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Output Specifications Volume 2 of 3 Section 3 - Non-Clinical Services Section 4 - Facilities Management Services Section 5 - Design and Technical Section 6 - IT/TEL Services Abbotsford Hospital and Cancer Centre

September 2003

CONFIDENTIAL

Abbotsford Hospital & Cancer Centre Output Specifications – September 2003

TABLE OF CONTENTS

TABLE OF CONTENTS

Section 1 Key Site and Building Design Criteria

Section 2 Clinical Services

Section 3 Non-Clinical Services

Section 4 Facility Management Services

Section 5 Design and Technical

Section 6 IT/Tel Services

Section 7 Equipment

Abbotsford Hospital & Cancer Centre Output Specifications – September 2003

TABLE OF CONTENTS

Purposely left blank for pagination.

Fraser Health Authority / Provincial Health Services Authority

Abbotsford Hospital & Cancer Centre

Output Specifications Section 3 – Non-Clinical Services

September 2003

Abbotsford Hospital & Cancer Centre Output Specifications – September 2003 Section 3 – Non-Clinical Services

SECTION 3 TABLE OF CONTENTS

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SECTION 3 TABLE OF CONTENTS Note: The following list represents names of components of the Fraser Health Authority or BC Cancer Agency.

Section 3 – Non-Clinical Services Page

3.1 Introduction.......................................................................................................................................... 3

D1 Information Management .................................................................................................................... 7

D2 Learning Centre................................................................................................................................. 29

D3 Main Public Facilities......................................................................................................................... 43

D4 Site Administration ............................................................................................................................ 57

D5 Staff Facilities .................................................................................................................................... 69

D6 Volunteer/Auxiliary Services.............................................................................................................. 75

Abbotsford Hospital & Cancer Centre Output Specifications – September 2003 Section 3 – Non-Clinical Services

SECTION 3 TABLE OF CONTENTS

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Abbotsford Hospital & Cancer Centre Output Specification – September 2003 Section 3 – Non-Clinical Services

3.1 INTRODUCTION

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1 GENERAL

1.1 The non-clinical services, Section 3 of Output Specifications sets out Health Co’s requirements across a range of non-clinical support services to be provided by Health Co.

1.2 The following list indicates the functional title of non-clinical services that are to be provided by Health Co.

D1 Information Management D2 Learning Centre D3 Main Public Facilities D4 Site Administration D5 Staff Facilities D6 Volunteer/Auxiliary Services

1.3 While the services are described by their traditional functional title, Health Co wishes to make clear to all proponents that they are seeking innovative approaches and task configurations to achieve maximum efficiency in service delivery.

2 SPECIFICATION STRUCTURE

Information for each specification section is typically presented under the following headings:

Service Description typically provides an overview of the clinical, education and research scopes of service, and identifies any specific service exclusions that are either provided in other specification sections or are not provided on the site at all.

Operational Description provides the minimum hours of operation, a review of patient management processes, patient information management, staff work processes, materiel services, linen/housekeeping services, and equipment asset management.

Activity Indicators provides a tabulation of the minimum expected level of activity that Project Co must accommodate.

People Requirements provides a tabulation of the assumed maximum number of people to be accommodated within each functional area as outlined in the schedule of accommodation section of Design Criteria.

Design Criteria provides graphic and narrative descriptions of key external relationships, key internal relationships/environmental considerations and suggested schedules of accommodation.

The key external relationship diagrams and text in each non-clinical output specification section indicates the priorities of the component for its location relative to other components.


3.1 INTRODUCTION

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There are 4 definitions of terms used in the external relationship description are as follows:

1. Direct Access by Internal Circulation (Essential)

“Direct access by internal circulation” refers to components which are essentially horizontally contiguous or very close and linked internally. This form of access avoids movement through the general circulation system of the facility and is considered essential to achieving best practice, the vision and guiding principles, reduced patient risk, and the effective functioning of the program/department. An acceptable alternative to horizontal contiguity would be vertical contiguity by means of a dedicated (“hot”) elevator.

Component 1 Component 2

2. Direct Access by General Circulation (Important)

“Direct access by general circulation” refers to components linked by an important but minimal or moderate amount of horizontal and/or vertical general circulation. This form of access will improve the efficient and effective functioning of the program/department and is considered important, but not essential, to achieving best practice, the vision and guiding principles or reduced patient risk.

Component 1

Component 2 Component 3

3. Convenient by General Circulation (Desirable)

“Convenient access by general circulation” refers to components which are linked by extended horizontal and/or vertical general circulation. This form of access is considered desirable for the program/department to function effectively and efficiently, achieve best practice, achieve the vision and guiding principles, all without increased patient risk.

Component 1

Component 2


3.1 INTRODUCTION

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4. Direct by Virtual or Dedicated Mechanical Circulation

“Direct access by virtual or dedicated mechanical circulation” refers to components linked by direct supply/service systems including IT systems and/or mechanical systems (e.g., dedicated elevator; dumb waiter; pneumatic tube).

The internal relationships/concepts section indicates basic criteria and concepts for the organization or environmental design of space (e.g., zoning, flexibility, segregation, environmental ambiance, privacy, sound attenuation, safety features, etc.) and the schedules of accommodation are tabulated with a reference number (Ref) used for cross referencing within this document and which may be used in any future supplementary document. Also illustrated is the number of existing and projected rooms or spaces (units), the net square metres per unit (nsm/unit), and the total net square metres for each room or space (nsm).

Indented line items indicate a close adjacency with the preceding line item.

Proposed net square metres (nsm) is stated to the nearest 0.5 m2 and is considered the desired minimum. At the end of each space list the total net space is summarized.

Spaces listed in parentheses ( ) are spaces supporting services provided by a Facilities Management (FM) Contractor, and are, as a consequence, only suggestions of what is considered desirable from a clinical service delivery standpoint. These spaces will need to be verified by the FM Contractor.

Design Guidance identifies specific standards, regulations or other references that provides guidance to design.

Other Specifications identifies other specification sections that should be referred to as they may relate to the subject specification section.


3.1 INTRODUCTION

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D1 INFORMATION MANAGEMENT

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D1.1 SERVICE DESCRIPTION

D1.1.1 Scope of Services This specification outlines the requirements for the centralized facilities for the Information Management (IM) service.

The model on which the Fraser Health Authority (FHA) and BC Cancer Agency (BCCA)/Provincial Health Services Authority (PHSA) will develop their health information systems assumes an electronic health record (EHR) and centralized cores of patient information for both Authorities. Other user applications will be fully integrated with these cores. Access to the cores is assumed within the FHA/BCCA/PHSA promoting “access at point of service” among all facilities. To facilitate the provision of care, there will need to be up-loads and down-loads of information between the FHA information system and BCCA/PHSA information system (e.g., between Meditech and the Cancer Agency Information System – CAIS). In order to ensure the integration of personal health information across the various systems, a unique identifier strategy (e.g., personal health number) will be used to link personal information to provide a complete picture of care provided.

The range of services to be provided within this component include:

• Health Information Services (HIS), including: – Registration/Admitting – Health Records (HR)

• Information Systems & Technology Services

A brief description of the activities in each area is as follows:

D1.1.1.1 Health Information Services

The overall model for the provision of Health Information Services at the AHCC facility will be one of integrated service provision by both Fraser Health and the BC Cancer Agency/PHSA. Health Information Services will be provided in shared space, through shared staff and utilizing shared systems whenever possible. To the end-user of Health Information Services at the new AHCC, the provision of Health Information Services will be seamless with no distinction made between services provided by Fraser Health and those provided by BC Cancer Agency/PHSA.

Registration/Admitting activities will include:

There will be a decentralized model for Registration (Admitting) for Inpatient , Outpatient and Diagnostic Services. In a decentralized model, there remains the need for certain core functions to be maintained centrally. These functions include preferred accommodation services, data quality control and audit, autopsy/death registry, staff support functions (e.g. scheduling, payroll), Training support and registration for areas that do not have sufficient staffing for hours of coverage.

• registration of inpatients, surgical day care patients and outpatients (including Emergency patients) may be centralized, decentralized or a combination of both − approximately 80% of Cancer Centre patients are pre-registered through the CAIS prior

to arrival, and this will be the trend for all patients when possible − all new patient records will be paperless. The electronic information available to

support treatment will be created through data entry, information exchange and scanning of existing paper documents



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• the Surgical Suite, outpatient clinics, day programs, and the various clinical support services will continue to manage their own scheduling, but access to a common database will enable coordination of services during a single visit

• maintenance of an accurate bed census • management and staffing of the main entry reception • autopsy/death registry centrally managed services and functions

− registration of DOA’s, inpatient deaths and Morgue census − maintenance of notice of death, certification of death, autopsy slips and other

documents related to expired patients − reporting to the coroner and physicians, as required − ensuring proper procedures are followed with respect to release of bodies

• support of patient self-registration − there will be self-registration for certain patient types

• Cancer Agency patients will complete a lengthy self-assessment prior to commencing treatment. There must be space available where these self-assessments can be completed privately and ensuring the confidentiality of information. Additional data elements required for Cancer Agency patients will be captured by the Cancer Agency.

• implementation of Ministry of Health Services web business services • education related to data standards • development of registration process policies and procedures

Health Records activities will include:

• Records Processing Processing of patient/client records for admissions, discharges and assembling in a standardized format are initial health record functions. Verification of accurate numbers with the computerized Admission Discharge Transfer (ADT) system and loose report filing/document scanning are also key components of records processing. Oncology inpatient and surgical day care records are handled separately from the longitudinal cancer record but each is accessible electronically. Records processing and quantitative analysis processes include scanning paper records, matching records to patients, merging records, classifying documents/images and routing documents for review and signature. The end user of services at the AHCC must view the service provisions as seamless with transparency between those services provided by the FHA and those provided by the PHSA/BCCA.

• Coding and Abstracting The health record is coded using the International Classification of Diseases (Canadian adaptation) and Canadian Classification of Health Interventions (ICD-10-CA/CCI). This data is transmitted to the Canadian Institute of Health Information where it becomes part of the national healthcare database and to various provincial registries (e.g., trauma, renal, ICU, perinatal). Fraser Health Authority coding staff will perform inpatient and surgical day care coding. Inpatient Units, Ambulatory Care Clinics, Surgical Day Care and Emergency staff will transfer and discharge patients in the ADT system. Cancer Services staff will perform coding of ambulatory care visits using the ICD-0 methodology. Coded data must be accessible electronically to Cancer Agency staff. The FHA abstracting system will support integrated data provisions and with a virtual record in place, will allow sharing of resources to code and abstract data from any site or from home-based staff.

• Transcription and External Report Distribution Medical transcription of histories and physicals, consultation reports, operative reports, diagnostic imaging reports, laboratory reports and discharge summaries are performed by medical transcriptionists during a patient’s stay in hospital and upon discharge. Centralized



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FHA dictation systems allow the physician and clinical staff to dictate these reports from virtually any telephone. All transcription services will be provided as a FM service, with the majority of transcription services likely occurring off-site. There will be a greater reliance on the capture of information electronically at point of care and on voice recognition technology. There is a potential for a shared dictation system for both acute care and Cancer Centre services.

FM transcriptionists will transcribe documents related to Cancer Centre services directly in CAIS and for Abbotsford Hospital services directly to the FHA HIS with all reports being distributed electronically by Health Co.

• Quantitative Analysis Reviewing the health record for specific deficiencies in recording by the originator of the document is key in identifying incomplete or inaccurate documentation. In quantitative analysis, the health record practitioner applies knowledge of disease processes, the policies and standards established by Medical Administration and accrediting bodies such as the Canadian Council of Health Services Accreditation.

• Data Analysis Health record practitioners analyze the clinical data for purposes of program planning, manpower planning, strategic planning, quality review, quality improvement projects and research. Software tools such as Microsoft Office products - Excel, PowerPoint, and Access are utilized. Data will be maintained in the FHA/PHSA/BCCA information system and, wherever practical and possible, will be integrated.

With expanding resources and technology, and further integration/coordination with integrated analysis and evaluation, the FHA will provide region-wide data for multi-users and for health profiling and provide ambulatory and emergency patient data for analysis which has not been possible in the past.

• Records Retention and Retrieval Health record personnel by whom records are stored and retrieved maintain on-site and off-site existing hardcopy record storage systems. At times of readmission, or for purposes such as data retrieval, records are tracked with electronic record tracking systems. Records for Cancer Centre services patients are retained indefinitely. All of the PHSA/BCCA and FHA records will be stored electronically by the time the Abbotsford Hospital & Cancer Centre opens. Retrieval of records will be done on-line except in cases where the patient had a pre-existing paper record. In the case of patients with paper-based records, their health record will either be scanned and forwarded electronically or transferred in hardcopy form to the location where the patient is receiving care and stored there until required at another location. The health record is retained at the site where the patient last received cancer services. Even though some paper-based records may still exist, core documents to support patient care will be accessible on-line. For patients with paper-based records, these charts will be stored on-site for 1-2 years post-discharge with older charts being stored off-site. At times, members of the patient care team may need to reference an older chart either by accessing those charts that are on-site or requesting a chart retrieval from off-site storage.

• Release of Information Patients/clients authorize the health care organization to release their health information to various third parties. Written consent is required to provide this access, and under the guidelines of the Freedom of Information and Protection of Privacy (FOIPPA) legislation,



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health record personnel support the logistics of providing this information to the requestor. Release of information related to inpatient and surgical day care episodes of care will be completed by FHA release of information (ROI) staff. Cancer Agency staff will release cancer outpatient visit information. In order to ensure customer satisfaction, the provision of this service will have to be closely coordinated between FHA and PHSA/BCCA staff, particularly with an expanding service to community agencies.

• Birth Registrar All births are registered and it is a responsibility of HIS to maintain the birth registrar.

• Master Person Index Health Records will administer and maintain the integrity of the master person indices for FHA and PHSA/BCCA.

• Incomplete Records Health Records administers medical staff cut-off procedures for incomplete records.

• Technological Innovations to Support Health Records Processes The electronic health record (EHR) will be supported by a number of technological innovations such as computerized charting modules, voice recognition products, optical scanning, home-based/off-site transcription and data capture, electronic triage and off-site referral processes and other innovative and progressive documentation models.

D1.1.1.2 Information Systems (IS) Services will provide the following:

Information Systems consist of networks of computers and peripheral devices and some special-purpose computers located in each component which will communicate with multiple locations throughout the region and possibly satellite locations elsewhere.

IS personnel will be responsible for the installation, implementation, and ongoing support of the information systems and all modules, which rely on its storage/transmission functions.

Hardware servicing is provided on-site by personnel based off-site.

D1.1.1.3 Technology Services will provide the following:

• Telecommunications services • Staff and personnel training • General maintenance of information systems • Coordination of cable services and standards • Network management • Software applications • Systems development

Technology Services will provide support services to users of the health information systems and hardware, including servers, desk-top computers, laptops, PDA’s, cell phones, pagers, network management LAN, WAN, video and voice conferencing as well as telephones.



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D1.1.1.4 Current Trends (As derived from the IBI Information Management Report, February 2003) • There is increasing recognition among health care providers of the benefits of wireless

technology to improve efficiency, quality, and safety. Given the drive to reduce error rates and improve efficiencies, wireless applications will quickly emerge as a competitive advantage for health care providers.

• Based on the current wireless technology, applications and market outlook the majority of the activity is focused on the mobile enablement of physicians and clinicians. Several health care functions that are prime candidates for wireless technology in the future include:

− e-prescribing – enabling physicians to electronically write, order and renew prescriptions

− e-Lab ordering and viewing − online clinical, financial, and administrative rules service include a host and display

of formularies, drug utilization review, treatment guidelines etc… − patient medication histories − patient consent − automated customized messages to provide physicians with health plan specific

and patient specific messages − content to enable hosting and presentation of medical information for physicians − point of care clinical decision support systems that provide clinician with

information to improve decision making

• The current market sees rapid growth of wireless technology, in conjunction with a number of other technical competencies – these technical competencies are quickly moving into the health care environment. However, wireless LAN and mobile-in-door-hand held technologies are seen as two of the key enablers over the next three to five years.

• By 2004, it is expected wireless physician order entry systems (POE) will require a tablet form factor, with at least 640x480 pixel display, voice recognition hardware and local storage of static data. Migration of POE to PDAs will require further advances in speech recognition and virtual displays.

D1.1.2 Scope of Education Services • Health information management student education and training, 1 at a time • Technical services student, 1 at a time • Increased inservice training and education regarding FOIPPA, confidentiality, security, data

standards, understanding data, policies and procedures

D1.1.3 Scope of Research Services Not applicable



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D1.1.4 Specific Exclusions This specification excludes health information management services/requirements provided elsewhere, including:

• Central administration for IM to be located off-site • Transcription services and health records retrieval services from off-site archival storage (see

section E10 Transcription Services) • Information Management training room (see section D2 Learning Centre)

D1.2 OPERATIONAL DESCRIPTION

D1.2.1 Minimum Hours of Operation Hours of operation for the component will vary with each service as follows:

• Health Information Services - Registration....................................... 24 hours/day, 7 days/week • Health Information Services - Health Records .............................0700h to 2300h, 7 days/week

(Emergency Filing Clerk on evenings) • Information Systems & Technology ....................... 0700h to 1900h, 5 days/week (plus on-call)

D1.2.2 Patient Management Processes

D1.2.3.1 Patient Access/Reception/Registration Process • Inpatients

Patients/visitors will normally arrive at the AHCC main entry/lobby and be greeted at the information kiosk. Inpatients will be directed to the appropriate inpatient unit where they will be registered by unit staff. Self-pay patients will proceed to the cashier (managed by finance) where fees will be collected. Others will pay on discharge. Patients’ cash and other valuables will be received and stored by the cashier until the patient is discharged.

Admission documentation will be available on-line. Patients admitted on an elective basis will proceed to the care unit either unescorted or in the company of a volunteer.

Home

OutpatientClinics

CancerCentre

Inpatient Unit

Registration

SurgicalDaycare

AbbotsfordHospital

Pre-registration in CAIS

ERTriage

Patient Flow Diagram

• Outpatients Patients/visitors will normally arrive at the Abbotsford Hospital & Cancer Centre main entry/lobby. Outpatients will be registered by the outpatient service staff. Diagnostic areas will be responsible for their own registration. Recurring outpatients will be entered



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by clinic staff or by using self-registration swipe technology. Admission documentation will be available on line for those clinics.

• Surgical Day Care Patients Patients/visitors will normally arrive at the AHCC main outpatient entry. Surgical day care patients will be directed to the Surgical Day Care area for registration. Self-pay patients will proceed to the cashier (managed by Finance) where fees will be collected. Admission documentation will be available on-line.

• Emergency Patients Patients/visitors will normally arrive at the Emergency department triage desk where triage information is collected and forwarded to the Registration department. The Emergency registration staff will register the patient and direct to the appropriate area depending on urgency and priority identified by triage. DOA’s, direct admissions and after hours add-ons or outpatient registrations will be processed by the Emergency registration staff and directed to the appropriate care area. Documentation is available on line but will be printed by the Registration staff and forwarded to the appropriate care area. Self-pay patients will be requested to pay the hospital fee and a receipt will be issued by the Registration staff.

• Cancer Services Patients will be pre-registered in the BCCA CAIS scheduler system. Their visit registration (check-in) will be completed at the specific clinic. The CAIS scheduler system tracks patient movement through the building through a process of check-ins/check-outs. This location tracking must include non-BCCA services (e.g., Diagnostic Services). Cancer patients' final visit (discharge) is recorded in the CAIS scheduler system. In some cases, out-of-province/out-of-country charges apply for cancer services and these will be collected and processed by FHA finance personnel in the main entry lobby area.

D1.2.2.2 Computerization The registration function will be fully computerized, including production of admission/ registration forms and embossed addressograph cards. Future computerization may include magnetized patient health information cards that will be used to automatically access information. Verification of patient information will be facilitated through connection to the Ministry of Health Services web business services. Technology will support conversion to electronic records and data management.

D1.2.3 Patient Information Management

Patients will likely have two identification numbers (one from the FHA and one from the BCCA/ PHSA), and two electronic health records (one specific to Cancer and one for all other levels of care) which will contain all information on inpatient and outpatient encounters in the AHCC system. The FHA Meditech system and related systems like FHA PACS will provide completely digital records, but the component will also have to accommodate some hardcopy records for a period of time for historical records.

Patient rooms and staff care stations will be planned to function with an electronic 'paperless' patient information system.



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Patient information systems will be automated with access to information by means of computer terminals located at all staff work areas distributed throughout each unit. In the future, computer charting will occur at the patient bedside, likely through the use of hand-held wireless computers.

Also refer to Output Specifications, Section 3: Non-Clinical Services, subsection D1 Information Management; Section 5: Design and Technical, subsection 5.3.17 Technology and Communication Systems; and Section 6: IT/Tel Services.

D1.2.4 Staff Work Processes

D1.2.4.1 Technology Services The model on which the FHA and BCCA/PHSA will develop its health information systems assumes centralized cores of patient information. Other user applications will be fully integrated with these cores. Decentralized access to the cores is assumed with the region promoting “access at point of service” among all of its facilities.

Not Applicable

Process Flow Diagram

Information technology has been developed in order to maximize the use of multi-media communications systems focused on voice/data/video imaging.

Locations for facility management will be dependent on the specific applications and influenced by a number of factors, including need for security provisions, number and size of servers, etc. It is assumed, however, that both remote and on-site facility management will be utilized.

Hardware and workstations supporting a variety of user applications will be accommodated locally (i.e., within user departments at all acute care sites), but the communications technology allowing integration with the cores and with other sites will be centralized at each site.

A sample of applications that are of greatest significance include:

• remote access to a networked, secure system by physicians and other community agencies

• extending the network within and beyond the walls of the FHA/BCCA/PHSA will allow for telehealth/medicine, video conferencing, teleradiology (i.e., exchange of grand rounds information, exchange of electronic imaging/information)

• a mainly copper and fibre optic landline based WAN strategy moving to wireless and portable communication devices allowing flexibility as to place of work (70 to 80% of communications traffic will be wireless)

• “point-of-care” technology using wireless technology which will allow clinicians to document workload and patient charts electronically

• educational resources found internally and externally will be accessible (i.e., CD banks)



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D1.2.4.2 Telecommunications The Fraser East area is currently being served by a state-of-the-art telecommunications system provided by NEC Canada Inc. The two main components of this system are the NEAX PABX, a voice/data/video switch and an integrated voice processing system, plus a ‘virtual private network’ allowing local-to-local calling via a 4-digit coordinated dialing plan connecting all sites within the Fraser East area. A 2- or 3-digit access code will be required to network with other sites in the FHA that are outside the Fraser East area. This will need to be addressed in concert with the network services groups within the FHA and BCCA/PHSA. The availability of this system has or will allow the following enhancements:

• Nurse Call System – Integrated.

• Wireless – (including wireless handsets in the Inpatient Units as part of the nurse call upgrade), leading ultimately to connectivity between nurse call, wireless telephone, Meditech, CAIS, patient, doctor and nurse.

• Aimworks – a comprehensive telemanagement system consisting of several modules allowing for ranging levels of self-management of the telecommunications infrastructure.

• Voice Processing – including features of the voicemail server expanded to provide enhanced voice processing, IVR, and unified messaging.

• Call Centre – allowing the FHA to configure any of its sites to function as a call centre on a dynamic basis. The call centre will also allow for provision of a centralized switchboard/ ADT patient information centre and a computer/telephone help desk. The Call Centre will be virtual and will be located off the AHCC site, and it will also serve as the routing centre for the announcement of all codes as identified in the Health Co contingency plan.

• Med Help – including a suite of communications-oriented applications (e.g., physicians office network, patient phone services, telemedicine and video conferencing, including desktop televideo-conferencing).

D1.2.4.3 Technical/Support IS will also provide the following technical support:

• System management • Equipment evaluation • Network analysis and management • User support • Equipment cascading (relocating older equipment as new equipment is received) • Equipment staging deployment • System integration

D1.2.4.4 Training Training will include general upgrading programs and project-specific training. Training facilities will be accessed by user departments on a scheduled and drop-in basis. Programs will accommodate small groups and will provide “hands-on” training using demonstrations, interactive tutorials, and one-on-one instruction at a computer. The training room will be located in the Learning Centre (see D2).



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D1.2.4.5 Staff Services Outer clothing will be stored in coat closets located in a lockable coat hanging area. A small staff break room will be provided for beverage making, staff debriefing, and rest.

D1.2.5 Materiel Services Refer to Output Specifications, Section 4: Facility Management Services, subsection E7 Materiel Services, and Section 2: Clinical Services, subsection C8 Sterile Processing Services.

D1.2.6 Linen/Housekeeping Services Refer to Output Specifications, Section 4: Facility Management Services, subsections E5 Housekeeping Services and E6 Laundry/Linen Services.

D1.2.7 Equipment Asset Management Refer to Output Specifications, Section 4: Facility Management Services, subsection E2 Biomedical Engineering; and Section 7: Equipment.

D1.3 ACTIVITY INDICATORS

The table below summarized the projected activity for Information Management services which must be accommodated in Project Co’s plan:

D1.3.1 Hospital Activity

Unit Minimum Projected Activity

Health Information Services Total Inpatient Discharges 18,634 Total Patient Days 93,923 Emergency Visits 60,000 Surgical Day Care Cases 9,100 General Day Care Visits/Cases 26,499 Pre-Admit Clinic (visits) 9,800 R.O.I. Requests 4,000 Data Analysis Requests 400 Transcription Hours 17,000 Ambulatory Care Visits/Exams 1 182,804

1 Excludes Cancer Centre workload.



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Health Information Systems # Printers 200 # Personal Computers 700+ # Network Hubs/Switches 75+ # Servers 75+ Notes & Assumptions * Outpatient Visits – patients will be admitted to the system within each of the departments.; Ambulatory Care, General

Day Care, Diagnostic Services, Laboratory, Imaging, etc.

D1.3.2 Cancer Centre Activity

Minimum Projected Activity Unit 2007 2010 2015

Surgical New Patient Consults (Pre-operative) 701 796 935 Surgical Follow-Up Visits 7,008 7,960 9,350 Systemic Therapy New Patient Consults 638 760 1,333 Systemic Therapy Follow-Up Visits 3,825 4,559 8,000 Radiation Therapy New Patient Consults 1,475 2,539 2,829 Radiation Therapy Follow-up Visits 5,900 10,156 11,314 Pain & Symptom Management/Palliative Care Program

New Patient 70 85 120 Follow-Up Visits 135 170 235

D1.4 PEOPLE REQUIREMENTS

This component will have a Abbotsford Hospital staff complement in the range of 57 FTE, consisting of 9 analysts, 10 technologists, 1 bed utilization officer and 37 clerical/administrative personnel.

The Cancer Centre staff complement will be in the range of 19 FTE, consisting of 2 analysts, 1 CAIS trainer, 1 IT programmer, and 15 clerical/administrative personnel.

It is anticipated that the key functional areas in the component will need to accommodate the following maximum number of people.

Functional Areas Patients Staff Visitors Others Total Health Information Services

Registration 10-15 5-8 5-6 1-2 21-31 Health Records 0 10-15 2-3 2-3 14-21

Information Systems & Technology Services 0 8-12 0 1-2 9-14



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D1.5 DESIGN CRITERIA

D1.5.1 Key External Relationships The following key relationships will be achieved in the priority order as numbered for the purposes stated:

REGISTRATION/ADMITTING Main Entrance

Inpatient Care Unitsand Surgical Day Care

1

2

Emergency Department

3

1 Provide direct access by general circulation from the main entrance for inpatient/SDC/outpatient access.

2 Provide convenient access by general circulation to all Inpatient Care Units and Surgical Day Care for the movement of patients.

3 Provide convenient access by general circulation to the Emergency department for movement of staff.

HEALTH RECORDS Site Administration(Physician's Lounge)

1

Emergency

2

Main Public Facilities

3

Ambulatory CareCentre

4

Ambulatory CareCentre (Cancer Centre)

5

1 Provide access by general circulation to Site Administration (physician’s lounge) for the movement of physicians.

2 Provide convenient access by general circulation to Emergency for the movement of staff.

3 Provide convenient access by general circulation from the main public facilities (main entrance) for movement of the public.

4 Provide convenient access by general circulation to the Ambulatory Care Centre for the movement of staff.

5 Provide convenient access by general circulation to the Ambulatory Care Centre (Cancer Centre) for the movement of staff.

INFORMATIONSYSTEMS &

TECHNOLOGY SERV.Health Records

1

Ambulatory CareCentre (Cancer Centre)

2

1 Provide convenient access by general circulation to Health Records for movement of staff.

2 Provide convenient access by general circulation to the Ambulatory Care Centre (Cancer Centre) for the movement of staff.



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D1.5.2 Key Internal Relationships/ Environmental Considerations The following will be achieved:

General Considerations

D1.5.2.1 Workstations All workstations designed for desktop PC’s/monitors will require outlets for power, telephone and data transmission. All power outlets at workstations with on-line terminals must have protected power supplies. Uninterrupted power supplies and isolated grounding will be considered for all workstations as well as for the computer room and server area.

D1.5.2.2 Lighting/Computer Screen Visibility Provide appropriate lighting for reading/general activities and for computer use that minimizes glare near computer terminals.

D1.5.2.3 Environment Provide the ability to isolate the working environment from external noise for focused concentration and reading/report writing/data analysis.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.5.4 Acoustics.

D1.5.2.4 Access/Security Provide restricted access to all electronic and hardcopy files. Access to all areas of the component, with the exception of training facilities, will be controlled at all times.

Requests to use training facilities after hours will be accommodated. Access to this area will be available without compromising security of the entire component.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.2.3 Security and Personal Safety.

Reception/Registration/Admitting

D1.5.2.5 Visibility Provide high visibility and very easy wayfinding from the main entrance lobby area to provide clear direction for patients arriving for registration.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.4.3 Signage and Wayfinding.

D1.5.2.6 Contiguity with Emergency Locate the admitting staff work area contiguous with the Emergency reception/triage desk to maximize interaction between staff and to minimize the distance travelled by patients between triaging and admitting.

D1.5.2.7 Waiting Area Provide a comfortable waiting area for patients and relatives. This waiting area will be located immediately adjacent to Registration/Admitting and should offer privacy for the psychological comfort of the normally apprehensive patient.



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Provide inpatients being admitted with dedicated waiting areas separate from public waiting, to provide a degree of privacy when required.

D1.5.2.8 Seating Design Ensure comfortable seating in waiting areas. Allow for big people as well as small people. Benches are appropriate. “Airport” type seating is not appropriate.

D1.5.2.9 Confidentiality of Patients Ensure that patient privacy is respected during conversations with admitting staff. Visual and acoustic screening will be incorporated.

Health Records

D1.5.2.10 Visibility The public will be able to easily locate department in order to make requests for release of information.

Provide a visible main entry for control reasons and public access. Ideally the entry and activities within Health Records will be visible from staffed areas outside the component. After hours, the department will be locked.

D1.5.2.11 Special Technical Requirements Floor load capacity will be such to support the storage of historical paper records in a high density arrangement.

Wireless capability will be in place throughout the Health Records and Registration areas. Specifically, in the records storage area to allow for two-way communication between staff in the department and those retrieving/filing records.

Also refer to Output Specifications, Section 5: Design and Technical.

D1.5.2.12 Environment Provide a quiet, relaxed environment for staff, students and physicians. Sound absorptive materials and furniture will be used throughout.

Designated areas will be provided for physicians for chart completion and review as well as for clinical research staff. There will be a designated waiting area for the public as well as a private area for completion of forms for requests for information and record review.

Provide appropriate temperature and humidity control in order to maintain a work environment compatible for both staff and records storage.

Provide high-density mobile shelving in order to minimize cost and ensure user safety and to maximize storage capacity.

Modular fixtures and furniture and adequate electrical and network outlets will be used to allow for flexibility in utilization as needs change.

Good ventilation will be provided to compensate for the drying and dust collecting properties of records and paper.



21

Adequate lighting will be provided to compensate for glare created by paper and computer screens. High shelving can block light emitted from a given source. Permanent ceiling fixtures must be placed such that dark areas and shadows are minimized.

Implications for earthquake preparedness should include use of a fixed/secure non-collapsible shelving system. Floor finishes should allow for fixing down shelving if necessary.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.5 Indoor Environmental Quality.

Information Systems Services & Technology Services

D1.5.2.13 Flexibility for Potential Expansion Refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.3.3 Flexibility and Expandability.

D1.5.2.14 Raised Floor A raised floor will be required in selected rooms for computer cabling, etc.

D1.5.2.15 Communications Rooms Communications rooms will be distributed throughout the Abbotsford Hospital & Cancer Centre and will be stacked vertically.

D1.5.2.16 Fire Safety Fire safety systems for the computer room and server area will incorporate state-of-the-art technology. Sprinklers are not permitted here.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.6.2 Provisions for Disaster.

D1.5.2.17 Ergonomics Considerations Refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.4.6 Ergonomics.



22

D1.5.2.18 Component Functional Diagrams The spatial organization of this component will be generally as shown in the diagrams below.

D1.5.2.18.1 Macro Relationship Diagram

MainEntry

Main Entry Lobby

Registration HealthRecords

PhysiciansLounge

EmergencyI.S. & Technology

To all partsof Hospital/

Cancer Centre

To InpatientUnits & S.D.C.

PatientEduc.

D1.5.2.17.2 Micro Relationship Diagram

Registration/Admitting

PatientEntry

Wait

Cub.

StaffEntry

Wash

Cub. Clerks

Equipment

W

Overflow Wait

Offices

LegendWashroomW



23

Health Records

Recep./Wait

St./Equip.

Files

Meet/Lounge

W

'Hardcopy'Active Medical Records

(locate to be available as future "soft" space)

Office,R.O.I.

Office,Mang.

Office,Super

Dicta-tion

Charting/Incomplete

Recs.

Wk. Wk. Wk.

Wk. Wk. Wk.

Wk. Wk. Wk.

Wk. Wk.

Wk.

Wk. Wk.

Wk. Wk. Wk.

Wk. Wk. Wk.

PatientEntry

StaffEntry

Future flex spacewhen paperless

ACC Workstations

Coding/Abstracting

Record Assembly

Data Analysis

Office,CAIS

Wk.

Legend

Washroom

W

Wk.

Wk.

W

WorkstationWk.



24


Entry

Work-stations,

Tech.Analyst/

IT Prog.

Server Room

WorkRoom/

Storage,Techs.

Workstation,Telecom.

Files/Man.

Environmental Control

LegendWashroomW

W



25

D1.5.3 Schedule of Accommodation (Note: Spaces listed in parentheses ( ) are spaces supporting services provided by Project Co and are included in the total net square metres.)

Area Requirements Ref Space units nsm/unit nsm

Health Information Services

Registration/Admitting Area

01 Patient Waiting Area 1 12.0

02 Washroom, Wheelchair Access 1 3.5

03 Registration Cubicle, Wheelchair Access 2 6.0 12.0

04 Equipment Area/Workroom/ Store Room, Stationery Supplies 1 15.0

05 Workstation, Bed Control Clerk/Preferred Accommodation Clerk 1 12.0

06 Office, Supervisor/Admitting Officer 1 9.0

07 Office, Bed Utilization Officer 1 9.0

08 Office, Autopsy Clerk 1 9.0

09 Washroom, Staff 1 2.5

Total, Registration/Admitting Area 84.0

Health Records Area

10 Reception/Waiting Area 1 5.0

11 Office, R.O.I. 1 9.0

12 Charting Room/Incomplete Charts 1 20.0

13 Dictation Cubicles 2 2.5 (5.0)

14 Record Assembly Area 1 30.0

15 Storage, Active Medical Records 1 170.0

16 Alcove, Filing 1 10.0

17 Workstation, HRA I (ACC) 1 12.0



26


18 Workstation, HR Technician (ACC) 1 12.0

19 Workstation, Clerk III (ACC) 1 30.0

20 Workstation, Referral Clerk (ACC) 1 12.0

21 Office Equipment Workroom 1 12.0

22 Coding/Abstracting Area 1 30.0

23 Data Analysis Area 1 12.0

Transcription Area 0 2

24 Office, Manager 1 9.0

25 Office, Supervisor 1 9.0

26 Office, Coordinator/CAIS Trainer (ACC) 1 9.0

27 Meeting/Break Room 1 18.0

28 Washroom, Staff 2 2.5 5.0

Total, Health Records Area 419.0

Total, Health Information Services 503.0


Office Area

29 Workstation, Technical Analyst 1 36.0

30 Workstation, IT Programmer (ACC) 1 6.0

31 Files/Manuals Room/Area 1 8.0

32 Workstation, Telecommunications Tech. 1 6.0

Subtotal 56.0

2 See E10 Transcription Services.



27


Support Area

Training Room 0 3

Coat Closet 0 3

Teaching Supplies 0 3

33 Computer Server Room (PABX/NEAX) 1 65.0

34 Storage, Equipment 1 12.0

35 Alcove, Storage, Paper/Discs 1 (2.0)

36 Workroom, Technicians 1 27.0


Subtotal 108.5

Total, Information Systems Services & Technology Services 164.5

Total, IM 667.5

D1.6 DESIGN GUIDANCE

None

D1.7 OTHER SPECIFICATIONS

IM services are primarily based in Information Management, however, other specifications that will be consulted are:

E10 Transcription Services D2 Learning Centre

3 See D2 Learning Centre.



28



D2 LEARNING CENTRE

29


D2.1.1 Scope of Services This specification outlines the service requirements for the Learning Centre.

The range of activities and services to be provided within this component include:

• Education/training/conferencing • Library services • Learning and development services • UBC medical program expansion administration

A brief description of the activities in each area is as follows.

D2.1.1.1 Educational/Training/Conferencing These facilities will comprise rooms with a variety of seating capacities and configurations to accommodate primarily large group assemblies for the following types of functions:

• Medical, nursing, and allied health training • Conferences, seminars, and administrative meetings • Patient and community education • Employee and volunteer orientation • Staff in-service education (including Information Management computer training space)

Members of the general public and community service groups (up to 60 different groups) will also access facilities within this component, most often after normal operating hours.

Teaching/conference space contained within this component will accommodate a variety of presentation modalities and pedagogies, including:

• Seminar/group interaction • Audiovisual assisted • Practical demonstrations/hands-on training • Lectures • Banquets

Since presentations tend to be more formal, the rooms will be fully equipped with audio-visual and video conferencing capabilities and are furnished to accommodate sessions lasting for more than 2 hours at a time.

A foyer will support the component for 75 people, kitchenette/food cart marshalling area, and toilets.

D2.1.1.2 Library Services Services provided include:

• Combined patient and staff library • Circulation of materials from collection including books, videos, cassettes, journals, CD-

ROM and general reference material


D2 LEARNING CENTRE

30

• Inter-library loan services • Display, maintenance and storage of medical journals, books, and reference material,

including AV media, computer-based files and media • Acquisition and cataloguing for the Abbotsford Hospital & Cancer Centre • Audiovisual program previewing • Literature searches • Photocopying (scanning) • Research, reading and studying

Monographs and journals will be ordered by the librarians. The collection will be kept in the Abbotsford Hospital & Cancer Centre library.

Library materials are kept current, typically up to 10 years, excluding selected specialized materials on the shelves. Five years of journals will be stored with the collection.

D2.1.1.3 Learning and Development Services Services include provisions for office/workstation space for one director, two educational consultants, one assistant and one technician to accept registrations of staff into educational events and to distribute educational information.

D2.1.1.4 UBC Medical Program Expansion Administration Includes the facilities to accommodate the administrative staff of the UBC medical program expansion. The medical program expansion will comprise 12 undergraduate students, plus 12 residents located at AHCC.

D2.1.1.5 Current Trends • Greater focus in health literature on evidence-based practices.

• There is an increased number of highly knowledgeable and discerning consumers/clients/ patients and, as a result, there is a greater awareness among users as to the availability and potential of electronic resources.

• Increased development in the use of internet and e-based learning approaches, particularly in the educational sector.

• Increasing incorporation of a virtual library.

D2.1.2 Scope of Education Services Possible contract with UBC Library Masters students, and BC library technician student(s) (Langara or University College of Fraser Valley), up to 2 at a time.



D2 LEARNING CENTRE

31

D2.1.4 Specific Exclusions This specification excludes Learning Centre type services/requirements provided elsewhere, including:

• Patient education/counselling (see section A1 Ambulatory Care Centre) • Decentralized conference/seminar rooms located in departments throughout the Abbotsford

Hospital & Cancer Centre, which are bookable as summarized below:

Component

Ref. #

Name

Capacity (seats)

Clinical Output Specifications A Outpatient Services A1 Ambulatory Care Centre A1(b) Abbotsford Hospital Outpatient Services 17 Conference/Education Room 12 to 15 30 Patient Education/Counselling Room 40 A1(c) Cancer Centre Chemotherapy Treatment Unit - - - A1(d) Cancer Centre Clinical Trials Office - - - A1(e) Cancer Centre General Clinic 18 Clinical/Conference Room 20 to 30 A1(f) Cancer Centre Professional Staff Offices 18 Video Conference/Meeting Room 10 to 12 19 Seminar Room 12 A1(g) Cancer Centre Patient Rehabilitation 11 Patient/Support Relaxation Room 40 A1(h) Cancer Centre Radiation Therapy 73 Clinical Conference Room 35 4 Training/Meeting Room 20 to 25 A1(i) Cancer Centre Staff Facilities - - - A2 Emergency 96 Multi-Purpose Conference Room 12 to 15 A3 General Day Care Unit - - - A4 Renal Services - - - B Inpatient Services B1 Comprehensive Cardiology Care Unit 32 Conference Room 15 B2 General Medical/Surgical Inpatient Care Units 29 Conference/Team Report x4 10 to 12 43 Meeting Room 20 60 Meeting Room 20 B3 Tertiary Palliative Care Unit - - - B4 Intensive/Stepdown Care Units 46 Conference Room 15 B5 Maternal Child Program 18 Multi-Use Staff & Patient Education Room 25 43 Conference/Team Report Room x 2 12 120 Conference/Report Room 12 to 15 B6 Mental Health/Psychiatry Program 28 Conference/Team Report Room 8 to 10 51 Conference Room 15 to 20 C Support Services C1 Diagnostic Services 42 Conference/Seminar Room 8 to 10 C2 Laboratory Medicine 57 Conference/Seminar/Library 14 C3 Medical Imaging 123 Conference/Library 20 C4 Morgue & Autopsy - - - C5 Pharmacy Services 11 Conference 23 C6 Rehabilitation Services - - - C7 Surgical Services 13 Conference/Seminar 20 to 25 Non-Clinical Output Specifications D1 Information Management 27 Meeting Room 10 D3 Main Public Facilities - - - D4 Site Administration 24 Multi-Purpose Clinical/Meeting Room 8 to 10 29 Conference/Meeting 20 D5 Staff Facilities - - - D6 Volunteer/Auxiliary Services - - -


D2 LEARNING CENTRE

32


D2.2.1 Minimum Hours of Operation Hours of operation for the educational/conference/training rooms will be 0700h to 2200h, 7 days/week.

Hours of operation for library services will be 0800h to 1600h, 5 days/week.


D2.2.2.1 Library Services Patrons (patients, families or community members, staff) enter this component and will frequently refer to staff services, reference material, and information access devices. In addition, patrons may browse through the collection, selecting materials for reading in the library or for removal from the facility. Patrons may also take material to seating areas for study and/or recreational reading. Patrons will leave materials in specially designated areas, and staff will reshelve them. Patrons may also consult staff regarding location, availability of information in the collection or on the internet.

D2.2.3 Patient Information Management Not applicable


D2.2.4.1 Administration (Library Services) Staff will be present in order to answer questions, supervise reference material and patron activities taking place in the component. Staff on duty will provide surveillance of all public areas and computer workstations.

D2.2.4.2 Educational/Conference/Training Facilities Most functions occurring in this component are typically pre-scheduled or conducted on a routine basis. Bookings and audiovisual equipment control will be coordinated by personnel who may also coordinate bookings/utilization of all conference/teaching rooms that can be used on a shared basis throughout the Abbotsford Hospital & Cancer Centre. Portable audiovisual equipment, stored centrally in this component, will be brought to individual rooms around the Abbotsford Hospital & Cancer Centre as needed.

In order to make the best use of the central conference/teaching rooms and to provide for the future, they will be provided with optimal connectivity to each other, and to similar rooms in other hospitals. This capability will assist in minimizing the movement of staff between sites and support regional service and communications.


D2 LEARNING CENTRE

33

D2.2.4.3 Staff Facilities Coat closet and kitchenette will be provided for staff/community members/volunteers attending the conference rooms.





The table below summarized the projected activity for Learning Centre services, which must be accommodated in Project Co’s plan:



Library Collections Journals 70-80 Books/AV 4,000 volumes

D2.3.2 Cancer Centre Activity (Incl. in Hospital Activity above)


D2 LEARNING CENTRE

34


This component will have a total staff complement in the range of 7 FTE, consisting of 2 librarians, 1 learning and development director, 2 education consultants, 1 assistant and 1 technician.


Functional Areas Patients Staff Visitors Others Total Education/Training/Conference Area 100 Library Service Area 10-15 10-15 4-5 4-5 28-40 Learning and Development Area 0 4-5 0 1-2 5-7



LEARNING CENTRE Parking

Main Public Facilities

1

2

Food Services - Non-Patient

3

1 Provide direct external access to parking for the movement of patients and staff after hours.

2 Provide direct access by general circulation to the Main Public Facilities for the movement of patients and staff.

3 Provide direct access by general circulation to the Food Services – Non-Patient for movement of catered food.


Educational/Conference Facilities

D2.5.2.1 Organization of Conference Facilities In principle a room will be provided capable of seating 150 people, with the ability to split into 2 to 3 smaller rooms (or 1 medium and 2 smaller rooms).

D2.5.2.2 Entry/Security Conference/meeting rooms will be accessible from main traffic corridors. The 150-seat room requires an additional separate entry for public rental/lease access.


D2 LEARNING CENTRE

35

The hands-on teaching room requires a central location to support its use as a drop-in facility.

D2.5.2.3 Visibility All conference/teaching rooms require unobstructed sitelines to speakers, projection/writing surfaces and between attendees.

D2.5.2.4 Flexible Seating All teaching/conference rooms will have flat floors and loose, flexible furnishings in order to provide flexibility and accommodate varying seating arrangements. Tables are capable of accommodating groups of 6 to 8 people and can be assembled in alternative arrangements.

D2.5.2.5 Connectivity Maximal and flexible connectivity/network infrastructure will be developed in each conference/ teaching room, as well as all meeting rooms in the Abbotsford Hospital & Cancer Centre, including the following considerations:

• Telephone and computer network cabling • Coaxial cable between rooms in the Abbotsford Hospital & Cancer Centre and to other

sites to support closed circuit communication and conferencing (in particular between the auditoriums and other central conference/teaching rooms)

• The 30-seat conference room will be configured and serviced to accommodate future videoconferencing activities

• Future network ‘plug and play’ capability at each seat

Also refer to Output Specifications, Section 5: Design and Technical, subsection 5.3.17 Technology and Communication Systems.

D2.5.2.6 Special Requirements Each room will be equipped with the following standard capabilities:

• PowerPoint and LCD projector • Ceiling-mounted projection screen • Lectern • White board • Lights with dimming capabilities • Blackout capability • Flip charts • Permanent AV equipment retained in each room, including document cameras that project

through the mounted projector

The 150-seat facility may/will also be equipped with a fixed ceiling mounted LCD projector and a lecture stand with microphone, lighting, computer, document camera, VCR, DVD, and AV controls. Double oversize doors for carts are required. Three ceiling mounted monitors and 2 LCD projectors are also required.

The 150-seat facility will also be periodically utilized by various departments/programs (i.e., spiritual care services) as a large gathering area and will be provided with dedicated storage for special furnishings, artifacts and additional chairs and tables. Design should consider this area to be separated by a folding partition so that special furnishings can be kept in their approximate locations.


D2 LEARNING CENTRE

36

Library Services

D2.5.2.7 Entry/Security to Libraries Provide a single entry for control reasons. Ideally the entry and activities within the libraries will be visible from staffed areas outside the component. After hours, the office area will be locked and secure access to circulating collection will be provided to staff and students. Public access will be specifically restricted.


D2.5.2.8 Environment Provide a quiet, relaxed environment where patients, visitors, staff, students and physicians can study materials.

Sound absorptive materials and furniture will be used throughout.

The librarian’s office will be provided with partial, glazed walls for visibility and security.

Workstudy tables' area will be organized to provide both quiet individual and group study areas. This area will be separated from the collection.

Provide appropriate temperature and humidity control in order to maintain library materials.

Provide regular fixed shelving (not compact shelving) in order to minimize cost and ensure user safety.

Modular fixtures and furniture and adequate electrical and cable outlets will be used to allow for flexibility in utilization as needs change.

Good ventilation will be provided to compensate for the drying and dust collecting properties of books and journals.

Provide adequate and appropriate lighting for the various activities which will occur in the library, including natural light for reading and minimal glare near computer terminals and VCR monitors.

Adequate lighting will be provided to compensate for glare created by glossy paper. High stacks can block light emitted from a given source. Permanent ceiling fixtures must be placed such that dark areas and shadows are minimized.


D2.5.2.9 Patient Education/Resource Area A multi-media patient education/resource area within the library will be available to all patients and families. In addition to print material, the public will have access to videos, computers and other audio-visual materials related to health education. Design should allow for patients' and families' privacy.


D2 LEARNING CENTRE

37

The education/resource area will provide health information resources including literature, videotapes and computer(s). Education sessions will be provided by staff and volunteers. A section of the area will be secured during off-hours.

D2.5.2.10 Special Technical Requirements Floor load capacity of the Libraries must be 725 kg of “live load” per square metre to accommodate substantially larger loads imposed by library materials.

Lighting should allow flexibility in stack arrangements.

Perimeter carrel areas may require individual task lightning to maximize patron comfort.

Patron workstations and study areas will require special lighting, acoustical controls and visual screening appropriate for the type of equipment housed.

The photocopy workroom needs to be a separate, enclosed, soundproofed space with appropriate ventilation and lighting.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria; and Section 5: Design and Technical.



MainEntry

LearningCentre

MainEntryLobby

Food Services(Non-Patient)

MainAbbotsfordHospital &

Cancer CentreElevators

Parking

Main Traffic Corridor


D2 LEARNING CENTRE

38


Library Services Area

Education / Training / Conference Facilities Area

150 Seat Conference Room

Public/StaffEntry

Foyer/Crush Space Kitchen

EntryLobby

Reg-istra-tion Washroom

Chair/Table

StorageAV Storage

I.M. Training 20-SeatConference

FoodServices

Entry

divider

divider

Hands-OnMultipurpose

divider

Workstation,Technician

Office,Librarian

Reading/StudyAreas

ReferenceArea

Display

Entry

JournalsCollection

BooksCollection

MeetingRoom

Photocopy

Washroom

20-SeatConference

Patient Ed./Resource

Area

PhotocopyStorage

DisplayArea

Circ.Counter

Learning & Development Area

Workroom

Work-station

Office,Ed.

Cons.

Office,Director

Work-station

Office,Ed.

Cons.

UBC Medical Program ExpansionAdministration

OfficeSupport

Office,Private/Shared

Workstation

Workstation Workstation


D2 LEARNING CENTRE

39



Education/Training/Conference Facilities Area

01 Foyer/Lobby/Crush Space 1 60.0

02 Telephone Alcove 1 2.0

03 Conference Room 1 200.0

04 Conference Room 2 30.0 60.0

05 Conference Registration Alcove 1 6.0

06 Kitchenette 1 15.0

07 Coat Room 1 10.0

08 Storage, Chairs and Tables 1 (30.0)

09 Storage, Hospital AV 1 (25.0)

10 Information Management Computer Training Room 1 56.0

11 Storage, Teaching Supplies 1 6.0

12 Hands-on Training/Multipurpose Room 1 60.0

13 Storage, Equipment 1 (20.0)

14 Washroom, Female, Wheelchair 1 25.0

15 Washroom, Male, Wheelchair 1 14.0

16 Housekeeping Closet 1 (5.0)

Subtotal 589.0

Learning and Development Area

17 Office, Director 1 9.0

18 Office, Education Consultants 2 9.0 18.0


D2 LEARNING CENTRE

40


19 Workstation, Assistant 1 6.0

20 Workstation, Technician 1 6.0

21 Office Equipment Room 1 8.0

Subtotal 47.0

Library Services Area

22 Circulation Counter 1 8.0

23 Office, Librarian 1 9.0

24 Workstation, Library Technician 1 6.0

25 Photocopy/Workroom 1 10.0

26 Information Display Area 1 4.0

27 Patient Education/Resource Area 1 50.0

28 Reference Area 1 6.0

29 Display Area, Current Journals 1 20.0

30 Collection Area, 5 yrs. Journals 1 10.0

31 Lounge/Informal Reading Area 1 10.0

32 Collection Area, Books/AV Materials 1 31.0

33 Computer Stations, Library Patrons 1 13.0

34 Computer Study Stations, UBC Medical Program 1 7.5

35 Study Carrels, Library Patrons 4 2.5 10.0

36 Study Carrels, UBC Medical Program 6 2.5 15.0

37 Study Tables 2 11.0 22.0

38 Meeting/AV Room 1 12.0

39 Storage, Equipment 1 (7.5)


D2 LEARNING CENTRE

41


40 Book Trucks Holding 1 2.0

41 Storage Room 1 6.0


Subtotal 261.5

UBC Medical Program Expansion Administration

43 Office, Private/Shared 1 9.0

44 Workstation, Shared 3 6.0 18.0

45 Office Support Area 1 2.0

Subtotal 29.0

Total 926.5


Project Co is referred to:

• Canadian Health Libraries Association (CHLA) standards (available electronically on web page: www.chla-absc.ca/english/chlapub.html)


Learning Centre services are primarily based in the Learning Centre component, however, other specifications that will be consulted are:

A1 Ambulatory Care Centre D3 Main Public Facilities


D2 LEARNING CENTRE

42



D3 MAIN PUBLIC FACILITIES

43


D3.1.1 Scope of Services This specification outlines the requirements for those patient and public oriented functions generally associated with the main entry or ‘front door’ to the Abbotsford Hospital & Cancer Centre. Augmented by general circulation, it provides “mall-like” access to all major public and ambulatory care areas within the Abbotsford Hospital & Cancer Centre. The activities accommodated in this component include:

• Reception/information desk • Main public waiting and washrooms • Display area • Fraser East Foundation office/donor recognition area • Cashier • Gift shop • Leased retail areas • Spiritual care services • Human resource kiosk

The brief service description for each follows:

Reception/Information Desk provides an initial public reception and directional information service for the Abbotsford Hospital & Cancer Centre.

Main Public Waiting/Lobby, Main Public Washrooms and Display Area provides general building entry, lobby, waiting and washroom areas for general visitor use, for inpatients being admitted and for outpatients requiring registration, and which also will be used for a variety of functions that may include public health education displays/presentations (e.g., promotional displays for “heart-awareness week”, “auxiliary awareness week”, “community safety week”, and displays from various community groups, etc.), blood donor clinics, Fraser East Foundation information, and for emergency/disaster/ triaging/accommodation purposes. It is envisaged that a touch-screen, computer-based information and self-registration kiosks will be available for patients in reception areas within the future. A bank machine and public telephones/taxi phones will also be located here.

Foundation Offices/Donor Recognition provides offices for the Fraser East Foundation, established to solicit monetary donations to the Abbotsford Hospital, accept any donations made by patients, visitor or families, and manage the allocation of these funds for capital acquisitions. Distinct donor recognition areas for FHA will be provided to recognize a list of an estimated 1,000 supporters/contributors. Innovative methods that provide flexibility yet pay tribute to donors that are integrated within the Main Public Facilities will be explored by the service provider. The area also includes an interactive video screen and display of Fraser East Foundation activities information.

Cashier’s office/wicket staffed by finance for patients to settle accounts and make payments as necessary.

Gift Shop staffed by the Ladies’ Auxiliary, will include the display, preparation and sale of a variety of gifts (including flowers) and other goods to patients, visitors and staff.



44

Leased Retail Areas will be provided for service-oriented organizations (e.g., tax consultants, real estate agents, pharmacy, community organizations, etc.). Retail services provided by private sector service providers may include coffee shop services.

Spiritual Care Services provides spiritual care to patients, families and Abbotsford Hospital staff, and maintains effective relationships between the service and the faith communities as part of the interdisciplinary team. Staff in this area provide for the following:

• Develop and maintain spiritual care service according to recognized standards • Provide spiritual care to patients/residents and their families, and Abbotsford Hospital and

Cancer Centre staff • Facilitate religious rites, worship services, sacraments, etc. • Develop and coordinate a hospital-based spiritual care team • Participate as an active member of the health care team • Coordinate activities of visiting representatives of faith communities • Maintain an effective liaison with palliative and hospice services • Advocate for and participate in ethical, moral, and spiritual dimensions of patient care • Provide in-service education and training to representatives of faith communities, hospital-

based spiritual care team, and staff in the FHA communities • Collaborate and promote spiritual care service in the community • Evaluate spiritual care services • Spiritual care services will serve multi-faith groups • Spiritual care services will be available to all persons (patients/clients, significant others, and

staff) as a member of the interdisciplinary care team, including trained volunteers • Spiritual care services will be delivered using a team-based approach • Spirituality is integral to the daily care provided at the Abbotsford Hospital and Cancer Centre

Referrals are received from health care professionals, health centre staff, community faith representatives, patient/families and others.

Patient/families may be seen at the bedside, in multi-faith rooms, or in the spiritual care offices. The spiritual care coordinator will train volunteers who provide spiritual care services throughout the building.

Human Resource Kiosk will list vacancies at the facility, provide information on applying for positions and application forms/drop-off area.

D3.1.1.1 Current Trends In spiritual care services: • Increased use of spiritual care volunteers to provide a greater range of services to multi-

faith groups.

• Spiritual care coordinator role is expanding to provision of service in the community (outside the walls of health centre).



45

D3.1.2 Scope of Education Services Spiritual care services provides training resources for spiritual care interns and volunteers (up to 20 at a time).


D3.1.4 Specific Exclusions This specification excludes building entry requirements provided elsewhere, including:

• The Emergency walk-in and ambulance entries for emergent patients (see section A2 Emergency)

• The after hours entry and separate non-emergent ambulance/stretcher entry (see section A2 Emergency)

• Secondary entry to the Cancer Centre in Cancer Centre General Clinic area (see section A1(e) Cancer Centre General Clinic)

• Secondary entry to the Cancer Centre in the radiation therapy area for multiple visit patients (see section A1(h) Cancer Centre Radiation Therapy)

• Volunteer workroom/lounge (see section D6 Volunteer/Auxiliary Services) • Equipment loan/rental service (see section A2 Emergency) • Cancer Centre (CC) Foundation Office (see section A1(b) Abbotsford Hospital Outpatient

Services)


D3.2.1 Minimum Hours of Operation • Main entry/lobby .............................................................................0700h - 2200h, 7 days/week • Reception/information services ......................................................0800h - 2200h, 7 days/week • Leased space (retail services)........................................................0800h - 2200h, 7 days/week • Gift shop .........................................................................................0800h - 2200h, 7 days/week • Foundation offices ..........................................................................1000h - 2000h, 7 days/week • Visiting faith representatives and sign-in/workroom...................24 hours/day, 7 days per week • Spiritual care coordinator offices ............................................0800h to 1600h, 5 days per week • Spiritual multi-faith room.............................................................24 hours/day, 7 days per week • Counselling room.......................................................................0800h to 2200h, 7 days a week



46


D3.2.2.1 Reception/Main Entry/Waiting Large volumes of patients, visitors and families will be arriving at the main entry on a daily basis to attend clinics or access various services within the Abbotsford Hospital and/or Cancer Centre. To accommodate this, a full-time reception/greeter/information desk will occupy a prominent location in the main public entry. It will accommodate patient reception, information access, and a waiting area with public amenities such as pay phones and wheelchair accessible washrooms and child play stations. It is anticipated that this area will be physically related to other public amenities associated with other reception/registration functions of the functional components comprising outpatient services.

In addition, the main information/reception may/will be augmented by an electronic information board to facilitate wayfinding. This board may be duplicated at various locations along the main public circulation routes of the Abbotsford Hospital & Cancer Centre.

The reception desk will also receive small packages to be forwarded to patients. It is assumed however, that visitors will be encouraged to take flowers directly to the inpatient unit nurse station.

Patients inTreatment/Follow-Up

Reception/Main Entry/

Waiting

NewPatients

FVHCEFVCC

Home

Patient Flow Diagram

The area will also include a cashier office, gift shop, and retail services (e.g., coffee shop) used by patients, their families and staff.

D3.2.2.2 New Inpatients New inpatients arriving at the Abbotsford Hospital will be received at the main information/reception desk. From there, they will be directed to the Registration area in Information Management where they will be registered by Registration staff and directed to the appropriate area from which they are to receive treatment. If they are unable to find their own way, a volunteer porter will assist them.

D3.2.2.3 New Outpatients (Hospital) New outpatients attending Abbotsford Hospital clinics or arriving for surgical/general day care will arrive at the main information/reception desk. From there, patients will be directed to the Registration area in Information Management or care area in the outpatient services area depending on clerical support and degree of decentralization of registration.

D3.2.2.4 New Cancer Patients (Cancer Centre) New cancer patients arriving for treatment or attending clinics will arrive at the main information/reception desk. From there, they will be directed to the appropriate area within the Cancer Centre. Cancer patients will be pre-registered in the BCCA CAIS scheduler system. Their visit registration (check-in) will be completed at the specific Cancer Centre clinic.

D3.2.2.5 Patients Arriving by Ambulance Patients arriving by ambulance on stretchers for outpatient services will be taken to a separate covered drop-off area for convenient access to the Abbotsford Hospital & Cancer Centre and other diagnostic and treatment services from where they will be portered to a stretcher bay area in the clinic area. Once there, RNs will monitor the patient’s condition.



47

D3.2.2.6 Night Time Access Patients, and families arriving at night will access the after hours entry adjacent to the Emergency entrance, however, this will be controlled by security office and not by Emergency reception/triage.

D3.2.3 Patient Information Management Registration may either be located close to the main entrance or closer to the areas served (i.e., Inpatient Units and Surgical Day Care). (See component D1 Information Management).

Also refer to Output Specifications, Section 3: Non-Clinical Services, subsection D1 Information Management; Section 5: Design and Technical, subsection 5.3.17 Technology and Communication Systems; and Section 6: IT/Tel Services.


D3.2.4.1 Central Information/Reception Staff located at the main entry area of this component will receive all patients, families and visitors and then direct them to the appropriate area. The reception will also be supported by volunteers.

D3.2.4.2 Foundation Services Staff located in the satellite offices in this component will solicit monetary donations to the Abbotsford Hospital and accept any donations made by patients, visitors or families.

D3.2.4.3 Spiritual Care Services Consultation Staff will provide spiritual care to patient, family members or staff by visiting them on the inpatient unit, at bedside, in multi-faith rooms, or in the spiritual care offices. Spiritual care services includes provision of multi-faith rooms associated with the spiritual counselling activities and will provide office accommodation for the spiritual care coordinator.





48

D3.2.7 Equipment Asset Management Equipment storage space will be provided within the main entry for frequent use items (e.g., wheelchairs).

Also refer to Output Specifications, Section 4: Facility Management Services, subsection E2 Biomedical Engineering; and Section 7: Equipment.


The table below summarized the projected activity for the Main Public Facilities, which must be accommodated in Project Co’s plan:



Spiritual Care Visits 1,500 Counsellor Interventions 400 Training Visiting Faith Groups & Volunteers 15

D3.3.2 Cancer Centre Activity (Incl. in Hospital Activity above)


This component will have a total staff complement in the range of 9 FTE, consisting of 2 receptionists, 3 cashier/clerks, 1 Fraser East Foundation development officer, 1 Fraser East volunteer coordinator, 3 to 4 volunteers, 1 spiritual care coordinator and 1 spiritual services clerk.


Functional Areas Patients Staff Visitors Others Total Main Entry/Lobby 15-20 11-18 4-7 2-4 32-49 Gift Shop 3-5 1-2 3-5 1-2 8-14 Spiritual Care Office Area 1 2 2-4 - 4-6 Multi-Faith Room - - - - 30 Leased Retail Space To be determined by service provider



49



MAIN PUBLICFACILITIES Main Public Elevators

Ambulatory CareCentre (incl. CancerCentre)

1

3

Emergency

2

1 Provide direct access by general circulation to the main public elevators for the movement of patients and visitors.

2 Provide convenient access by general circulation from Emergency for the movement of patients and visitors to spiritual care, retail services (i.e., coffee shop).

3 Provide convenient access by general circulation to the Ambulatory Care Centre for the movement of outpatients and staff for general ease of wayfinding.

Note: Provide direct external access to this area from parking and the main entry.


D3.5.2.1 Wayfinding The Main Public Facilities should lead easily and directly to the main public circulation routes in the Abbotsford Hospital & Cancer Centre (both horizontal and vertical). Ideally the main public elevators, serving inpatient areas and other high use areas, will be visible from the main entry lobby.

Also, the main horizontal circulation route(s) to as many destinations as possible will be straight, direct and short. “Curved” routes are acceptable and are desirable in some cases (e.g., when a corridor is extremely long). Right-angle turns are difficult and mitigate against ease of wayfinding, and can cause great confusion for users, especially first-time users and will be avoided.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.4.3 Signage and Wayfinding.

D3.5.2.2 Electronic Touch-Screen Wayfinding Research into appropriate technology to serve this function is required. The concept of a system that would be utilized at the main entry lobby and duplicated at key points along the public circulation network (e.g., at elevator nodes) will be discussed.



50

D3.5.2.3 Main Entry/Lobby The main entry of this component is the primary patient/visitor focal point of the Abbotsford Hospital and Cancer Centre and it should serve as a reference point for all users. It is the first space experienced by most visitors and patients and, therefore, should provide a strong image, sense of arrival, and departure with adequate signage to clearly identify the main entry.

Patients and visitors entering the Abbotsford Hospital or Cancer Centre may be disoriented or anxious and many will be older patients who may have diminished cognitive and physical abilities. Every effort will be made to minimize the potentially intimidating nature of the Abbotsford Hospital & Cancer Centre setting. Highly technical areas will be visually and acoustically isolated. Patients, visitors and staff should perceive the environment as open, welcoming and of appropriate scale, rather than regimented and intimidating.

Waiting seats will be arranged in clusters and alcoves and be of varying types and sizes, ranging from chairs to benches to provide the opportunity of grouping of patients, or patients and families to have conversation with a sense of privacy versus a waiting area with chairs lined up in rows.

Windows in the waiting area that open to distant vistas, or landscaped courts will contribute to a pleasant, soothing environment.

A general image of public accessibility will be provided which will be enhanced through the provision of familiar “retail or mall type” space; by encouraging public use of the coffee and gift shops; and by the provision of a single “front door” focal point. An entry vestibule will be provided with a snow grate.

Provide for the visual connection between the staff members in information area and the main entry and waiting areas.

D3.5.2.4 Display Area The display area will be easily visible from the main entry and be located to encourage visitors/passers-by to “stop and look”. Adequate space for a wide variety of functions will be provided. A work/set-up/storage space will be provided close by.

D3.5.2.5 Coffee Shop (to be addressed further by service provider) Provide separate staff access to the storage/preparation area of the coffee shop for the delivery of food carts and other supplies and removal of refuse.

The servery storage and dishwashing areas will be secure during off-hours, while permitting continued use of vending and seating areas. The same enclosure mechanism as provided for the gift shop could be used to ensure design continuity.

Provide for proper acoustic separation between the kitchen and seating areas by use of sound-deadening devices where practical.

Access by patients in wheelchairs will be possible through the use of single-pedestal tables.

Provide for a maximum of self-service and for self-bussing of trays to a soiled-tray return area adjacent to exit points.

Provide for a clear uni-directional flow of customers through the component, including the separation of entry and exit.



51

Provide adequate lighting over food areas, and incandescent lighting in display areas.

Provide non-skid surface, impervious to moisture and grease, resistant to solvents, durable and able to withstand heavy wear and permit easy movement of heavy equipment. Wall finishes will be washable, hard, smooth, and impervious.

The coffee shop will be convenient to all patients in the waiting are but somewhat removed from seating areas so that waiting patients who may get nauseated from food odours are not disturbed.

D3.5.2.6 Gift Shop Goods for sale in the gift shop should have maximum display and accessibility to customers, such that a minimum of time is required in service by volunteer staff.

Provide security through surveillance in the gift shop area. The use of glass and openness in planning will be important to create maximum visibility.

D3.5.2.7 Fraser East Foundation Offices Provide the Abbotsford Hospital Foundation offices with a highly visible image through signage (visible by patients/visitors) from public circulation for ease of patient/family access and identification and to increase the public awareness of the role of the Foundation and its fundraising activities.

D3.5.2.8 General The spatial layout should maximize the potential for flexibility in use and for future change.

Provide a pleasant environment through the use of colour, attractive finishes and furnishings, incandescent lighting, plants, effective ventilation and good signage. Provide for a maximum of natural light and exterior views.

Highly-visible, easily-read graphic signage will be provided to give directions for access to all areas of the Abbotsford Hospital and Cancer Centre. A directory will be prominently located that graphically illustrates the location of all major AHCC activities.

Ensure that functional spaces adjacent to external entrances are draft-free, by means of appropriate lobby design.

Ensure that all patient-occupied spaces are designed for disabled access and assistance by nursing staff.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsections 1.2.3.3 Flexibility and Expandability and 1.2.5 Indoor Environmental Quality.

D3.5.2.9 Parking The designated patient/visitor parking area in the AHCC parking structure will be monitored to ensure proper usage and will be:

• Provide video surveillance and alarm assistance call system • Convenient to the main entrance • Have short-term parking space at the entry for patient drop-off and pick-up • Have handicap parking bays adjacent to the main entrance and outpatient services



52

D3.5.2.10 Automatic Door Maintain automatic doors at the main entry but arrange to prevent drafts from entering the building.

D3.5.2.11 Accessibility for Persons with Disabilities All areas of the AHCC will be wheelchair accessible.

The arrangement of seating in the waiting area should allow for open space for patients in wheelchairs.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.4.7 Design Standards for the Disabled.

D3.5.2.12 Access for Spiritual Care Services The counselling room will be provided with direct access from both the corridor and from the office area.

D3.5.2.13 Spiritual Care Services Environment The emotional state of patients and family members will receive special consideration in design. The environment will be quiet and comfortable to ease tensions. A therapeutic healing garden on the outside will be made available for patients, families and visitors. Acoustic and visual privacy is a high priority in the offices and counselling room areas. Create a sense of openness to the potential visitor, to encourage entry and use of services.

D3.5.2.14 Multi-Faith Room Requires comfortable, stacking chairs with an adjacent small storage room for special furnishings when not in use (e.g., altar, lectern, rehal, portable dias, etc.). The room is multi-faith and will be welcoming to all. The room will be acoustically private, lighting will be dimmable, a sound system for recorded music will be included, and a natural light source is very desirable.

Some artistic interpretation of space, peaceful, concurrent with purpose, in a circular or oval shape. Constructed in natural woods in light colors, carpeted floors, with multiple points of access.



53


MainEntry

Main Entry Lobby

Waiting/Telephone/Washroom

Cashier

Registration(possible location)

only

DisplayArea

Retail

Retail

Retail Spiritual CareServices

Circ

ulat

ion

Circ

ulat

ion

Circulation To CancerCentre

To other partsof Abbotsford

Hospital

To other partsof Hospital

Reception/Information

Gift Shop

Elevators

HRKiosk

Office, FEVolunteer

Coordinator

Office, FEFoundation

Workroom

Found/VolReception



54



Main Entry/Lobby Area

Entry Vestibule 0 1

01 Wheelchair Holding Area 1 8.0

02 Reception/Information Desk 1 13.5

03 Cashier 1 12.0

04 Waiting Area 1 20.0

05 Child Play Area 1 10.0

06 Display Area 1 15.0

07 Workroom/Storage 1 10.0

08 Human Resource Kiosk 1 6.0

09 Public Telephones 1 6.0

10 Taxi Telephone 1 6.0

11 ATM Machine 1 2.0

12 Foundation/Volunteer Reception/Workstation 1 9.0

13 Foundation Workroom 1 8.0

14 Office, Fraser East Volunteer Coordinator 1 9.0

15 Office, Fraser East Foundation Development Officer 2 9.0 18.0

16 Washroom, Public, Male 1 15.0

17 Washroom, Public, Female 1 15.0

18 Housekeeping Closet 1 (5.0)

Subtotal 187.5

1 Space counted in grossing factor.



55


Gift Shop

Sales Area 1 43.0

Storage Room 1 8.0

Subtotal 51.0

Spiritual Care Services

Office Area

19 Foyer/Clerical 1 8.0

20 Office, Spiritual Care Coordinator 1 10.0

21 Counseling Room 1 15.0

Multi-Faith Room

22 Multi-Faith Room 1 42.0

23 Storage, Equipment/Chairs 1 (6.0)

24 Large Gathering Area 0 2

Subtotal 81.0

Leased Retail Space

Leased Space 0 3

Total 319.5


None

2 See D2 Learning Centre. 3 Space to be determined by Project Co.



56


Main public facilities are primarily based in the Main Public Facilities, however, other specifications that will be consulted are:

A1(e) Cancer Centre General Clinic A1(h) Cancer Centre Radiation Therapy A2 Emergency D5 Staff Facilities D6 Volunteer/Auxiliary Services


D4 SITE ADMINISTRATION

57


D4.1.1 Scope of Services This specification outlines the service requirements for the Site Administration component of the Abbotsford Hospital.

The range of activities to be provided within this component includes:

• Site executive administration offices • Medical shared offices • Physicians' lounge • Human resources • Workplace safety & wellness • Quality improvement/risk management • Miscellaneous offices

The Site Executive Administration Offices administer on-site clinical services operations, nursing operations, including patient utilization, quality assurance, quality improvement/risk management and human resources, and public affairs. In addition, program managers will be decentralized and FHA Administration will be located off-site.

Activities will include, but not be limited to:

• Reception and secretarial work • Senior administrative and managerial work • Administrative and professional meetings • Professional interview and assessments • Liaison with other administrative functional areas • Liaison between medical, nursing, paramedical, support staff and the public • Storage of office equipment, supplies and administrative files • Future liaison visits by administrative staff from outside the Abbotsford Hospital residents

and others • General coordination to all Abbotsford Hospital departments • Budget preparation and expenditure monitoring • Liaison with colleges of medicine and other external agencies • Human resource requirements for the Abbotsford Hospital • Labour relations • Scheduled and drop-in use of offices by the FHA staff • Use of offices by administrative residents and graduate students • Developing and monitoring of Abbotsford Hospital workload statistics • Local clerical support for quality improvement/risk management • Provide auxiliary supplies support • Receipt of patient/family complaints

The Medical Shared Offices will provide office space to be shared by the Abbotsford Hospital clinical medical chiefs and for visiting administrators from FHA.



58

The Physicians' Lounge will include:

• Storage of outerwear on coat racks/hangers • Communication (reading, conversation, coffee, etc.) • Mail and message collection • Telephoning (in 2-3 dictation cubicles) • Educational instruction (computer assisted study carrel) • Electronic physician registry (with satellites at key entrances)

Human Resources will provide office space for one human resources consultant and one full-time human resources assistant to interview and test new recruits.

Workplace Safety and Wellness: All employees absent from work are managed by staff in this area, to facilitate early return to work and to develop and implement modified work programs. Workplace safety and wellness will also provide the initial health assessment and immunization of all new employees. (Ill/injured employees will go to Emergency.)

Quality Improvement/Risk Management will provide office space for one quality improvement clerk and two infection control officers. Risk management utilizes a planned and systematic process to monitor and control risk exposure in conjunction with promoting quality improvement.

Miscellaneous Offices will provide space for one multipurpose office.

Consideration of a site for an Emergency operations centre will need to be evaluated during design.

D4.1.1.1 Current Trends Not applicable

D4.1.2 Scope of Education Services Not applicable


D4.1.4 Specific Exclusions This specification excludes site administration services/requirements provided elsewhere, including:

• Cancer Centre medical staff offices (see section A1(f) Cancer Centre Professional Staff Offices) • Cancer Centre administration offices (see section A1(f) Cancer Centre Professional Staff

Offices) • Organizational development offices (see section D2 Learning Centre) • Satellite cashier’s office (see section D3 Main Public Facilities) • First aid area for staff (see section A2 Emergency) • Switchboard/call center/help desk (see Section 6: IT/Tel Services) • Bed utilization officer office (see section D1 Information Management)



59


D4.2.1 Minimum Hours of Operation Hours of operation for the component are as follows:

• Site administration offices.......................................................0800h to 1700h, 5 days per week • Shared offices.........................................................................0800h to 1700h, 5 days per week • Medical offices........................................................................0700h to 1500h, 5 days per week • Physicians’ lounge......................................................................24 hours/day, 7 days per week • Human resources (satellite)....................................................0800h to 1600h, 5 days per week • Workplace safety and wellness ..............................................0800h to 1600h, 5 days per week • Quality improvement/risk management..................................0800h to 1700h, 5 days per week

D4.2.2 Patient Management Processes Not applicable

D4.2.3 Patient Information Management Refer to Output Specifications, Section 3: Non-Clinical Services, subsection D1 Information Management; Section 5: Design and Technical, subsection 5.3.17 Technology and Communication Systems; and Section 6: IT/Tel Services.


D4.2.4.1 Staff Services Outer clothing will be stored in coat closets located in a lockable coat hanging area.

A physicians’ lounge will be provided for beverage making, staff debriefing and rest, and a coat rack will be provided for outer clothing.





60



D4.3.1 Hospital Activity Not applicable

D4.3.2 Cancer Centre Activity Not applicable


This component will have a total staff complement in the range of 19 FTE consisting of 1 health service administrator, 1 administrative assistant, 2 health service directors, 2 executive assistants, 1 patient client representative, 3 secretaries/clerks, 1 human resources consultant, 1 human resources assistant, 1 occupational health nurse, 1 workplace safety and wellness manager, 1 disability prevention consultant, 1 case management assistant, 2 infection control officers and 1 quality improvement clerk.

It is anticipated that the key functional areas in the component will need to accommodate the following maximum number of people per day.

Functional Areas Patients Staff Visitors Others Total Administration Offices 0 15-20 1-3 1-3 17-26 Physicians’ Lounge 0 20-25 0 1-2 21-27 Human Resources 0 2 1-2 0 2-4 Medical Shared Offices 0 1-2 1-2 0 2-4 Workplace Safety and Wellness 0 4-5 1-2 0 5-7 Other Offices 0 1 1 0 2



61



SITEADMINISTRATION

All Clinical Areas/Elevators

Main Entrance

1

2

1 Provide direct access by general circulation to all clinical areas for staff movement. Adjacency to the elevators will enhance this.

2 Provide convenient access by general circulation from the main entrance for staff movement.


D4.5.2.1 Physicians’ Lounge Mail Slots Ensure that this area is conveniently accessible to other staff needing to file messages, mail and patient reports.

D4.5.2.2 Environment Through the use of lighting, colour and furnishings, provide a comfortable, relaxing environment to encourage use of the facilities.


D4.5.2.3 Security Refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.2.3 Security and Personal Safety.

D4.5.2.4 Privacy Provide acoustic privacy in all offices. Provide open office planning for secretarial areas, but provide some visual and acoustic separation between workstations. Provide a reception counter to control public access through the area as confidential documents may be on desk areas.


D4.5.2.5 External Light/View Locate this component to ensure an external view.

D4.5.2.6 Workplace Safety & Wellness Provide acoustical attenuation between offices to ensure patient and staff privacy.



62

D4.5.2.7 Ergonomics Considerations Refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.4.6 Ergonomics.

D4.5.2.8 Site Administration Offices • The image of the component will be highly visible, welcoming and accessible for staff. • Security will be provided to prevent access by disruptive and potentially violent patients/

family etc. A secondary/staff entrance/exit will be provided. • All workstations will have a computer. • Acoustical attenuation will be provided between all office areas especially open

workstations. • Provide the offices with exterior windows if possible.

D4.5.2.9 Physicians’ Lounge This facility will be located so as to optimize accessibility and minimize travel time from building entrances and parking and staff work areas.

This component will be secured and access will be by card entry. However, mail will be delivered to the component with need for card/key access.

This area will also include an electronic physician registry, used by staff entering the building to inform switchboard staff of their presence in the building. This area could be located elsewhere if necessary in order to facilitate ease of access by physicians’ parking area.

Facilities within the lounge will enable physicians to dictate, place telephone calls, collect mail, and access library material from a computer assisted education carrel. A monitor located at this carrel will allow for viewing and discussion of educational material by groups of up to 10. This carrel will allow for hook-up of a VCR machine. A small nourishment centre will be provided.



63



MainEntry

Cashier Site Admin.Offices

HumanResources

MainEntryLobby

WorkplaceSafety &Wellness

AbbotsfordHospital

MainElevators

PhysiciansLounge

LearningCentre

HealthRecords

To all partsof Abbotsford

Hospital &Cancer Centre

Office Suite

Miscellaneous

Quality Improvement/Risk Management

To all partsof Abbotsford

Hospital &Cancer Centre



64

D4.5.2.10.2 Micro Relationship Diagram

Lounge

Physicians' Lounge

WR

mailslots

T T Comp Comp Cl.

Office,HR

Office,HR

Test FilesStorage

Human Resources

Office,Occup.

Health Nurse

CaseManager

Assistants/Consultants

Multi-PurposeRoom

Workplace Safety & Wellness

Office,IC

Office,IC

Wrkstn.,QI Clerk

Quality Improvement/Risk Managment

WaitingWorkstation,

ExecutiveAssistant

Office, HealthService

Administrator

Office,Visiting

Physician

Office,RegionalManagers

Office,Multi-

PurposeWR

Reception/Clerk

Workstation(3)

Workroom

Wrkstn.Admin.Assist.

Office, HealthServiceDirector Conference Nourish

-ment

CoatClos.

Reception / Shared Support / Executive Administration / Medical Shared Offices / Miscellaneous

Office, HealthServiceDirector

Wrkstn.Admin.Assist.

WR

Note:These 5 areas will not necessarily be adjacent to each other.

T

WR

Cl.

Telephone

Washroom

Closet

Legend

Office,ManagerOffice,

DisabilityPreventionConsultant

Office,PatientClientRep.



65



Reception/Waiting Area

01 Reception/Workstation, Secretary/Clerk 1 23.0

02 Waiting Area 1 10.0

03 Coat Closet 1 2.0

Subtotal 35.0

Executive Administration Office Area

04 Office, Health Service Administrator 1 24.0

05 Workstation, Executive Assistant 1 6.0

06 Office, Health Service Director 2 12.0 24.0

07 Office, Patient Client Representative 1 12.0

08 Workstation, Administrative Assistant 2 6.0 12.0

Subtotal 78.0

Medical Shared Offices Area

09 Office, Visiting Physicians and Regional Managers 2 9.0 18.0

Subtotal 18.0

Physicians' Lounge Area

10 Lounge 1 43.0

11 Telephone Carrel 2 2.0 4.0

12 Computer Workstation 2 2.5 5.0

13 Coat Closet 1 2.0




66


15 Washroom, Staff, Wheelchair Access 1 3.5

Subtotal 60.0

Human Resources Area

16 Office, Human Resources Consultant 1 9.0

17 Office, Human Resources Assistant 1 9.0

18 Files Storage 1 12.0

19 Interview/Test Room 1 12.0

Subtotal 42.0

Workplace Safety & Wellness Area

20 Office, Shared, Case Management Assistant/Consultants 1 12.0

21 Office, Occupational Health Nurse 1 9.0

22 Office, Manager 1 9.0

23 Office, Disability Prevention Consultant 1 9.0

24 Multi-Purpose Clinical/Meeting Room 1 15.0

Subtotal 54.0

QI/Risk Management Area

25 Office, Infection Control Officer 2 9.0 18.0

26 Workstation, QI Clerk 1 6.0

Subtotal 24.0

Miscellaneous Office Area

27 Office, Multipurpose 1 9.0

Subtotal 9.0

Shared Support Area

28 Workroom 1 12.0



67


29 Conference/Meeting Room 1 37.0

30 Nourishment Centre 1 (3.0)

31 Washroom, Staff, Wheelchair Access 1 3.5

Subtotal 55.5

Total 375.5


Project Co is referred to:

• FOIPPA (Freedom of Information and Privacy Act) • Privacy Commission


Site administration services are primarily based in the Site Administration component, however, other specifications that will be consulted are:

A1 Ambulatory Care Centre D2 Learning Centre D3 Main Public Facilities



68



D5 STAFF FACILITIES

69

D5.1 FUNCTIONAL DESCRIPTION

D5.1.1 Scope of Services This specification outlines the requirements for the centralized staff facilities for clinical and non-clinical staff of the Abbotsford Hospital & Cancer Centre. Facilities will consist of a fitness centre, locker/change rooms and washrooms. There will be a separate staff entry to the component. The Facilities Management (FM) provider would be responsible for adequately sizing the fitness centre and associated support areas to accommodate FM personnel (e.g., Materiel Services, Linen, Housekeeping Services, Plant Services, and Food Services staff).

D5.1.1.1 Current Trends Not applicable

D5.1.2 Scope of Education Services Not Applicable

D5.1.3 Scope of Research Services Not Applicable

D5.1.4 Specific Exclusions This specification excludes staff facilities provided elsewhere, including:

• Staff facilities for the Cancer Centre (see section A1(i) Cancer Centre Staff Facilities) • Decentralized staff facilities located in outpatient services area (see sections A1 Ambulatory

Care Centre, A2 Emergency, and A3 General Day Care Unit) • Decentralized staff facilities located in inpatient services (see sections B1 Comprehensive

Cardiology Care Units, B2 General Medical/Surgical Inpatient Care Units, B4 Intensive/Stepdown Care Units, B5 Maternal Child Program, B6 Mental Health/Psychiatry Program, and B3 Tertiary Palliative Care Unit)

• Decentralized staff facilities located in support services (see sections C1 Diagnostic Services, C2 Laboratory Medicine, C3 Medical Imaging, C4 Morgue and Autopsy, C5 Pharmacy Services, C6 Rehabilitation Services, and C7 Surgical Services)

• Decentralized staff facilities in Biomedical Engineering and Site Administration (see sections E2 Biomedical Engineering and D4 Site Administration)

• Staff facilities for Materiel Services, Linen, Housekeeping Services, Plant Services, and Food Services staff (see Section 4: Facility Management Services)


D5 STAFF FACILITIES

70


D5.2.1 Minimum Hours of Operation 24 hours/day, 7 days a week.

D5.2.2 Patient Management Processes Not applicable

D5.2.3 Patient Information Management Not applicable


D5.2.4.1 Staff Services A fitness centre, and locker/change room facilities will be provided in this component.

Not applicable


D5.2.5 Materiel Services Not applicable




D5 STAFF FACILITIES

71


D5.3.1 Hospital Activity Not applicable

D5.3.2 Cancer Centre Activity (Incl. in Hospital Activity above) Not applicable


Functional Areas Patients Staff Visitors Others Total Fitness Centre 0 35-55 0 1-2 36-57 Locker/Change Room (Female) 0 20-40 0 1-2 21-42 Locker/Change Room (Male 0 10-20 0 1-2 11-22



STAFF FACILITIES Main Staff Entry

1

1. Provide direct access by general circulation to the main staff entry (and parking areas) for the movement of staff.


D5 STAFF FACILITIES

72

D5.5.2 Key Internal Relationships/Environmental Considerations The following will be achieved:

D5.5.2.1 Security of Lockers Reasonable security of the locker areas will be provided through location of the component away from major public traffic areas and use of card access security locks.


D5.5.2.2 Noise Control Staff Facilities will be sound isolated from adjacent functions given potential noise generated in this staff area.


D5.5.2.3 Component Functional Diagram Not applicable


D5 STAFF FACILITIES

73



Staff Facilities

01 Fitness Centre 1 200.0

02 Locker/Change Room, Female 1 28.0

03 Washroom, Female 1 8.0

04 Shower Room, Female 1 4.0

05 Locker/Change Room, Male 1 14.0

06 Washroom, Male 1 8.0

07 Shower Room, Male 1 4.0

Total 266.0


None


Staff Facilities are primarily decentralized and can be found in other specifications as follows:

A1 Ambulatory Care Centre A3 General Day Care Unit B1 Comprehensive Cardiology Care Unit B2 General Medical/Surgical Inpatient Care Units B3 Tertiary Palliative Care Unit B4 Intensive/Stepdown Care Units B5 Maternal Child Program B6 Mental Health/Psychiatry Program C1 Diagnostic Services C2 Laboratory Medicine C3 Medical Imaging C4 Morgue & Autopsy C5 Pharmacy Services C6 Rehabilitation Services


D5 STAFF FACILITIES

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C7 Surgical Services D4 Site Administration E2 Biomedical Engineering


D6 VOLUNTEER/AUXILIARY SERVICES

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D6.1.1 Scope of Services This specification outlines the requirements for the provision of volunteer/auxiliary services for the Abbotsford Hospital & Cancer Centre.

In the future, retail services may be provided by a private sector service provider (see component D3 Main Public Facilities).

Administrative activities supported by this component will include: • Administration and program planning for auxiliary members • Coordination of volunteer services • Files storage • Liaison with executive staff • Recruitment interviewing, training and orientation of auxiliary members and volunteers • Registering, scheduling and dispatching of auxiliary members and volunteers • Storage of auxiliary members’ and volunteers’ belongings while on duty • Small group meetings and informal interaction

The administrative functions performed by the Abbotsford Hospital volunteer coordinator and Cancer Centre volunteer coordinator will be located in the main entry (see section D3 Main Public Facilities) and the Cancer Centre’s Professional Staff Offices (see section A1(f) Cancer Centre Professional Staff Offices), respectively.

Volunteer services may include: • Reception/greeting at main entry in conjunction with a full-time Abbotsford Hospital & Cancer

Centre employee (managed by Admitting) • Computer (Volunteer Works) • Therapeutic touch clinic • Cancer information • Orienting patients to Abbotsford Hospital & Cancer Centre and its resources • Preparation of crafts for sale to raise funds • Candy striping • Assistance in Inpatient Units and various departments includes Emergency as needs arise • Delivery of books on the library cart to patient care areas • Looking after younger children accompanying adult patients

D6.1.1.1 Current Trends • Quicker turnover of volunteers with an impact on recruitment efforts and training.

• Increased number of university students, particularly science students, seeking an introduction to healthcare environment.

• An increased expectation by the host facility of revenue generating capacity.

• An increase in the number of partnerships with community enterprises.

• An increase in work with external stakeholders, including RCMP, religious groups.



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D6.1.2 Scope of Education Services Not Applicable

D6.1.3 Scope of Research Services Not Applicable

D6.1.4 Specific Exclusions This specification excludes volunteer/auxiliary services/ requirements provided elsewhere, including:

• Spiritual care services (see section D3 Main Public Facilities) • Volunteer work areas in retail areas (see section D3 Main Public Facilities) • Cancer Centre volunteer coordinator office (see section A1(f) Cancer Centre Professional

Staff Facilities) • Prosthesis/wig room (see section A1(e) Cancer Centre General Clinic) • Abbotsford Hospital volunteer coordinator office (see section D3 Main Public Facilities)


D6.2.1 Minimum Hours of Operation Hours of operation for the component will vary with each service as follows:

• 0800h to 1700h, 5 days per week (although volunteers will be active in the Abbotsford Hospital from 0630h to 2000h, 7 days per week).

• The volunteers workshop 1 day/week. • Periodic interviews/orientations until 2000h. • Periodic large informal orientation sessions may be held during the evening (50 people

maximum), using the large meeting room in D2 Learning Centre. • Volunteers/auxiliary members sign-in and sign-out while providing services. They will store

clothing and personal effects in lockers provided in coatroom/lockers space. Volunteers/ auxiliary members then will proceed to their programs or service areas elsewhere in the facility. They will return to collect outerwear and personal effects before leaving the facility.

D6.2.2 Patient Management Processes Not Applicable



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D6.2.3 Patient Information Management Not Applicable


D6.2.4.1 Staff Services A volunteer lounge will be provided for beverage making, volunteer debriefing, and rest. Outer clothing will be stored in coat closets located in a lockable coat hanging area. Purse lockers will be provided for personal valuables and will be shared across shifts.

Home

Lounge

Worksite




D6.2.7 Equipment Asset Management Not Applicable



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D6.3.1 Hospital Activity – Not applicable

D6.3.2 Cancer Centre Activity – Not applicable


This component will have a total staff complement in the range of 0 FTE, consisting of 330 volunteers.


Functional Areas Patients Staff Visitors Others Total Workroom/Storage 0 20-25 0 2-3 22-28 Volunteer Lounge 0 20-25 0 2-3 22-28



VOLUNTEER/AUXILIARY SERVICES Parking

Acute Inpatient CareUnits

1

2

Ambulatory CareCentre

3

1 Provide direct access by general circulation from parking for volunteer/auxiliary member access.

2 Provide convenient access by general circulation to all acute Inpatient Care Units for the movement of volunteers.

3 Provide convenient access by general circulation to the Ambulatory Care Centre for the movement of volunteers.



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D6.5.2.1 Privacy and Security Provide acoustic privacy in office area to facilitate private interviews. The entry to the locker/change room requires a programmable lock. The office area should have direct access to the workroom while being able to lock the door during evenings and weekends.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsections 1.2.2.3 Security and Personal Safety and 1.2.5.4 Acoustics.

D6.5.2.2 Workroom Environment Provide a comfortable working environment for volunteers with good lighting, external windows if possible, that supports the needs of older population who will make up the core group of volunteers.

Also refer to Output Specifications, Section 1: Key Site and Building Design Criteria, subsection 1.2.5.3 Daylight.

D6.5.2.3 Location of Workshop The workshop can be located anywhere but will be easily accessible for volunteers car parking.

D6.5.2.4 Component Functional Diagrams The spatial organization of this component will be generally as shown in the diagram below.

RetailServices

VolunteersEntry from

Parking

PublicEntry

Workroom /Storage

Lounge

Wash-rooms

Note: Retail Services located in D3 Main Public Facilities.



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Area Requirements Ref Space units nsm/unit Nsm

Volunteer/Auxiliary Services Area

01 Workroom/Storage 1 65.0

02 Lounge, Volunteers 1 39.0

03 Washroom, Staff, Wheelchair Access 2 3.5 7.0

Total 111.0


None


Volunteer/auxiliary services are primarily based in the Volunteer/Auxiliary Services component, however, other specifications that will be consulted are:

A1(e) Cancer Centre General Clinic A1(f) Cancer Centre Professional Staff Offices D3 Main Public Facilities

title & contents & cover pages - partnerships bc€¦ · management (fm) contractor, and...

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