patient flow portal administrator guide - nsw health · 1.0 overview of the bed board the bed board...

Patient Flow Portal

Administrator Guide V7

March 2018

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Contacts and Resources

Contact the NSW Ministry of Health Patient Flow Team for

• Education and advice around the Patient Flow Systems Framework

• Support and training on the Patient Flow Portal and Electronic Patient Journey Board

Website: http://www.health.nsw.gov.au/pfs/Pages/default.aspx

Email: [email protected]

Telephone 02 93919368

Care Coordination: From Admission to Transfer of Care in NSW Public Hospitals Reference Manual

http://www.health.nsw.gov.au/pfs/Publications/care-coordination-ref.pdf

Policy Directive: Inter-facility Transfer Process for Adults Requiring Specialist Care http://www1.health.nsw.gov.au/pds/ActivePDSDocuments/PD2011_031.pdf

For Application issues:

State Wide Service Desk telephone 1300 28 55 33

Online CA Service Desk Manager: https://swsd.hss.health.nsw.gov.au/CAisdsec/pdmweb5.exe

For Patient Transport Service enquiries telephone 1300 233 500

http://www.health.nsw.gov.au/pts/Pages/default.aspx

A short video on PTS booking in the PFP is available here:

http://www.health.nsw.gov.au/pfs/Pages/pfp.aspx

http://www.health.nsw.gov.au/pfs/Pages/default.aspx

mailto:[email protected]

http://www.health.nsw.gov.au/pfs/Publications/care-coordination-ref.pdf

http://www1.health.nsw.gov.au/pds/ActivePDSDocuments/PD2011_031.pdf

http://www.health.nsw.gov.au/pts/Pages/default.aspx

http://www.health.nsw.gov.au/pfs/Pages/pfp.aspx

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Revision History

Version Issue date Description/Change Author

V0.1 16/05/11 Initial draft Steph Wood

V0.2 23/05/11 Updated following changes to PFP Steph Wood

V0.3 27/05/11 Updated with new access matrix Steph Wood

V1.1 09/08/11 Updated following new release: Steph Wood


V1.3 16/11/12 Updated with “Day Only” flag for Dashboard Steph Wood

V1.4 18/05/12 Updated Admission Risk filter Steph Wood

V1.5 28/05/12 Updated following review by HSPIB Steph Wood

V1.6 23/08/12 Updated User and Access Details windows Steph Wood


V1.8 5/10/12 Updated Security Matrix Access Levels Melinda Pascoe

V1.9 6/12/12 Updated Ward Management enhancements Steph Wood

V2.0 10/04/13 Updated following release of PFP Release 3 Pedram Bidhendi

V3.0 6/12/13 Updated for PFP Release 3 - Stream 3 Pedram Bidhendi

V3.0.1 8/1/14 Updated Section 6.2 Pedram Bidhendi

V4.0 May 2014 Updated for the EPJB and MAU reports Pedram Bidhendi

V.4.0.1 Oct 2014 Updated Section 7.3 Damian Miners

V.4.0.2 June 2015 Updated Section 7.3 Damian Miners

V5.0 September 2015 Updated for EPJB Release 2A Melinda Pascoe

V5.0.1 April 2016 Updated for PFP Release Version 5.0 Damian Miners

V5.2 November 2016 Updated for PFP release version 5.2 Richard Yarlett

V6.2 Dec 2017 New release PFP Richard Yarlett

V7.0 Mar 2017 New Release PFP, ICU Bed status Richard Yarlett

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CONTENTS

Contacts and Resources............................................................................................................2

Revision History ........................................................................................................................3

Patient Flow Systems ................................................................................................................5

Commonly Used Terms.............................................................................................................6

Patient Flow Portal Access ........................................................................................................7

Deactivated User: How to re-request Access ......................................................................... 7

Approving Access to the PFP .................................................................................................. 7

Patient Flow Portal Security......................................................................................................8

Security Administration ......................................................................................................... 9

Short Term Escalation Plan (STEP) ..........................................................................................11

Bed Management Administration ...........................................................................................12

Intensive Care Unit Bed Status................................................................................................17

Bed Board Bed Management ..................................................................................................18

Reporting Module - Schedules ................................................................................................26

Electronic Patient Journey Board Setup ..................................................................................33

EPJB Columns .........................................................................................................................39

EPJB Ward Passwords .............................................................................................................56

Requesting an EPJB Audit Log .............................................................................................. 57

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Patient Flow Systems

The Patient Flow Portal (PFP) has 5 modules which have been designed to support each of the seven elements of the Patient Flow Systems Framework

Patient Flow Systems Element PFP Module PFP action

1. Demand and Capacity Planning

Organising your service to build capacity

Predictive Tool

Bed Board

Predictive Tool actions

Bed Management

2. Variation Management

Smoothing the peaks and troughs to

distribute the load

Bed Board

EPJB

Reports

Length of Stay (LOS) view

Waiting for What (W4W)

Specialty filters

3. Demand Escalation

Act early to preserve capacity

Bed Board

Dashboard

EPJB

Short Term Escalation Plan (STEP)

Flow Indicators

4. Standardised Practice

Promote best practice to lock in expected

outcomes

Bed Board

EPJB

Transfers (IHT, IWT, DWA)

Patient Transport Service (PTS)

bookings

Outliers

Single room and Isolation

Requirement

5. Care Coordination

Navigating patients through the health

System to prevent delays

EPJB Estimated Date of Discharge (EDD)

Electronic Patient Journey Board

(EPJB)

6. Governance

Transparent accountable leadership

Dashboard

Reports

7. Quality

Structuring systems around an expected

outcome

Improve patient access and care

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Commonly Used Terms

Acronym Description

AMO Admitting Medical Officer

DON Director of Nursing

DWA Direct Ward Admission

ED Emergency Department

EDD Estimated Date of Discharge

eMR Electronic Medical Record

EPJB Electronic Patient Journey Board

G2G Good to Go: confirmed patient discharge today

ICU Intensive Care Unit

IHT Inter Hospital Transfer

I/R Isolation Requirement

IWT Inter Ward Transfer

LHD Local Health District

LOS Length of Stay

MDT Multi-disciplinary Team

NUM Nurse Unit Manager

PAS Patient Administration System

PFP Patient Flow Portal

PTS Patient Transport Service

W4W Waiting for What

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Patient Flow Portal Access

All users must have PFP access to use the EPJB.

By logging onto the PFP or the EPJB the user is acknowledging that they are abiding by the principles as set out in the NSW Health Privacy Manual and the Electronic Information Security Policy 2013 PD2013_033.

Here is the PFP login link: http://pfp.healthtech.nswhealth.net/pfp/

Log in using StaffLink details.

The first time a user logs onto the PFP the Security Administration window Request Access will open:

• Select the Access Level you require from the drop down menu. • Select the LHD, facility and ward from the Facility List. Drag and drop across to the Access Table on the right. • Clicking “Save” will show a list of approvers • Click on the approvers email address to email requesting approval.

Deactivated User: How to re-request Access

After 3 months of inactivity your access will be deactivated. Click on the deactivated access status and drag it into Facility List. You will then need to request the access level again as shown above.

Approving Access to the PFP

Clinical /Patient Flow/Facility Managers, Patient Flow/LHD Administrators and Connecting Care Users have the ability to approve other users who request the same or lower access to their domain.

• Access your StaffLink Number on the top right hand side of the PFP screen to open the Security Administration window

• Click on the ‘Approve Access’ tab. Highlight the record in the list and click ‘Approve’ or ‘Reject’. • Click ‘Yes’ or ‘No’ when asked to confirm.

http://pfp.healthtech.nswhealth.net/pfp/

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Patient Flow Portal Security

All PFP users need to have authorised access to their Local Health District information systems via a StaffLink Logon.

More than three failed attempts to access the PFP will disable your access to both the PFP and your network access.

The table below shows the User Access Levels.

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Security Administration

Click on your StaffLink/username in the top right of the PFP to access the Security Administration Window

Security Administration Tab Details

My Account details are from the StaffLink account.

Edit contact details here, which will display on Transfers

and PTS bookings.

My Access shows a summary of access a user has for

specific wards, facilities and LHD’s.

Request Access shows current access and allows a

request to change Access Level or LHD’s, facilities or

wards.

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Security Administration Screenshot Tab

User List tab allows a search for users within their

security approval level and view Login details, StaffLink

details and Access rights by clicking on the relevant View

button.

Search for a specific user by entering data in the given

search filters.

User Details

Highlight a user in the list and click “View” in the details

column to open the User Details window and see job

title and contact details.

Access Details

Click View in the Access column to display access details

for each user.

Highlight the access and select Deactivate Selected

Record to remove that access

Select Deactivate User to remove their access to PFP.

The Passwords tab shows the Dashboard and EPJB

passwords within the Administrator’s access rights.

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Short Term Escalation Plan (STEP)

EPJB users can view the STEP level for their Facility, Ward and ED in the Top Right of their EPJB screen.

Clinical Managers can change the STEP level for their ward on the EPJB and Bed Board. Patient Flow Managers/Administrators

can change Facility, ED and Ward STEP levels by clicking on the drop down arrows when they are logged-in.

Step Levels can also be changed in Bed Mode by clicking the dropdown on each ward identifier, changing the colour of the

identifier.

The changes will be seen in the PFP dashboard and Bed Board. Hovering over the STEP colour will show the level, description

and update details.

STEP Levels relate to your local facility business rules. NSW Health resources can be found here:

http://www.health.nsw.gov.au/wohp/Pages/demand-management.aspx

STEP Number and Colour Level Description

0 Business as Usual Adequate Capacity to sustain core business; patient flow systems functioning and maintaining performance.

1 Moderate Compromise Moderate compromise to core business activities as identified by Demand or Capacity mismatch triggers; Thresholds Breached.

2 Severe Compromise Severe Compromise to core business activities as identified by Demand or Capacity mismatch triggers; Disruption intensified.

3 Extreme Compromise Extreme compromise to core business activities; All contingencies fully operational.

http://www.health.nsw.gov.au/wohp/Pages/demand-management.aspx

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Bed Management Administration

Patient Flow/LHD System Administrators (both of which can only be approved by the MOH Patient Flow Team) can access the

Bed Management Admin window to:

Assign a Ward speciality.

Assign a Ward type.

Configure Ward groups.

Tag wards as ED accessible, Designated ED or Day Only.

Tag beds as “Well Babies”, “On Leave” and “Boarder” or “Bed in Single Room”.

Define the Flow Indicator thresholds and the colours of the Bed Demand Status for the Predictive Tool.

Click on the Bed Administration icon to access the Bed Management Administration module, to configure the:

Ward Profile.

Ward Group.

Bed Profile.

Facility.

Ward Profile

Wards from the Facility PAS are shown on the left. Click Description or Code to see that list.

*fields with asterisks are mandatory

Field Description Screenshot

Code PAS ward code (read-only)

Description

This will be the PAS ward code by default,

but can be changed to a meaningful/local

term e.g. DWW-J201 to “Children’s Ward”

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Ward Type Enables Ward Type filtering in the Bed

Board.

Sub Ward Type

Enables further filtering in the Bed Board.

Sub types available depend on Ward type

selected.

Active

Checkbox to indicate if ward is active.

Will be disabled if there are any patients currently in the ward.

Inactive wards do not show on Patient Mode, Patient List and Bed Mode views.

Ward Groups Assignment of a ward to facility defined

Ward Groups

Specialities Specialty or specialties of the ward.

PAS Wards

PAS Ward that it is associated with PFP.

Read-only field for Patient Flow Administrators.

State System Administrators can amalgamate multiple PAS wards into one PFP ward

ED Accessible

Checkbox for ED accessible wards:

Enables ED accessible filter

Used for ED accessible occupancy

Used for Predictive Tool Calculations

Day Only

Checkbox for Day Only wards. Excluded from:

Admissions and Discharges on Dashboard.

Admission Risk calculations/reports

Clinician Defined EDD calculation.

Predictive tool

Mixed Gender Checkbox

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Designated ED

Checkbox for Emergency and EMU/EDSSU

If hospital LOS < 3 hours then Admission Date/time will be displayed in black

If hospital LOS > = 3hours and < 4 hours then the Admission Date/time will be displayed in orange.

If hospital LOS >= 4 hours then the Admission Date/time will be displayed in red.

Populates “Unplanned Admissions” data in the Predictive Tool.

Admissions show in the “Waiting (in ED) for Bed” on the Dashboard and EPJB

Excluded from the Clinician Defined EDD calculation.

Ward Group

Create facility specific Ward Groups to allow filtering in the Bed Board.

Ward Groups are displayed on the left of the window. Highlight an existing Ward Group to display:

Ward Group name (editable)

Ward Group description (editable)

Wards assigned to the Ward group. Drag and drop/highlight and use the arrows to add or remove PAS wards to the group.

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Bed Profile

Select the required ward from the drop down menu in Ward Code/Description column then select Filter.

Details of changes are shown in “Modified Date” and “Modified By” columns.

Field Comment

Ward Code/Description PAS code and PFP Description in brackets

Room Received from PAS.

Bed Code Received from PAS.

Bed Display Bed display shown in Bed Board/PFP mapped to each ward code

Bed Tag

Blank (default)

Boarder

On Leave

Well Baby

Occupied Beds flagged by Patient Flow Administrators as Well Baby, On Leave or Boarder will display with # before the bed

number in the Bed Board Patient List and EPJB.

They will be excluded from LOS, occupancy and EDD calculations.

Category

Shared (default)

Single

Single + ensuite

Other

Beds tagged as Single or Single + ensuite can be filtered in the Bed Board. They will appear in the Patient List and EPJB with a

green background in the bed display cell.

Active Checkbox: tick if bed is active. The bed will still appear if there is a patient admitted to that bed code in PAS.

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Facility

Configure the Predictive Tool Flow Indicators.

Highlight the Flow Indicator they wish to set a threshold. Enter the value in the corresponding ‘Threshold’ field and click save.

Create up to 5 facility-defined Flow Indicators from the Facility tab. These require manual data entry. Scroll down the list of the

pre-defined Flow Indicators at the top left of the window until the letters A, B, C, D & E are displayed – these five letters

correspond to the five facility defined Flow Indicators that can be created.

Highlight a letter.

Overwrite the values in the fields in the top right hand side of the window with the facility specific information and click save.

Define the colours of the Bed Demand Status:

Lower threshold percentage will display the Bed Demand Status in red if the percentage of this in relation to Available ED accessible beds is below this value.

Upper threshold percentage will display the Bed Demand Status in green if the percentage of this in relation to Available ED accessible beds is above this value.

Percentage of the Bed Demand Status in relation to Available ED accessible beds is between the lower and upper thresholds, and then the Bed Demand Status will be displayed with an amber background.

The calculation for deriving the percentage and subsequently what colour the background of the cell is as follows: Bed Demand

Status colour = (Y x Average number of ED accessible beds) divided by 100 where “Y” is the upper or lower threshold percentage

value.

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Intensive Care Unit Bed Status

ICU teams need to report bed availability at least 4 hourly each day.

The Ward Type must be set as Intensive Care for the ICU Bed Status icon to appear in the top right of the EPJB.

ICU Staff will be able to click on this icon to open the ICU Bed Status Window. Here they can declare the number of beds

available for each Nurse Dependency ratio and enter the ICU Consultant’s name and phone number.

The ICU team will also update their STEP indicator.

Specific ICU columns are available for the EPJB. The team should also use EDD and Inter-Ward Transfer requests to show when

patients are ready for transfer to other wards.

Column Name How it works How it looks

Nursing Dependency (Nur

Dep)

Click the Nursing Dependency box and select

the ratio from the drop-down list

Mechanical Ventilation

(Vent)

Select Yes if the patient is being mechanically

ventilated

The ICU Bed Status report within executive reports will show the information entered by the ICU team and will need to be

scheduled to be emailed to appropriate staff.

A Ward Profile ICU report is also available showing the capacity, occupancy, number of patients ventilated and nursing

dependency as entered into the EPJB.

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Bed Board Bed Management

Patient Flow/LHD Administrators can access the Bed Management tab, which has two views: Schedule and Ward Profile.

Ward Profile view

Ward Profile is used to create a ward profile/template in regards to:

Capacity

Open beds

Surge beds

Available beds

Closed beds

The Ward Profile can be defined for an extended period e.g. Next year with any changes required to the bed numbers for the

next two weeks to be updated in the Schedule window.

Highlighting a given profile in the table entitled “Existing Ward Profiles for xxxx” will display the bed availability for the given

date range in the hourly matrix. The columns on the matrix relate to each hour of the day i.e. 00 relates to the hour between

midnight and 1am. Thus allowing users to allocate and change the bed availability on an hour by hour basis. The rows on the

matrix display the day of the week, thus allowing the user to allocate and change bed availability on an hour by hour basis for a

given day of the week including public holidays. The matrix allows the user to view the number of beds per status with Open

beds set as the default.

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Creating a new Ward Profile

To create a new ward profile the user must first select the ward they wish to create the profile for from the PFP Wards listed on

the left hand side of the window. The user can select to view the Wards by Description (default view) or Code by clicking on the

radio button underneath the list. Any previously created profiles for the given ward will be displayed in the field entitled

‘Existing profiles for Ward xxxx’ at the top of the window. Each profile has the information identified associated with it.

Field Description View

Profile Name

From Start date

To End date

Capacity Total capacity of the ward (including open and closed

beds).

Open Cannot be greater than the capacity.

Surge Cannot be greater than open beds or capacity. If there

are no Surge beds a “0” must be entered

Available Read only calculated from values entered in Capacity,

Open and Surge.

Available beds = Number of open beds – Number of

surge beds.

Closed Read only calculated from values entered in Capacity,

Open and Surge.

Closed beds = Capacity - Number of open beds.

Note: The Schedule needs to be used to make beds ‘Unavailable’ (i.e. Ward Profile does not allow users to make beds unavailable

as this is a temporary status).

To create a New Profile the user must click on the “New Profile” button, which will require the mandatory fields to be

completed. Once all mandatory fields are completed the “Save” button will become enabled. By clicking on the “Save” button

the table under the heading ‘Existing profiles for Ward xxx’ will update with the name of the new profile and the hourly matrix

will display the values entered. A new Ward Profile can be cancelled by clicking on the “Cancel” button.

If the date range of the newly created Ward Profile includes the next 14 days a message will display asking if the user wants to

update the Schedule with the values entered against the new Ward Profile. Clicking on “Yes” will automatically update the

Schedule, whilst selecting “No” will make no changes to the Schedule and the new Ward Profile will not update the Schedule

until day 15 in the future. If Unavailable beds have been set within the next 14 days, the Schedule cannot be updated

automatically from the Ward Profile.

If required the user can also create:

Numerous profiles for different times of the year as bed requirements and availability change by having different start and end dates for each profile OR

One profile for the entire year and then create different profiles within the year where the requirements are different. If the user creates a profile whereby the dates of the second profile overlap with the dates of an existing profile then the new profile will over-ride the existing one and PFP will automatically create:

o An ‘end date’ for the original profile, this being one day prior to the start date of the new profile.

o A new ward profile for the new dates

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o A new ward profile for the remainder of the period of the original profile, with a ‘start date’ being one day after the end date of the overlapping profile.

Modifying an existing Ward Profile

Patient Flow Administrators can modify existing profiles via the Ward Profile window if beds are going to become unfunded

after a given date in the future or funding becomes available for additional beds. The total capacity of the Ward can be changed

or just selected days and/or hours.

Modify Capacity of a Ward Profile

The total capacity of a Ward Profile and the number of beds by status can be changed on the Ward Profile tab by:

1. Selecting the ward from the PFP Ward list.

2. Highlighting the profile to modify. Once the profile is selected, the pre-defined bed availability will be displayed in the matrix.

3. Clicking on the button entitled “Edit All Cells”. All fields will become disabled except for Capacity (which displays the current capacity), Open and Surge fields which will be enabled.

4. Entering the new values into each of the enabled fields and clicking on “Save”. The changes to the Ward Profile will be saved and ALL hourly cells will be updated accordingly.

5. If the date range of the modified Ward Profile includes the next 14 days a message will display asking if the user wants to update the Schedule with the changes. Clicking on “Yes” will automatically update the Schedule, whilst selecting “No” will

Example of creating ward profiles for different times of the year

The user creates a profile for Ward A for the year beginning 1st Jan 2014 and ending 31

st Dec 2014 and names

it ‘Year - 2014’ the Capacity for this period being 30 beds all of which are open. However, during the Easter

period the hospital has decided to close 10 beds in Ward A, due to a staff shortage.

Therefore the user would create a new profile entitled ‘Easter - 2014’ for the period 18th April to 21st April with a

Capacity of 30 , but with only 20 open beds. When the user saves this new profile which has dates that overlap

the originally created profile, PFP will automatically:

Change the end date of the “Year – 2014” profile’ to 17th April.

Create a new profile entitled ‘‘Easter - 2014’ which will have a start date of 18th April and an end date

of 21st April.

Create a new profile entitled “Year – 2014A” which will have a start date of 22nd

April and an end date of the original profile i.e. 31

st Dec.

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make no changes to the Schedule until day 15 in the future. If Unavailable beds have been set within the next 14 days, the Schedule cannot be updated automatically from the Ward Profile.

Modify Selected Cells of a Ward Profile

The number of beds by status can be changed for one or more hourly cells. For example more beds might be closed on

weekends than on week days. To modify one or more hourly cells for a ward profile the Patient Flow Administrator must:

1. Select the ward from the PFP Ward list.

2. Highlight the profile they wish to modify. Once the profile is selected, the pre-defined bed availability will be displayed in the matrix.

3. Click on the button entitled “Edit Selected Cells”. All fields will be disabled except the Open beds, Surge beds and hourly matrix which will be enabled.

4. Select the required hourly cells to be modified (Ctrl and Shift allow selection of multiple cells) and enter the new values for Open and Surge beds.

5. Click on the “Save” button. The changes to the Ward Profile will be saved with the selected cells displayed in the matrix and the Schedule remaining unchanged.

Delete an existing Ward Profile

To delete a ward profile the Patient Flow Administrator must:

1. Select the ward from the PFP Ward list.

2. Highlight the profile that they wish to delete.

3. Click on the ‘Delete Profile’ button.

4. Click Yes to the message ‘Confirm Delete’ of the selected profile. If No is clicked, the Patient Flow Administrator will be returned the main window and the Ward Profile will not be deleted.

Schedule window

The Schedule functionality is accessible:

With administrator functions for Patient Flow Administrator i.e. Ability to update a ward’s bed availability for the next 14 days. For rules regarding changing the status of a bed refer to the Bed Board User Guide.

As a read only module for all other users.

The Schedule assists with:

Capacity and demand planning by monitoring the occupancy of a ward.

Monitoring bed utilisation.

Factoring in bed availability into demand escalation plans by knowing tipping points.

A ward’s schedule can be modified by:

1. Clicking on the tab entitled “Schedule”.

2. Selecting the ward the user wants to modify the bed availability for from the drop down list at the side of the field entitled ‘Ward’.

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A matrix will be displayed detailing the bed availability on an hour by hour basis for each day in the next two weeks,

commencing with today. The default view is the number of beds that are currently ‘Open’. The user can change the view to

display Available, Surge, Unavailable or Closed beds by clicking on the relevant button at the top of the matrix.

From any of the views the user can update the:

Capacity for 1 or more days by clicking on Edit Ward Capacity.

Bed numbers for 1 or more hours by clicking on Edit Bed Numbers.

All bed changes made on schedule view will impact the Occupancy calculations and bed numbers which are displayed in Bed

Board, Predictive Tool, Dashboard and the Reports.

Edit Ward Capacity

To update the capacity of a ward for one or more days on the Schedule, the Patient Flow Administrator must:

1. Click on the button entitled “Edit Ward Capacity”

2. Select one or more days (by Ctrl clicking) that they wish to change the Capacity for. If there are any “Unavailable” beds on the days selected a message will display advising the user they are unable to change the capacity for these days.

3. Enter the new number of beds in the Capacity field and how many of these are Open and Surge in the corresponding fields. The number of “Available” and “Closed” beds will be automatically calculated.

4. Click on the “Save” button and PFP will update the schedule for the selected days for the next two weeks with the changes. Clicking the Cancel button allows the user to cancel any changes to the Ward Capacity at any time.

Note: These changes will not be reflected in the Ward profile from which the Schedule was originally created as they are only

applicable for the next two weeks i.e. On the given dates.

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Edit Bed Numbers

To update the Bed numbers for one of more hours on the Schedule, the Patient Flow Administrator must:

1. Click on the button entitled “Edit Bed Numbers”. The Capacity field will default to the capacity for the selected days and is disabled.

2. Select one or more hours for one or more days (by Ctrl clicking or Shift clicking) that they wish to change the Bed Numbers for noting that:

a. Hours for days with the same capacity can only be selected to be updated at the same time. A message will display advising the user they are unable to change the beds numbers for hours on days with different capacity.

b. Hours with the same number of unavailable beds can be selected to be updated at the same time. A message will display advising the user they are unable to change the bed numbers for these hours with unavailable beds.

3. Enter the new number of Open beds and Surge beds in the corresponding fields. The number of “Available” and “Closed” beds will be automatically re-calculated.

4. Click on the “Save” button and PFP will update the Schedule for the selected hours and days for the next two weeks. Clicking the Cancel button allows the user to cancel any changes to the Bed Numbers at any time.

Note: These changes will not be reflected in the Ward profile from which the Schedule was originally created as they are only

applicable for the next two weeks i.e. On the given dates.

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Making Beds unavailable

The Administrator is able to make beds unavailable for defined periods of time by clicking on the “Set Unavailable Beds” button

which opens the window displayed in Error! Reference source not found.. At the top of this window a summary of beds that

are currently, previously or scheduled to be made unavailable in the next two weeks is displayed. To make a bed or beds

unavailable the user can start entering the information or click on the “New” button if it is enabled.

Field Comment View

Ward

Reason

Reserved

Clinical Issue

Maintenance Issue

Staffing Issue

Number of beds Number of unavailable beds:

cannot be greater than available.

Unavailable from Date and time the bed(s) will be

unavailable from.

Unavailable to Date and time the beds will

become available again.

Notes Free text field to record any

additional information.

Clicking on the Save button will make the requested number of beds unavailable for the defined time period and these changes

will be reflected on the Schedule view and the Bed Board - Bed mode view. The value displayed in the hourly cells on the

Schedule view will display in red, regardless of the view selected, to indicate the hour has unavailable beds. The number of

unavailable beds at that time can also be viewed by clicking on the “Unavailable” button at the top of the matrix or hovering

over the hourly cell. When the “Unavailable To” date/time is reached the beds will automatically be made available again.

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Editing/Updating Unavailable beds

The Patient Flow Administrator can highlight one of the entries that have already been created to make beds unavailable and

modify the information. By clicking on the “Update” button all changes will be saved and reflected on the Schedule and Bed

Board – Bed Mode views.

Deleting Unavailable Beds

The Patient Flow Administrator can highlight one of the entries that have already been created to make beds unavailable to

display the associated information in the bottom of the window. Clicking on the “Delete” button will display a confirmation

message asking if the user wants to delete the selected entry:

Yes - Makes the previously unavailable beds now available.

No - Returns the user to the Unavailable Beds window and the beds will remain unavailable for the given time period.

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Reporting Module - Schedules

Click on the Bar Graph icon to access the Reports Module

Patient Flow/LHD Administrators and MOH Users can schedule reports to be emailed to recipients at user defined dates/times,

by clicking on the Schedule tab.

There are 3 Report Types:

Current Snapshot – Displays data based on the status of the facility, ward or LHD at the time the report is generated.

Date Range – Displays data based on the Frequency selected.

Historical Snapshot – Displays data based on the Frequency and the “Run Snapshot for” period selected.

Report Data Type Reports View

Current Snapshot

• Diet Orders Report

• Facility MAU FY Summary

• LHD MAU FY Summary

• LOS by Specialty and AMO

• NSW Health MAU FY Summary

• Patient Open Inter Ward Transfers

• Patient Open Transfers

• Patient Open Transfers by LHD

• Predicted Admissions via ED by Specialty

• User Access List

• Waiting for What Current Admissions (Open Reasons)

• Ward Lists

• Ward Setup

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Report Data Type Reports View

Date Range

• Admission Risk

• Direct Ward Admission Records

• Clinician Defined EDD Accuracy Summary

• Clinician Defined EDD Patient Details

• EPJB Audit Log

• Facility MAU Summary

• Hospital Occupancy

• Inter Hospital Transfers - Hourly Performance

• Inter Hospital Transfer Records

• Inter Ward Transfer Records

• Inter Ward Transfer Times

• LHD MAU Summary

• NSW Health MAU Re-Admissions

• Patient IHT IWT DWA Transfer Times by LHD

• Patients IN-OUT

• Patient Transfer Cancellations

• Patient Transfer Times

• Patient Transfer Times Graph

• Prediction Data Extract

• Specialty Activity

• User Access Logins

• Waiting for What All Reasons

• Waiting for What Bed Days

• Waiting for What Reasons Count

• Ward Activity

• Ward Profile Report

• Whole of Hospital Snapshot

• Whole of Hospital Snapshot by Facility

Historical Snapshot

• Clinician Defined EDD Compliance by Ward

• Clinician Defined EDD Compliance by Facility

• Facility LHD Operational Summary

• Facility LHD Operational Summary (Trend)

• Facility MAU Snapshot Summary

• LHD MAU Snapshot Summary

• NSW Health MAU Snapshot Summary

• NSW Health MAU Performance Trend Summary

• NSW Health MAU Process Trend Summary

• Specialty Activity Snapshot

• Ward Activity Snapshot

• Ward Occupancy

• LHD Operational Summary

• LHD Operational Summary (Trend)

• NSW Health Operational Summary

Page | 28

Scheduling User Access

Patient Flow/LHD Administrators and MOH Users can schedule reports within PFP, as shown here:

Report PF Admin LHD Admin MOH User

Admission Risk Records

Clinician Defined EDD Accuracy Patient Details Report

Clinician Defined EDD Accuracy Summary Report

Clinician Defined EDD Compliance by Facility

Clinician Defined EDD Compliance by Ward

Diet Orders Report

Direct Ward Admission Records

Expired EDD with Waiting for What Patient Details Report

Facility MAU Financial Year Summary

Facility MAU Re-admissions

Facility MAU Snapshot Summary

Facility MAU Summary

Facility Operational Summary

Facility Operational Summary (Trend)

Inter Hospital Transfer Records

Inter Hospital Transfers – Hourly Performance

Inter Ward Transfer Records

Inter Ward Transfer Times

LHD MAU Financial Year Summary

LHD MAU Snapshot Summary

LHD MAU Summary

LHD Operational Summary

LHD Operational Summary (Trend)

LOS by Specialty and AMO

NSW Health MAU Financial Year Summary

NSW Health MAU Performance Trend Summary

NSW Health MAU Process Trend Summary

NSW Health MAU Re-admission Summary

NSW Health MAU Snapshot Summary

Occupancy

Patient Open Inter Ward Transfers

Patient Open Transfers

Patient Open Transfers by LHD

Patient Transfer Cancellations

Patient Transfer Times

Patient Transfer Times Graph

Patients IN-OUT

Predicted Admissions via ED by Specialty

Prediction Data Extract

Specialty Activity

Specialty Activity Snapshot

User Access List

User Access Logins

Waiting for What - All Reasons

Waiting for What - Current Admissions (Open Reasons)

Waiting for What Bed Days

Page | 29

Report PF Admin LHD Admin MOH User

Waiting for What Reasons Count

Ward Activity

Ward Activity Snapshot

Ward Occupancy

Ward Patient Lists

Ward Profile

Ward Setup

Whole of Hospital Snapshot by Facility

Page | 30

Selecting a report and creating a Schedule

To Schedule a report, select the Schedules Tab:

Click on the Report Group header to displays the reports available based on access level.

Click on a report name. Any existing schedules will be displayed.

Click ‘New’ to create a new schedule

Or

Click on an existing schedule to see, edit or delete parameters.

The parameters will depend on Report Type (Current Snapshot, Date Range or Historic Snapshot)

Scheduling Parameters

Field Comment

Frequency

Daily (default)

Weekly

Monthly

Start Date Defaults to “Tomorrows” date.

End Date Defaults to “Day after tomorrows” date.

Run time

Due to the amount of data that needs to be processed the following reports can only be scheduled to be

generated outside of business hours which is defined as between 19:00 – 07:00: o Ward Activity Snapshot o Specialty Activity Snapshot o EDD Compliance by Facility o EDD Compliance by Ward o LHD Operational Summary (Trend) o LHD Operational Summary o Facility LHD Operational Summary (Trend) o Facility LHD Operational Summary o NSW Health Summary o Whole of Hospital Snapshot o Whole of Hospital Snapshot by Facility

Report Format PDF or Excel

Wards / Ward Groups

Displays for the following reports: o EDD Compliance by Ward o Ward Occupancy o Ward Patient Lists o Ward Profile o Inter Ward Transfer Times

Select when the report is scheduled to run for one/many/all wards OR Ward Groups.

Run Snapshot per

Displays if the selected report type is Historical Snapshot. o Day (default) o Week o Month

Recipient (s) To Email addresses of the main recipients of the report, separated by semi colon.

Recipient(s) Cc Email addresses of the Cc recipients of the report, separated by semi colon.

Recipient(s) Bcc Email addresses of the Bcc recipients of the report, separated by semi colon.

Subject Text that will display in the Subject field of the email. Defaults to report name and facility/LHD selected.

Message Text that will display in the main body of the email.

Page | 31

Scheduling Current Snapshot Reports

Current Snapshot reports generate data at the Schedule run time. Current Snapshot reports can be generated on a daily, weekly

or monthly basis. It is recommended that Current Snapshot reports are generated on a daily basis.

Scheduling Current Snapshot Reports

Frequency Rules Example

Daily (Recommended)

The report will generate every

day and provide a snapshot of

activity at the selected run time.

Patient Open Transfers report is scheduled to be generated every

day at 8:00AM. This will result in a report being generated that

displays all the open transfers at 8:00AM on the day it is generated.

Weekly

The report will be generated on

a day or days of the week

selected by the user. The data

displayed is a snapshot of


Waiting for What Open Reasons (Current Admissions) report is

scheduled to be generated every week on Monday and Wednesday

at 9:00AM. This will result in a report being generated every Monday

and Wednesday at 9:00AM displaying the open waiting for what

reasons for current admissions within a facility.

Monthly

The report will be generated on

a specific day of the month

selected by the user. The data

displayed is a snapshot of


Patient Open Transfers by LHD report is scheduled to be generated

on the 15th

day of every month at 10:00AM. This will result in a

report being generated that displays all the open transfers for a LHD

at 10:00AM on 15th

day of the month.

Scheduling Date Range Reports

When scheduling a Date Range report the data generated will be dependent on the frequency selected.

Scheduling Date Range Reports

Frequency Rules Example

Daily The report will generate every day and

provide data for the last calendar day.

Admission Risk report is scheduled to be generated every day at

8:00AM. This will result in a report being generated that displays all

the admission risks for the last calendar day i.e. From 00:00 – 23:59

for the previous day.

Weekly

The report will be generated on a day or days

of the week selected by the user. The data

displayed is the last calendar week.

IHT Hourly Performance report is scheduled to be generated every

week on Monday at 9:00AM. This will result in a report being

generated every Monday at 9:00AM displaying the IHT Hourly

Performance for the last calendar week (i.e. From Monday to

Sunday)

Monthly

The report will be generated on a specific day

of the month selected by the user. The data

displayed is the last calendar month.

Specialty Activity report is scheduled to be generated on the 1st

day

of every month at 10:00AM. This will result in a report being

generated that displays the specialty activity for the last calendar

month.

The definition of calendar day, week or month is:

Calendar day – Last full day from 00:00 – 23:59.

Calendar week – Last full week from Monday 00:00 to Sunday 23:59. Note if the user schedules a report to be generated multiple times in a week, it will display the same data for the last calendar week.

Calendar month – Last full month from 1st

day of the month at 00:00 to last day of the month at 23:59. Note if the user schedules a report to be generated multiple times in a month, it will display the same data for the last calendar month.

Page | 32

Scheduling Historical Snapshot Reports

When scheduling a Historical Snapshot report type the data returned will be based on a combination of the Frequency selected

and the “Run Snapshot per” option selected as defined in Error! Reference source not found..

Frequency Run Snapshot Per Rules Example

Daily Day for X days The report will generate every day and provide data for the

last X number of days as defined by the user.

Ward Activity Snapshot report is scheduled to be

generated every day at 8:00AM for the last 7 days. This

will result in a report being generated that displays ward

activity for the last 7 calendar days.

Weekly Day for X days

The report will be generated on a day or days of the week

selected by the user. The data displayed is for the last X

number of days as defined by the user.

Specialty Activity Snapshot report is scheduled to be

generated every week on Monday and Wednesday at

9:00AM for the last 5 days. This will result in a report

being generated every Monday and Wednesday at

9:00AM displaying the specialty activity for the last 5

calendar days prior to Monday and Wednesday.

Weekly Week for X weeks

The report will be generated on a day or days of the week


number of weeks as defined by the user.

Specialty Activity Snapshot report is scheduled to be

generated every week on Monday and Friday at 9:00AM

for the last 2 calendar weeks. This will result in a report

being generated every Monday and Friday at 9:00AM

displaying the specialty activity for the last 2 calendar

weeks prior to those days.

Monthly Day for X days

The report will be generated on a specific day of the month


number of days as defined by the user.


generated on the 15th

day of every month at 10:00AM

for the last 31 days. This will result in a report being

generated that displays the ward activity for the last 31

calendar days on the 15th

day of every month.

Monthly Week for X weeks



number of weeks as defined by the user.


generated on the 1st

day of every month at 10:00AM for

the last 12 weeks. This will result in a report being

generated that displays the ward activity for the last 12

calendar weeks on the 1st

day of every month.

Monthly Month for X

months



number of months as defined by the user.

LHD Operational Summary report is scheduled to be

generated on the 1st

day of every month at 10:00AM for

the last 1 month. This will result in a report being

generated that displays the Operational Summary for a

specific LHD for the last calendar month on the 1st

day of

every month.

Page | 33

Electronic Patient Journey Board Setup

Patient Flow Administrators have access to the ‘EPJB Ward and Bed Setup’, allowing them to:

1. Activate a ward in their facility for the EPJB.

2. Assign medical specialties to the ward. The medical specialities are used to determine the outlier patients both in and

outside the ward with the EPJB.

3. Define the layout of the EPJB as landscape or portrait. The EPJB has been developed so that wards with:

1 - 15 beds in landscape and portrait have 60 pixels row height or 2 lines of text, standard font size 13 and text

wrapping over 2 lines.

16 - 20 beds in landscape and portrait have 40 pixels row height and standard font size 13.

21 - 25 beds in landscape and portrait have 35 pixels row height to and standard font size 13.

26 – 30 beds in landscape mode and >30 beds in portrait mode have 30 pixels row height and font size 13.

31 – 35 beds in landscape mode have 25 pixels row height and font size to 12.

>35 beds in landscape mode have 30 pixels row height and font size 13.

4. Define the columns that are displayed on the EPJB for that ward. Note: Bed, Patient ID, Surname and EDD are

mandatory columns that must be displayed.

5. Modify the bed setup for the ward to identify active/inactive beds, beds in single rooms, well baby, boarder and on

leave beds. Note: Patient Flow Managers and Clinical Managers will also have access to modify the bed setup.

Page | 34

EPJB Admin – Ward Setup Tab

Page | 35

EPJB Setup

Ward Setup

The steps to setting up a ward in the EPJB module are:

1. Click on ‘EPJB Ward and Bed Setup’

2. Select a ward from the PFP ward list.

3. Tick the ‘Active’ checkbox to activate the

ward EPJB.

4. Assign medical specialties to the EPJB ward.

This determines specialty outliers.

5. Tick the ‘Restricted View’ checkbox if the

EPJB main display is likely to be in

public/patient view.

6. Defaults to Landscape. Select Portrait for >35

patient wards

7. Define the View for the ward.

Pre-defined customisable templates are

available.

Page | 36

8. Customise the View for the ward.

Drag and drop columns from the table into

the preview, or from the preview to remove.

Resizing column width by rabbing the right

most edge of the column and dragging it to

the right or typing a new width in the text box

within the column in the Order Preview.

Preview the setup of the EPJB for a specific ward by clicking on the ‘Preview’ button to open a PDF report which displays the:

Name of the ward.

Specialties assigned to the ward.

Whether landscape or portrait layout has been selected.

Number of pixels remaining.

Preview of the view that has been selected.

Columns selected for the Ward.

Columns still available to use.

Save or Cancel the EPJB Ward View by clicking on the Save or Cancel buttons respectively. Any changes to the View for a Ward

must either be saved or cancelled before any functionality within the EPJB or PFP can be accessed. To reset the columns to the

default system defined columns click on the Reset button.

Helpful Hint #1: The number of columns allocated must fit a width of:

1880 pixels for Landscape.

1040 pixels for Portrait

The Order Preview provides a pixel counter to indicate the number of pixels remaining as new

columns are added, removed or resized.

Helpful Hint #2: To view the long name of the columns hover over the short name in the

Customise View table as illustrated below:

Helpful Hint #3: Click on the Reset button to reset the View to the system defined standard of Bed,

ID, Surname and EDD. This allows for starting with a new View for the Ward.

Page | 37

Ward Type

For ICU, HDU, CCU or NICU wards the Ward Type – Sub Ward Type needs to be setup in the PFP Bed Management Admin Ward

Profile tab as either:

Intensive Care - Burns Unit

Intensive Care - Cardiothoracic

Intensive Care - General

Intensive Care - Neonatal

Intensive Care - Neurosurgery

Nursery – General

Nursery – Special Care

Paediatrics – Intensive Care

Paediatrics – Neonatal Intensive Care

So that only beds occupied by patients will display on the EPJB i.e. Empty beds will not display thus preventing duplication of the

same beds being displayed depending on whether the bed code is for ICU, HDU or CCU etc.

Bed Setup

The Bed Setup tab in ‘EPJB Ward and Bed Setup’ functions in the same way as the Bed Setup tab in the ‘Bed Management

Admin’ module of the Bed Board.

Referral Setup

Set up email notifications when a referral has been ‘Requested’ or ‘Cancelled’. Emails will display the name of the facility, ward,

patient ID and the referral requested or cancelled.

Referrals available are broken down into four types: AMO Medical Specialities, Nursing, Other and Other Medical Specialties.

Enter valid email addresses in the field next to the Referral, separated with a semi colon ‘;’.

Emails will be sent from a generic address: [email protected]

The subject of the generic emails will be: Electronic Patient Journey Board Referral Notification

The body of the emails will display: Referral name – Referral Status (Patient ID in Ward Code in Facility Name)

In-scope LHD’s will be able to see eMR referrals on the EPJB. These will not be able to be manually changed in the EPJB.

For more information on how to activate these feeds, contact the Patient Flow Portal team at

[email protected]



Page | 38

Restricted View

Designed for large screen EPJBs that are located in public areas of an inpatient unit, the Restricted View will not show sensitive

patient information:

Admission Reason

Alert Name

Nursing Handover Details

Patient’s Suburb

Restricted View is the default setting for the EPJBs in kiosk mode (green tab log-on).

If the large screen EPJB is located in a private area where patients and visitors do not readily have access, the Restricted View

checkbox can be un-ticked.

Page | 39

EPJB Columns

The columns of data displayed on the Patient Summary provide information about each patient and are either:

PAS data:

Certain data comes from the local Patient Administration System (PAS) and can’t be updated on the EPJB. This data includes Name, Gender, Age/DOB, ID/MRN, Alerts, Admission Date,

Admission Reason, Financial Status, AMO/Specialty, Address, Care Type and the admitted location (ward and bed/room). PFP calculates Length of Stay and Time in Ward based on the

PAS admission or transfer data.

EPJB Data:

Many EPJB elements are entered directly by logged-in users, such as transfer requests (IHT, IWT, DWA) PTS bookings, and W4W entries.

EDD and EDD# are directly entered in most LHDs. There are multiple column choices in the EPJB with either free-text or drop down ability directly into the EPJB.

eMR Data:

eMR Data feeds are available in most LHDs for Alerts, Diet and selected Referrals. Contact your local administrator or the Ministry of Health Patient Flow team to find out which these are

activated in your facility, or to activate more eMR referral feeds.

The following table shows the multiple data columns available for your EPJB display, their options and data sources

Long Name Short Name Description Options Manual Update

Allowed Hover Over Text Data Source

Absconding Risk Abs Displays whether the patient is at risk of absconding.

Blank (default)

Low (Green background)

Med (Orange background)

High (Red background

Yes Yes EPJB

Admission Date Adm Date Date the patient was admitted as dd/mm/yyyy. N/A No No PAS

Admission Reason Adm Reason Displays the patient’s admission reason. N/A

No Yes PAS

Admission Reason Icon A/R Icon to indicate the patient has an admission reason. N/A

No Yes PAS

Admission and Discharge Risk Assessment Tool

ADRAT Displays whether a patient has a completed ADRAT

N = No (default)

Y = Yes

R = Yes – Risk identified

Yes Yes EPJB

Page | 40



Admission Risk Adm Risk Displays whether the patient has any admission risks. ‘Yes’ for patients who have >= 1 admission risk.

Blank if no Admission risks No Yes PFP calculated

Admitted From Adm From Where the patient was admitted from.

Blank (default)

Home

Hostel

NFA

OSV

Other

Pall Care

Priv Hosp

Public Hospital

RACF

Rehab

Respite

Yes No EPJB

Age Age

< 31 days old displayed in days.

< 2 years old displayed in months as ‘mths’.

> 2 years old displayed in years as ‘yrs’.

N/A No No PAS

Aggression Risk Agg Displays whether the patient is at risk of aggression.

Blank (default)




Yes Yes EPJB

Alerts Alerts

Icon to indicate the alert type for the patient:

Allergies

Special Alerts

Security Alerts

Infection Alerts

Clinical Alerts

Administrative Alerts

N/A No Yes –displays the type and actual alert name.

PAS

Allied Health Staff Names

A/H Name Allied Health staff member name. Free-text Yes Yes EPJB

AMO AMO Surname and first initial of the patient’s AMO. N/A No Yes – displays PAS

Page | 41



Surname and First Name

Bed Bed

Bed number the patient is occupying.

MANDATORY COLUMN

If bed tagged Well Baby, Boarder or Lodger bed then # will

display left of Bed number. Green cell = single room.

N/A No Yes PAS

Boostrix Status dTpa Displays vaccination status.

Blank (default)

Yes

No

Refused

Yes No EPJB

Breast Feeding Education (Maternity)

BFE Status of Breast Feeding education.

Blank (default)

Not started

In Progress

Completed

N/A

Yes No EPJB

Carers Staying with Patient

Carer Displays if a Carer is staying with the patient. Blank (default)

Yes (Optional free text field enabled) Yes Yes EPJB

Care Type Care Type Patient’s care type as sourced from PAS.

N/A No Yes PAS

Case Manager Name (Mental Health)

Case Manager Name/details of case manager. Free-text Yes Yes EPJB

Collaborative Care Plan (Mental Health)

Care Plan Displays if a collaborative Care Plan has been commenced

Yes

No

Refused

Yes Yes EPJB

Criteria Led Discharge CLD

Displays if the Patient is eligible for a Criteria Led Discharge

Blank

Eligible for CLD

Criteria Set and Agreed

CLD completed

Yes Yes EPJB

Cytotoxic CYT Indicates the patient is cytotoxic. Blank (default)

Yes Yes Yes EPJB

Page | 42



Deliberate Self harm Risk

DSH Displays whether the patient is at risk of deliberate self-harm.

Blank (default)




Yes Yes EPJB

Delirium Screen Delirium Displays if the patient is at risk of delirium.

Blank (default)

Yes

No

Yes Yes EPJB

Dialysis Dial

Icon to indicate the patient requires dialysis.

Blank (default)

Yes

Yes No EPJB

Diabetes Educator/CNC DIAB Status of a Diabetes Educator/CNC referral.

Yes - if not populated by eMR

Yes EPJB or eMR

Diet Diet Displays the patient’s diet requirements. Display for Assistance Required and Full Supervision.

Yes if data source = EPJB

No if data source = PAS

Yes EPJB or

PAS

Dietitian Referral DT Status of a Dietitian referral for the patient. Yes - if not populated by eMR

Yes EPJB or eMR

D.O.B. D.O.B. Patient’s date of birth as dd/mm/yyyy. N/A

No No PAS

Discharge Lounge DCL Indicates that the patient is suitable for transfer to a Discharge Lounge.

Blank (default)

Yes- cell shaded green

No – cell shaded red

Yes No EPJB

Page | 43



Discharge Plan DC Plan Displays the patient’s discharge plan. N/A Yes Yes EPJB

Discharge Planner D/C Status of the Discharge Planner referral


Yes EPJB or eMR

Discharge Script DC Script Status of any discharge prescriptions.

Blank (default)

Required

Written

In Pharmacy

Dispensed

Completed

Yes No EPJB

Discharge Summary DC Summary Status of the patient’s discharge summary.

Not started (default)

In Progress

Completed

Yes No EPJB

Discharge To Disch To Where the patient is to be discharged to.

Blank (default)

Home

Hostel

NFA

OSV

Other

Pall Care

Priv Hosp

Public Hospital

RACF

Rehab

Respite

To Be Advised

Yes No EPJB

Page | 44



Estimated Date of Discharge

EDD Displays the patient’s EDD as dd/mm/yy.

MANDATORY COLUMN

Select calendar date Yes for most LHDs

Yes EPJB or PAS

Estimated Date of Discharge #

EDD # The number of days to the patient’s EDD. Select number of days Yes for most LHDs

Yes EPJB or PAS

Falls Risk Falls Displays whether the patient is at risk of a fall. Enter the Ontario Modified Stratify numeric value (between 0 and 30)

Blank (default)

0 – 8 = Low Risk

>= 9 = High Risk (Orange cell background)

Yes Yes EPJB

Financial Description Fin. Description Financial description associated to the status. N/A No Yes PFP

Financial Disposition $ Displays whether the patient can manage their money. Blank (default)

Yes Yes No EPJB

Financial Status Fin

Pub: Public

Pri: Private

DVA: DVA

WC: Workers Compensation

MVA: Motor Vehicle Accident

I: Ineligible

OC: Other Comp

DC: Deferred

O: Other

N: Not Specified

N/A No Yes PAS

First Name First Name If there are patients with same or similar sounding names the field will highlight with red border

N/A No Yes PAS

Functional Independence Measure

FIM Displays the patient’s FIM score.

Blank (Default).

Enter numeric value 18 – 126

Optional date field enabled.

Yes Yes EPJB

Gender M/F Patient’s gender as an icon.

M = male

F = female

I = Indeterminate

U = Unknown

No No PAS

Gestation (Maternity) Gest. Gestation in weeks. Blank (Default).

Enter numeric value 0 – 45 weeks and 0 - 6 days. Yes Yes EPJB

Good to Go G2G Displays if patient is a confirmed discharge today Blank (default) Yes Yes EPJB

Page | 45



Yes (Green background)

10AM (Green background)

? (Orange background)

No (Red background)

Hepatitis B Hep B Patient’s vaccination status.

Blank (default)

Yes

No

Refused

Yes No EPJB

Hospital LOS HLOS Displays the patient’s length of stay in the hospital in days.

N/A No No PFP calculated

Hours Since Birth

Displays the hours since birth for babies born in hospital.

N/A No Yes PFP calculated

IHT Status IHT

Status of the patient’s inter hospital transfer.

The colour of the status indicates if the IHT has exceeded the transfer time for the given urgency.

E = Estimated

R = Requested

C = Confirmed

IP = In Progress

No Yes PFP

Initial Estimated Date of Discharge

Initial EDD Displays the patient’s initial clinician defined EDD N/A No No PAS

In Safe Hands ISH

Displays if the patient is identified as suitable for the ‘In Safe Hands’ program

Blank (default)

Yes

No

Yes Yes EPJB

Isolation Requirement I/R Displays Isolation requirement. Free text can also be entered. Cross-talks with bed board and Transfer requests

Blank (default)

Adolescent

Behavioural

Clinical Care

Infection

Other

Palliative

Security

No

Yes Yes EPJB

IWT Status IWT

Status of the patient’s inter-ward transfer.

The colour of the status indicates if the IHT has exceeded the transfer time for the given urgency.

R = Requested. No Yes PFP

Page | 46



Lactation Referral LACT Status of the Lactation consultant referral


Yes EPJB or eMR

Leave Status Leave Status Leave status of the patient. N/A

Yes Yes EPJB

Legal Status Legal Stat Displays if the patient is an involuntarily or voluntarily patient.

Blank (default)

V = Voluntary

CTOB = Community Treatment Order Breach

F = Forensic Order

G = Guardianship Order

I-DAT = Involuntary Drug & Alcohol Treatment

I-MD = Involuntary Mentally Disordered

I-MI = Involuntary Mentally Ill

AP= Assessable Persons

IPO = Inpatient Order

Mandatory date field enabled if Involuntary status selected. If expired, cell = red. If expiry is <14 days away then cell = orange.

Yes Yes EPJB

Location Status of Baby (Maternity)

Baby Location of the baby. N/A Yes Yes EPJB

Meal Assistance Meal Ast Displays if a patient Requires assistance with their meals.

Blank (default)

Assistance Required

(Blue background)

Full Supervision

(Red background)

Yes Yes EPJB

Mechanical Ventilation Vent Whether the patient is being mechanically ventilated Yes

Page | 47



Status No

Medically Fit for Discharge

Fit for DC

Displays if the patient is medically fit for discharge.

Blank (default)

Yes

No

Yes No EPJB

Mental Health Outcomes and Assessment Tool

MHOAT Displays whether the Mental Health Outcomes and Assessment tool has been completed.

No (default

Yes Yes Yes EPJB

Mental Health Care Levels

Level Care Level of the patient Blank (default)

1, 2, 3 or 4 Yes Yes EPJB

Mental health care Zones

Zone Care Zone of the patient

Blank (default

Red

Amber

Green

Yes Yes EPJB

Mental Health Risk Status

MHRS Patient’s mental health risk status.

Blank (default)



High (Red background)

Yes No EPJB

Midwifery Support Program (Maternity)

MSP Displays if a patient is suitable for early discharge.

Blank (default)

Yes

No

Yes No EPJB

Name of Mental Health Nurse

MH Nurse

Name/details of the Mental Health nurse taking care of the patient.

Free-text Yes Yes EPJB

Name of Midwife Midwife Name of the Midwife taking care of the patient. N/A Yes Yes EPJB

Mobility Mobility Patient’s mobility requirements. Free text can also be entered

Blank (default)

Independent

Supervised

1 Assist

Device + 1 Assist

2 Assist

Device + 2 Assist

Yes Yes EPJB

Mode of Birth (Maternity)

MOB Displays the Mode of Birth. Blank (default)

Assisted Vaginal (AV) Yes Yes EPJB

Page | 48



LSCS Planned (EL.CS)

LSCS Emerg (EM.CS)

Vaginal (V)

Monitor Monitor

Displays if the patient needs monitoring. Alpha numeric free text (2 characters) can also be entered to indicate either the category of monitoring required or the number of the Telemetry unit.

Blank (default)

Tele

1:1

T+1:1

Yes Yes EPJB

NDIS Participant NDIS NDIS status taken from PAS

NDIS Participant

NDIS Ineligible

NDIS – Client has declined NDIS assistance

NDIS Application Outcome pending

NDIS Participant LRC Transition

No Yes PAS

NDIS # NDIS Number NDIS number from Cerner PAS N/A No Yes Cerner PAS

Name of Nurse Nurse Name of the nurse taking care of the patient. Free-text Yes Yes EPJB

Neutropenic Neutro Displays if the patient is neutropenic. Blank (default)

Yes Yes No EPJB

New Born Screen Tool (Maternity)

NBST Displays if the New Born Screening Tool has been completed.

Blank (default)

Yes

No

Refused

Yes No EPJB

Non Clinical Notes Non Clinical Notes

Displays free text notes. Free-text Yes Yes EPJB

Nursing Dependency Nur Dep The Nursing Dependency ratio

1:1

1:2

1:3

1:4

>1:1

Yes Yes EPJB

Nutrition Screen Nutrition Displays if the patient has had a malnutrition screen.

Blank (default)

Yes

No

Yes No EPJB

Page | 49



Orthotics Referral ORT Status of an Orthotics referral.


Yes EPJB or eMR

Occupational Therapy Referral

OT Status of an Occupational Therapy referral.


Yes EPJB or eMR

Paediatric Check P.C. Displays if the Paediatric check has been carried out.

Blank (Default)

Yes

No

N/A

No No EPJB

Parity (Maternity) Parity Displays the patient’s parity.

Blank (Default)

Multipara

Primipara

Yes No EPJB

Patient ID ID

Patient’s ID either MRN or UID depending on the LHD. Highlighted with orange if the patient is on leave in PAS.

MANDATORY COLUMN

N/A No Yes PAS

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Patient Transport Service Booking Details

PTS

Status of the PTS transport

No Yes PTS

Patient Transport Service Status

PTS Status Displays the time of ‘Pick-up’ from sending hospital and displays time of ‘Delivery’ to the accepting Hospital.

N/A No Yes PTS

Pharmacy Referral PHM Status of a Pharmacy referral for the patient.


Yes EPJB or eMR

Physical Check (Mental Health)

Phy C Displays whether the patient has had a physical check.

Blank (default)

Yes

No

N/A

Yes No EPJB

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Physical Observation Obs Frequency at which a patient requires observation.

Blank (default)

Constant

15 min

30 min

Hourly

2 hourly

4 hourly

QID

TDS

BD

Daily

Blood

Neuro

Nocte

Periph

Post-op

Vasc

Monthly

Yes No EPJB

Physiotherapist

Referral Phys Status of a Physiotherapy referral for the patient.


Yes EPJB or eMR

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Podiatry Referral POD Status of a Podiatry referral for the patient.


Yes EPJB or eMR

Pressure Area Risk PA Risk Displays if the patient is at risk of a pressure sore. Enter the Waterlow score numeric value (between 1 and 64)

Blank (default)

<10 = No Risk

>=10 = At Risk

<15 = High Risk

>= 15 = Very High Risk

Yes Yes EPJB

Referral to Interstate Services

Interstate Displays interstate services requested. Free-text Yes Yes EPJB

Referrals Referrals

Referrals initiated for the patient. Referrals can be added or removed for all patients even if the Referrals column is not included on the EPJB Ward View.

Allied Health

Medical

Nursing

Other Referrals


Yes EPJB or eMR

Rhesus Status Rh Displays if the patients rhesus status

Blank (default)

Positive

Negative

Yes No EPJB

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Room Name Room Room number the bed is associated with

N/A

No Yes PAS

Rubella Immunity Status Rubella Rubella status of the patient.

Blank(default)

Immune

Non Immune

Borderline

Unknown

Yes No EPJB

Sexual Safety (Mental Health)

S/S Displays whether the patient’s sexual safety is at risk.

Blank (default)




Yes Yes EPJB

Single Room SR

Icon if the bed is in a single room.

N/A

No Yes PAS and PFP

Social Work Referral SW Status of a Social Work referral for the patient.


Yes EPJB or eMR

Specialty Specialty Medical specialty the patient is admitted under as sourced from PAS.

N/A No Yes PAS

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Speech Pathology/Therapist Referral

SP Status of a Speech Pathology/Therapist referral for the patient.


Yes EPJB or eMR

Suburb Suburb Displays the suburb the patient resides in. N/A No Yes PAS

Suicide Risk (Mental Health)

S/R Displays if the patient is at risk of suicide.

Blank (default)




Yes Yes EPJB

Surname Surname

Patient’s surname.

If there are patients with same or similar sounding surnames the field will highlight with a red border

MANDATORY COLUMN

N/A No Yes PAS

SWISH (Maternity) SWISH Displays if the baby has been consulted for State-wide Infant Screening Hearing (SWISH) Program.

Blank (default)

Yes

No

Refused

Yes No EPJB

Team Contact Team Contact Contact details of Team. Free-text Yes Yes EPJB

Team Name Team Name of Team. Free-text Yes Yes EPJB

Team Round Attended Round Displays the last date the Team reviewed the patient. Calendar

Blank by default Yes No EPJB

Time in Ward

Time (hrs)

Displays the patient’s ward length of stay in hours. Column displays in a defined colour if specific business rules are met.

See table 15 below.

N/A No Yes PFP calculated

Transport Booked Transport Booked

Displays what transport has been booked for the patient. N/A

Yes Yes EPJB

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Vitamin K Vit K Patient’s vaccination status.

Blank (default)

Yes

No

Refused

Yes No EPJB

Vulnerability Vul Displays whether the patient is vulnerable/at risk of exploitation.

Blank (default)




Yes Yes EPJB

Waiting for What Reason

W4W Display’s the letter corresponding to the open waiting for what reasons assigned to a patient.

If patient has an open W4W reason displays as:

C for Consult.

D for Diagnostic/Treatment.

DP for Discharge Process.

OHR for Out of Hospital Referral.

T for Transfer/Transport.

M for multiple W4W reasons.

Yes Yes PFP

Ward Admission Date Ward

Adm

Displays the date the patient was admitted to the ward as dd-mm-yyyy.

N/A No No PAS

Ward LOS WLOS Patient’s length of stay in this ward in days. N/A No No PFP calculated

Ward Round Priority Priority Displays the priority of the patient in the ward. N/A Yes No EPJB

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EPJB Ward Passwords

Each activate ward EPJB will have a generic password for kiosk mode. Kiosk mode is used to log into the EPJB on a large screen

monitor on the ward.

To update the EPJB or view patient information users will be required to have PFP access and enter their StaffLink details.

Patient Flow/LHD Administrators can access generic ward passwords:

1. Click on StaffLink number/username to access the Security Administration Window

2. Click on the Passwords tab. Passwords available will depend on the facilities that the administrator has access to.

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Requesting an EPJB Audit Log

Contact the Contact the NSW Ministry of Health Patient Flow Team for an Excel file EPJB Audit log report.

The report will can be downloaded for a specific day to monitor EPJB access by users at a specific facility, and will show:

Ward Code.

User ID.

User Surname and First Name.

Patient ID (MRN or UID depending on the LHD).

Event Name, which can be one of the following: o Patient View - Logged when a user has logged in and accessed the EPJB Ward View at a specific time.

o Patient Detail View – Logged when a user logged in and accessed the Update Patient Detail window for a specific

patient.

o Incoming IHT – Logged when a user has opened the IHT IN window.

o Incoming IWT – Logged when a user has opened the IWT IN window.

o Outgoing IHT – Logged when a user has opened the IHT OUT window.

o Outgoing IWT – Logged when a user has opened the IWT OUT window.

o Outliers – Logged when a user has opened the Outlier out of ward window.

o Admitted Patients in ED – Logged when a user has opened the Admitted Patients in ED window.

Event Date / Time.