efinds Administrator Job Action Sheet

Transcription

1 Planning Section Chief efinds Administrator Job Action Sheet efinds Data Reporter Mission: Implementing, tracking, and managing an electronic patient tracking system for evacuating patients from the hospital, and receiving evacuated patient (s) from another facility. Your person information must be entered into the efinds Administrator role in the facility s Communications Directory on the NYSDOH Health Commerce System (HCS) in order to access e- FINDS. Contact the hospital s HCS Coordinator if you need access to efinds. Refer to the efinds Quick Reference Card, Getting Started. Date: Start: End: Position Assigned to: Initial: Position Reports to: Patient Tracking Unit Leader (PTUL) Signature: Hospital Command Center (HCC) Location: Telephone: Fax: Other Contact Info: Radio Title: Task Time Initial Receive appointment and briefing from the Patient Tracking Unit Leader (PTUL) Coordinate activities with efinds Data Reporter (see their Job Action Sheet), Hospital Incident Command System (HICS), and the PTUL. For Hospital evacuation, implement the steps below for the efinds system as directed by the HCC and the PTUL. Access, and as directed by the HICS /PTUL, deliver efinds supplies and equipment to the designated area(s). - Pre-printed barcoded wristbands for each patient; pre-printed Bar Code Log - Equipment to be used: Hand-held scanners, computers with internet access - efinds Go-Bags (if used) Assure a wristband or barcode has been affixed to all patients/ residents, including those who will evacuate, shelter-in-place, or return home. If power or internet is not available, coordinate to ensure each patient s data is entered onto the efinds paper Bar Codes Log in the fields next to their assigned bar code, including first and last name, birth date, and gender. With power/ internet access, as directed, implement efinds on the Health Commerce System (HCS). Refer to the efinds Quick Reference Card. 1. If scanning will be used, set up the scanners 2. Log onto the HCS at For a log on issue/ forgotten password, call the Commerce Accounts Management Unit (CAMU) at Click efinds in the My Applications panel (left side), or by clicking on the Applications bar at the top, clicking e and scrolling down to efinds. 4. Select Hospital Name from the dropdown list and click Submit, - Reminder: always VERIFY your location, if affiliated with more than one! 5. Pull up the facility s Evacuation Operation* on the HCS Proceed to one of the choices for patient data entry as determined by the HICS. See steps A, B, C for choices: enter patient one-at-a-time with or without scanner; or in multiple batches. * The Evacuation Operation is created by the NYSDOH upon request from HICS * or is an operation created by the NYSDOH for a large-scale evacuation incident involving multiple hospitals/counties/regions.. A. Register Patient or supervise registration with a scanner, one patient/ resident at a time. Refer to e-finds Quick Reference, Attachment. Scan the patient s wristband or affixed barcode one patient at a time, and enter their personal data in the e-finds screen fields as time allows. 1

2 Planning Section Chief efinds Data Reporter Task Time Initial The patient s destination can be updated as needed when determined. B. Register Patient or supervise registration without a scanner, one patient/ resident at a time. 1. Select Register Patient/ Resident without Scanner. A list of barcodes available to the hospital will appear. 2. Click on the bar code assigned to the patient. A screen will appear. 3. Then follow steps 3-10 efinds Quick Reference, Attachment for Registering the Patient with Scanner. C. Register multiple patients/residents without a scanner, in multiple batches. Refer to efinds Quick Reference, Attachment a. Generate Barcoded PDF Log. A Fillable Spreadsheet of barcodes for printing will be generated on the efinds system. The PDF bar code log cannot be uploaded to populate the efinds as the Excel sheet can. However, patient s data can be manually entered on the printed log next to their assigned barcode, and sent with transport. If time allows, data from the log can be manually entered to the online efinds system. The log barcodes could be scanned into e-finds at that time. Assure that the patient s data entered into efinds is correctly associated to the barcode that has been assigned to that patient. b. Generate Uploadable Barcode Excel Spreadsheet. Refer to efinds Quick Reference, Attachment An Excel sheet of available barcodes can be generated on efinds and uploaded to a facility computer. Data for multiple patients can be entered in the fields next to their assigned barcodes. The spreadsheet can be uploaded and will populate patient data into the efinds system corresponding to their barcode. Do not change the name of the excel file when saving. Follow File upload instructions under c. c. Uploading Multi Patient/Resident Excel File. Refer to efinds Quick Reference, Attachment. If the Excel file has no patient or resident information, the file cannot be uploaded. Update Patient/ Resident- Releasing Patient Resident from this location. Refer to efinds Quick Reference, Attachment. Use this procedure to update the patient s destination location in efinds one-at-a-time or in multiples. In the event of a second evacuation and/or additional barcodes are needed, generate a PDF or excel spreadsheet of used and unused barcodes, and a spreadsheet that can be populated with patient/resident information and uploaded to efinds. (The Administrator role only can do this). e-finds activities for receiving evacuated patients at your facility: Quick Search: Refer to efinds Quick Reference, Attachment Scan a barcode, enter a barcode number, OR enter first or last name in Quick Search (located top right). If necessary click Quick Search. If a person has never been to your facility, you will NOT be able to search for them. If they have been assigned to your facility AND you have their barcode number, you can scan or manually enter the barcode number to search for them. Receiving Facility: Updates Patient/Resident with Scanner Refer to efinds Quick Reference, Attachment Receiving Facility: Updates Patient/Resident without Scanner Refer to efinds Quick Reference, Attachment Provide status reports on patient census and tracking as requested by the Hospital Command Center. 2

3 Facility efinds Planning Considerations Checklist: The following checklist can be used to guide discussion and planning of an efinds process with Facility Administrators and subsequently organization discussion of the Facility s efinds process with Trainees. Ensure that you cover all relevant issues in your efinds implementation strategy: 1. Does the facility have persons identified who know the location of the efinds wristbands and scanners; a. if the supplies are in a locked space, do these people have the key? b. Are these supplies checked on a regular basis (i.e. quarterly, annually, etc.) c. Are there persons available 24/7 to manage these functions d. Given your facility layout and number/location of stations at which you register your patients/residents, do you need additional scanners? e. Do you have mobile devices that can be utilized as additional scanners? 2. Do you have cohorts of staff who are trained in the use of efinds and your facility s evacuation plan, including backup, to cover all your shifts? a. Do you have evacuation coordinator(s) identified for all shifts who will oversee efinds implementation? b. Have they attended the appropriate training? c. Does your facility have a staff member who has attended the 2015 efinds Train-the-Trainer rollout? 3. Do these staff have NYSDOH Health Commerce System (HCS) accounts and have they been assigned to the appropriate efinds role in the Communications Directory? a. Is 24/7 contact information (including after-hours contacts) for all of your efinds staffing cohort up to date on the HCS? 4. At what locations within the facility will you record the efinds data?

4 a. Will patients/residents report to a specific location to be barcoded? b. Will staff go to each patient/resident s room? c. If you are a nursing home or adult care facility, will you barcode residents during mealtime when residents are gathered in one location? d. If a hospital, will you assign specific barcodes to each Department to handle their patient registering and barcoding separately? e. Will you record patient name and barcode assignment on the paper barcode log? f. Do you need to scan the patient/resident s records at more than one checkpoint as they leave the facility to ensure that no one has wandered in the movement? g. Have you printed a number of copies of the log to send to receiving facility with resident cohorts? h. Have you defined processes for different types of evacuation scenarios, with/without power; emergency/planned evacuation; night/day; damage and blockage in the facility s physical space i. Have you developed plans for exercising/drilling these processes with all relevant staff on all shifts? 5. Are you going to enter any key medical information into the notes fields in efinds? 6. Are you going to record your Medical Record # in efinds? 7. Are you going to scan your facility wristband into the notes field to capture your facility s barcode ID# in the efinds application? 8. Will you record the patient/residents barcode number on their personal and medical records that are sent with them to the receiving location? Will you write the barcode number on stickers and affix to personal belongings, Medical Equipment and go kits for your patients/residents? 9. Have you participated in any evacuation related planning efforts or exercises with your local health department and/or local office of emergency management?

5 Evacuation of Facilities In Disaster Systems 3.0 Getting Started The efinds Data Reporter OR efinds Reporting Administrator roles have access to the application. From the My Content on the purple menu bar of the Health Commerce System (HCS), verify that you are in one of the efinds roles by clicking on See what roles I hold. Click Update or verify my contact information to access your business and emergency contact information and update, if necessary. If you are not in an efinds role, please contact your facility Coordinator. Open efinds 1. Log on to the HCS ( If you cannot remember your user id or password, please call Commerce Accounts Management Unit (CAMU) at Click e-finds from My Applications in left side panel 3. Select when facility has a real evacuation OR when in training or just practicing 4. Select your facility > Click Always VERIFY your location, if affiliated with more than one Person Statuses Registered Evacuated Received Repatriation Initiated Repatriated Will Not Repatriate SIP (Shelter in Place) Sending Facility: Register People with Barcode 1. Click Register People > Scan or Type Barcode 2. Confirm: 3. Enter *First Name, *Last Name, *DOB (mm/dd/yyyy) & Select Gender 4. Select or Verify Evacuation Operation (reason for evacuation) 5. Verify person s current location is correct 6. Select the Intended Destination from dropdown list, i.e. Org. Type & Facility Name 7. Enter Evacuation Group Description; such as bus #, transportation description or facility unit 8. Click the Register or Evacuate Register Evacuate Cancel Evacuation Receive Cancel Receive Repatriate Cancel Repatriate efinds Actions/Buttons Required fields are marked with * Check the Confirm Submission Without Required Fields box, if necessary then click Register or Evacuate 9. Confirm message: Register or Evacuate is completed. Initiate Repatriation Cancel Initiate Repatriation Will Not Repatriate Cancel Will Not Repatriate SIP (Shelter in Place) Cancel SIP Save Edits Quick Search 1. Click Quick Search from efinds menu bar 2. Enter search criteria in the Quick Search box, e.g., partial first, last name, barcode or contents of Note field 3. Click Search 4. Verify: Found # person for the keyword(s): search criteria Please select one to view details. 5. Locate the record to be viewed or updated 6. Click the Barcode link 7. View record or Add/change the necessary information 8. Click appropriate action button. Receiving Facility: Receive Person with Barcode 1. Click Manage People > Person Lookup 2. Scan or Type Barcode > Click 3. Change Current Location Org. Type & Current Location (your facility) 4. Click Receive 5. Confirm message: Receive is completed & Sending Facility: View Status and Location of All People 1. Click Manage People > List People 2. Select facility, if necessary 3. Click List Commerce Training Institute September 09 hinweb@health.state.ny.us, For technical assistance please contact the Commerce Trainers via at hcsoutreach@health.ny.gov

6 Sending Facility: Registers Person without Scanner 1. Click Register People > List Available Barcodes 2. Select facility, if necessary 3. Click List 4. Click Barcode link 5. Enter *First Name, *Last Name, *DOB (mm/dd/yyyy) & Gender 6. Select or Verify Evacuation Operation (reason for evacuation) 7. Select the Intended Destination from dropdown list if known 8. Click Register or Evacuate > Confirm is correct Sending Facility: Generates Scannable Log (pdf) Sending Facility: Registers Multiple People Administrator Role Only 1. Click on Register People > Multi Person Input 2. Select Evacuation Operation > Sending Location Org. Type > Location 3. Enter number of People/Barcodes needed 4. Click Generate Fillable Grid 5. Enter known information, such as name, DOB and gender 6. Click Register OR Uploadable Spreadsheet (excel) Administrator Role Only 1. Click Manage Barcodes > Download Barcode Documents 2. Select Organization Type and Location, if necessary 3. Enter Start & End Barcode Number (optional) 4. Select Scannable Log or Uploadable Spreadsheet 5. Check box to exclude used barcodes or to exclude facility name 6. Click Download Document 7. Save Excel spreadsheet without changing the name; Open and print or Save the scannable log as a pdf Note: PDF files cannot be uploaded, but could be sent with transport or faxed to receiving facility. The Avery Label is for the person s belongings. 7. Verify message: Registered # people and note barcode #s assigned Sending Facility: Uploads NYS_eFINDS Spreadsheet 1. Click Register People > File Upload 2. Select Evacuation Operation 3. Click Browse 4. Locate Excel file with saved person information (NYS_eFINDS file name with facility id, date and time) Click Open to add file 5. Click 6. Verify Info is correct, and edit if necessary 7. Click Register 8. Verify message: Registered # people Note: If Excel file has no person info, then the file cannot be uploaded. Receive Multiple People without Scanner 1. Click Manage People > Multi Person Update 2. Select Operation 3. Select receiving location org.type and location 4. Select Action: Receive > Click List 5. Select people with click OR select all by checking box in column heading 6. Click Receive Selected 7. Verify Receive completed for # people Receiving Facility Initiates Repatriation 1. Click Manage People > Multi Person Update 2. Select Operation, receiving location org. type and location 3. Select Action: Initiate Repatriation > Click List 4. Select people with click OR select all by checking box in column heading 5. Click Initiate Repatriation of Selected 6. Verify Initiate Repatriation completed for # people Note: When people arrive back to the Original Location, the facility will follow same steps above, but Action is Repatriate. If people have reached a final destination other than the original location, then the action is Will Not Repatriate. Commerce Training Institute September 09 hinweb@health.state.ny.us, For technical assistance please contact the Commerce Trainers via at hcsoutreach@health.ny.gov

7 Getting Started The efinds Application Administrator or efind Reporting Administrator role has permissions to add or inactivate an operation in efinds Evacuation or efinds Practice/Training. To verify your role assignment, go to the My Content, on the Health Commerce System (HCS) menu bar. Verify your efinds role by clicking on the See what roles I hold link. If you are not in the proper efinds role, please contact your facility s HCS Coordinator. Click My Content > Change my contact information to update or verify your business and Emergency contact info. Update Operation 1. Click Admin from the menu bar 2. Click Manage Operations Click Operation Name from list 5. Edit as needed 6. Click confirmation of update will be sent. Please remember to Inactivate your operation when event is over. You will receive a reminder every 90 days. If you choose to keep your operative active, please click the Extend Operation check box and click Remember: ONLY active operations can be reported on! Evacuation of Facilities In Disaster Systems Add a Facility Evacuation Operation Operations, such as Coastal Storms, that effect multiple facilities and facility types will be created by NYS. 1. Log on to the HCS ( If you cannot remember your user id or password, please call Commerce Accounts Management Unit at Click efinds from My Applications in left side panel 3. Select either or 4. Verify or Select Location > 5. Click Admin from the efinds menu bar 6. Click Manage Operations 7. ALWAYS search Name list first to be sure you are not creating a duplicate operation 8. Select Begin Date > Event Type If you select Blizzard, Hurricane, Ice Storm or Snow Storm, then enter the Storm Name. If you select Other, then enter Other Description. 9. Enter location, e.g., your facility, town/city/village 10. Verify Active Status 11. Click Note: You may need to click Add Operation twice. 12. Verify Operation YYYY-MM-DD EVENT TYPE LOCATION was created. Operations created in efinds Training Demo do NOT appear in the efinds PROD evacuation list or vice versa. confirmation is sent to all efinds Application Administrators: EFinds Operation has been added. Export list of Operations to Excel or PDF. Commerce Training Institute September 09 hinweb@health.state.ny.us, For technical assistance please contact the Commerce Trainers via at hcsoutreach@health.ny.gov

8 Getting Started The efinds Application Administrator or efind Reporting Administrator role has permissions to add or inactivate an operation in efinds Evacuation or efinds Practice/Training. To verify your role assignment, go to the My Content, on the Health Commerce System (HCS) menu bar. Verify your efinds role by clicking on the See what roles I hold link. If you are not in the proper efinds role, please contact your facility s HCS Coordinator. Click My Content > Change my contact information to update or verify your business and Emergency contact info. Update Temp. Location 1. Click Admin from the menu bar 2. Click Manage Locations 3. Search for the location by sorting column headings by Name, Description, Address, County, Phone Created by, Agency or Updated by 4. Click Location Name from list 5. Edit as needed 6. Click Please remember to Inactivate your temporary location when event, drill or exercise is over. Remember: ONLY active TMP Locations can be reported on! Evacuation of Facilities In Disaster Systems Add a Temporary Location Operations, such as Coastal Storms, that effect multiple facilities and facility types will be created by NYS. 1. Log on to the HCS ( If you cannot remember your user id or password, please call Commerce Accounts Management Unit at Click efinds from My Applications in left side panel 3. Select either or 4. Verify or Select Location > 5. Click Admin from the efinds menu bar 6. Click Manage Locations 7. ALWAYS search Name list first to be sure you are not creating a duplicate temporary location 8. Enter Location Name (e.g. Public School# 304), Description (e.g. HS), town or city (e.g. Albany) 9. Enter Description, Address, City, State, Zip, Phone 10.Click 11.Verify Location Name Description Location was created. If you create the location in Practice Only, it will not appear in the real evacuation site or vice versa. Export the list of TMP Locations, by clicking on export icon Commerce Training Institute September 09 hinweb@health.state.ny.us, For technical assistance please contact the Commerce Trainers via at hcsoutreach@health.ny.gov

9 Planning Section Chief efinds Data Reporter efinds Data Reporter Job Action Sheet Mission: Implementing, tracking, and managing an electronic patient tracking system for evacuating patients from the hospital, and receiving evacuated patient (s) from another facility. Your person information must be entered into the efinds Data Reporter role in the facility s Communications Directory on the NYSDOH Health Commerce System (HCS) in order to access efinds. Contact the hospital s HCS Coordinator if you need access. Refer to the efinds Quick Reference Card, Getting Started. Date: Start: End: Position Assigned to: Initial: Position Reports to: Patient Tracking Unit Leader (PTUL) Signature: Hospital Command Center (HCC) Location: Telephone: Fax: Other Contact Info: Radio Title: Task Time Initial Receive appointment and briefing from the Patient Tracking Unit Leader (PTUL) Coordinate activities with efinds Administrator role, Hospital Incident Command System (HICS), and the PTUL. Some efinds actions can only be performed by the efinds Administrator role. For Hospital evacuation, implement the steps below for the efinds system as directed by the HCC and the PTUL. Access, and as directed by the HCC/ PTUL, deliver efinds supplies and equipment to the designated area(s). - efinds supplies: Pre-printed barcoded wristbands; pre-printed Barcodes Log. - Equipment to be used: Hand-held scanners, computers with internet access. - efinds Go-Bags (if used). Assure a wristband or barcode has been affixed to all patients/ residents, including those who will evacuate, shelter-in-place, or return home. If power or internet is not available, coordinate to ensure each patient s data is entered onto the efinds paper Barcodes Log in the fields next to their assigned barcode, including first and last name, birth date, and gender. With power/ internet access, as directed, implement efinds on the Health Commerce System (HCS). Refer to the efinds Quick Reference Card. 1. If scanning will be used, set up the scanners 2. Log onto the HCS at For a log on issue/ forgotten password, call the Commerce Accounts Management Unit (CAMU) at Click efinds in the My Applications panel (left side), or by clicking on the Applications bar at the top, clicking e and scrolling down to efinds. 4. Select Hospital Name from the dropdown list and click Submit, - Reminder: always VERIFY your location, if affiliated with more than one! 5. Pull up the facility s Evacuation Operation* on the HCS Proceed to one of the choices for patient data entry as determined by the HICS. See steps A, B, C for choices: enter patient one-at-a-time with or without scanner; or in multiple batches. * The Evacuation Operation is created by the NYSDOH upon request from HICS * or is an operation created by the NYSDOH for a large-scale evacuation incident involving multiple hospitals/counties/regions. 1

10 Planning Section Chief efinds Data Reporter Task Time Initial A. Register Patient or supervise registration with a scanner, one patient/ resident at a time. Refer to efinds Quick Reference, Attachment. Scan the patient s wristband or affixed barcode one patient at a time, and enter their personal data in the e-finds screen fields as time allows. The patient s destination can be updated as needed when determined. B. Register Patient or supervise registration without a scanner, one patient/ resident at a time. 1. Select Register Patient/ Resident without Scanner. A list of barcodes available to the hospital will appear. 2. Click on the barcode assigned to the patient. A screen will appear. 3. Then follow steps 3-10 efinds Quick Reference, Attachment for Registering the Patient with Scanner. C. Enter Data to Barcode Excel Spreadsheet Refer to e-finds Quick Reference, Attachment The efinds Administrator only can download an Excel sheet of available barcodes from efinds and upload it to a facility computer. Once uploaded to the facility s computer, the efinds Data Reporter can enter data for patients next to their assigned barcodes on the Excel sheet. The Data Reporter can upload the spreadsheet into the efinds system to populate patient data into the system. Do not change the name of the excel file when saving. Follow File upload instructions below. - Uploading Multi Patient/Resident Excel File into efinds, Refer to efinds Quick Reference, Attachment. If the Excel file has no patient or resident information, then the file cannot be uploaded. Update Patient/ Resident- Releasing Patient Resident from this location. Refer to e-finds Quick Reference, Attachment. Use this procedure to update the patient s destination location in efinds one-at-a-time. Only the efinds Administrator role can update multiple patients In the event of a second evacuation and/or additional barcodes are needed, generate a PDF or excel spreadsheet of used and unused barcodes. The Administrator role only can do this. e-finds activities for receiving evacuated patients to your facility: Quick Search: Refer to efinds Quick Reference, Attachment. Scan a barcode, enter a barcode number, OR enter first or last name in Quick Search (located top right). If necessary click Quick Search. If a person has never been to your facility, you will NOT be able to search for them. If they have been assigned to your facility AND you have their barcode number, you can enter the barcode number to search for them. Receiving Facility: Updates Patient/Resident with Scanner Refer to efinds Quick Reference, Attachment Receiving Facility: Updates Patient/Resident without Scanner Refer to efinds Quick Reference, Attachment Provide status reports on patient census and tracking as requested by the Hospital Command Center. 2