News & Events

Home / News & Events / Quality and Safety news: Physician on-call schedules, Enovation Replacement Project

Quality and Safety news: Physician on-call schedules, Enovation Replacement Project

02-Aug-2016

RPIW #100 – Physician on-call schedules

Historically the physician on-call schedules have been generated by a wide range of persons including section coordinators and administrative supports. These schedules are distributed via email, intranet, fax and paper to many stakeholders throughout the RQHR and private clinics often multiple times to the same end user. The monthly schedules are then often transcribed by several departments each day for daily on-call schedules. This process is extremely wasteful in nature and there is no way to ensure the information is accurate and up-to-date. The result leads to unproductive repetitive work and frustration for all involved and most importantly can put patients at risk if there is a delay connecting to the correct on-call physician.

RPIW #100 is a Rapid Process Improvement Workshop that began in late May. The goal of this RPIW is to streamline the ease of generating the monthly on-call lists and provide an effective way to generate accurate daily on-call schedules that are accessible to all who need them. Representatives from the various stakeholder groups were brought together on a team to work towards this positive change. There was great collaborative work done to improve the on-call schedule generation, distribution and updating process. We are currently working on building templates and providing the proper IT linkages along with staff training to the new tools. Some Departments/Sections are currently generating monthly physician on-call schedules using the new tools.

Dr. David McCutcheon has been in communication with Department Head Council throughout this process. Stay tuned for more information as we move closer to the go live date.

Enovation Replacement Project

July 29, 2016

Providing safe, high quality care to our patients is job one, and is everyone’s responsibility – this includes the standard work processes and the systems RQHR staff use to register patients.

Taking an approach to ensure a reliable, integrated electronic patient registration system means that the current Enovation system, nearing the end of its functional life, needs to be replaced. The Sunrise Enterprise Registration (SER) system will replace Enovation – with a “go live” date planned for the end of this year. SER is integrated with Sunrise Clinical Manager (SCM), and with its implementation, a unified system is being created that saves patient information via the registration process directly to SCM.

There are many things that need to be considered, and as the RQHR moves forward with the Enovation Replacement Project you will see more activity around preparation for the implementation. You may even be asked to participate in the review of current work processes and the development of needed future workflows for the operational use of the SER system and/or integration with Sunrise Clinical Manger (SCM). Including :

FACE SHEETS

Reason for Change:

Currently, a “Face Sheet” is printed at registration and contains demographic and visit information—there are multiple processes and print versions generated from Enovation. In many cases the Face Sheet is not used in the delivery of care; however, Health Information Management Services (HIMS) files it with the patient’s chart, contributing to unnecessary use of paper and storage space.

Changes:

The Information Technology/Information Management steering committee has approved discontinuation of the Face Sheet at PH, WRC, and RGH prior to Sunrise Enterprise Registration system go live. Rural sites will standardize to a single format of the Face Sheet beginning at SER go live.

CLIENT NAME

Reason for Change:

Currently, registration captures the name the client prefers to be called; this can be a nickname/alias or the name on the Health Services Card. This name is what the system displays and forwards to regional and provincial systems and what is printed on embossed cards, forms, armbands, etc. A standardized process for the client name recorded is required for consistency and patient safety.

Changes:

The name on the Health Services Card will be entered as the standard name for client identification and will be the name that will be passed to regional and provincial systems and therefore be printed on embossed cards, forms, labels, armbands and reports. It is anticipated that this change will occur prior to the implementation of SER.

OUTPATIENT/EMERGENCY REGISTRATION FORMS (PINK SHEETS)

Reason for Change:

Currently, an Outpatient/Emergency Registration Form (multiple copy preprinted form) is printed from Enovation at registration and contains demographic and visit information. There are multiple versions of this form used across the different facilities. For the most part, the information is the same on each version of the form. To improve standardization and reduce waste, it was determined that only one version of the form be used across all facilities.

Changes:

The IT/IM Steering Committee has approved standardization to one version of the form to be used across all facilities. The RQHR will be standardizing to the Pink Sheet currently used at the RGH ER. As this is an existing format, implementation of the standardized form will occur prior to the implementation of SER. New forms have been ordered and will start when stock of existing forms is depleted.

PATIENT LISTS

Reason for Change:

With SER go live, current mechanisms in Enovation for accessing and printing patient lists will cease to exist. The Enovation system currently produces a number of patient lists in a wide variety of locations.

In some cases, these patient lists are auto generated and printed at specific points in the region. Often they are not utilized – contributing to generating paper and waste. Patient lists are also generated on demand for printing as the user requires them within a work process - it is of note that a variety of providers (including physicians and ancillary clinical support) already follow workflows to access and print patient lists in real time at point of need.

Changes:

SCM currently receives registration data from Enovation and functionality is currently available to create customized lists within SCM that provide more timely and detailed information about patients. This information can be viewed online, and if a paper copy is still required, it can be printed. Access and training will be required to get users up to speed on using SCM instead of printed lists from Enovation. The processes are already underway to provide access and training.

As this exciting project moves forward, please watch for updates and implementation dates that will continue to come your way! Please take the time to share this information with your departments/teams and at your wall walks.

Project Contact Information:

Randy Orban
Project Manager - Enovation Replacement Project
766-6844
Randy.Orban@rqhealth.ca

Megan Budd
Regional Manager - Registration and Information Services
766-8478
Megan.Budd@rqhealth.ca


Sharon Cazakoff
Director - Knowledge and Technology Services
766-6805
Sharon.Cazakoff@rqhealth.ca