician- to-physician dialogue to exchange patient details
Confirm the repatriation request by indicating ‘Accept’ or ‘Not Accept’
If ‘Not Accept’ is selected choose a ‘Reason for Not Accept’ from the dropdown menu
Select a Reason for Confirmation Delay If the Not Accept Date is more than 2 days after the Requested Transfer Date or Redirect date
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Training Support
The following training materials are available in the PHRS Library Tab on https://www.phrs.criticall.org :
Repatriation Tool Quick Guide Reasons for cancellation, decline, not accepted,
confirmation and repatriation delays (drop down document)
Definitions Algorithm
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Contact Information
For CritiCall Ontario Repatriation Tool Training Questions contact 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 1,2,3
Stephanie Piper 289- 396- 7000 X7581 [email protected]
LHINs 4,5,6
Leanne Yonev 289- 396- 7000 X7568 [email protected]
LHINs 7,8,& 12
Vanessa Alexis 289- 396- 7000 X 7557 [email protected]
LHINs 9,10 , 11
Claudine Wathier - Doucet 613- 321- 0603 [email protected]
LHIN 13 & 14
Liz Louden 289-396-7000 X 7560 [email protected]