Transcript Working Better Together

Provincial Hospital Resource System Repatriation Tool
Self – Directed Learning for LHIN Users
The PowerPoint presentation is intended to be Self – Directed
Learning for LHIN Users. It will take approximately 15 minutes to
view in “Slide Show” mode.
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Overview of the Self – Directed Learning Slide Deck

Background & Purpose of the PHRS Repatriation Tool

Module 1: Access and Log in to PHRS

Module 2: Create to Repatriate the Request

Module 3: Re-direct the Request

Module 4: Responding to Confirmation Delay

Module 5: Responding to Repatriation Delay

Module 6: Cancel and Re-issue the Request

Summary & Contact Information
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Purpose of the PHRS Repatriation Tool
 Component of the Provincial Hospital Resource System (PHRS) to track,
send, receive and monitor repatriation requests between tertiary/higher
level care hospitals and acute care hospitals only
 The repatriation tool excludes requests to:
 Long Term Care Facilities
 Rehabilitation Hospitals
 The Repatriation Tool supports the Ministry of Health & Long Term Care
Life or Limb Policy. The Life or Limb Policy is available at:
http://www.health.gov.on.ca/en/pro/programs/criticalcare/life.aspx
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Repatriation Tool Implementation
April 2013
Neonatal
Retrotransfer
GTA (19
hospitals)
June 2013
LHIN 13
July 2013
LHIN 4
November
2013
LHIN 14
April 2014
LHIN 7
LHIN 8
LHIN 9
LHIN 12
May 2014 and
beyond
LHIN 1
LHIN 2
LHIN 3
LHIN 5
LHIN 6
LHIN 10
LHIN 11
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5 Phases in the 2014 Repatriation Algorithm to show the JOURNEY of
the Request from start ( create) to finish ( repatriate)
Blue-sending hospital responsibility
Green-receiving hospital responsibility
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Requirements for PHRS Site Browser
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Colored Font and Flags
Blue font Repatriation requests from CritiCall Ontario for patients that
have been sent out of province will appear in blue font
Red font Repatriation requests that are “Declined” or “Not Accepted”
appear in red font
Green
Repatriation requests that are “Repatriated” will appear in
font
green font
Appears for 24 hours next to “Active” requests
Appears for 24 hours next to requests that have been modified
Appears when the repatriation request becomes delayed two
days after the Requested Transfer Date
For Details on Definitions, go to PHRS Library Tab on https://www. phrs.criticall.org
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Module 1
Access and Log in
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Logging into the PHRS
Open a web browser.
into the address bar.
Get you username and password from your Hospital designated PHRS
Registration Manager
Go to https://www.phrs.criticall.org and type in your username and
password and click on LOGIN
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PHRS Map View: Click on your LHIN
LHIN Regions
Click on your LHIN
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LHIN View: Click on the Repatriation Tab located on the
Toolbar
Navigation displayed depends
on User’s access level
Click on the Repatriation Tab
on the Toolbar
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Module 2
Create to Repatriate
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Create
Send Request
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2014 Repatriation Algorithm
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Create: Select “My Hospital Site” then click “Add New Request”
Sending Hospital
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Create: Step 1-Select Bed Type , Requested Transfer Date, Sending
Specialty/service and Requested Hospitals
Click Next to go to Step 2 and
click on CANCEL to go previous
step
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Create: Step 2-Enter the data in Health Card Number, Ward and Family
Physician; Select the Gender, Age and Patient Home Hospital
Red
arrow:
Enter
Data
Yellow arrow:
select from
dropdown list
Click Next to go to Step 3 and
click on Back to go previous step
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Create: Step 3- Add checkmark in the Initial Precaution Status and
in the Initial Patient Medical Information then click on NEXT
Click on + to expand selection
Click Next to go to 4 and
click on Back to go previous
step
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Create: Step 4-Add Name and Phone number for Sending
Physician and primary staff contact then Click on SAVE
Click SAVE when done or
BACK to go to previous
step
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Create: View the Completed “New Active” Request
Sending Hospital
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Acknowledge
Proceed
Decline
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2014 Repatriation Algorithm
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Acknowledge: View the New Active Request
Receiving Hospital
Click on active request
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Acknowledge: Select “Proceed” or “Decline” & Click SAVE
Receiving Hospital
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Acknowledge: Select “Proceed” and Click SAVE
Receiving Hospital
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Acknowledge: Add Contact Information & Click SAVE
Receiving Hospital
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Acknowledge: Add Comments in Proceed Comments Box
(optional) & Click SAVE
Proceed Comments are optional
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Acknowledge: “Proceed” status can be changed to “Decline” &
Click SAVE
Receiving Hospital
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Acknowledge: Select “Reasons for Decline”& Click SAVE
Decline Comments are optional
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Confirm
Accept
Not Accept
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2014 Repatriation Algorithm
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Confirm: Select “Accept” or “Not Accept” & Click SAVE
Receiving Hospital
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Confirm: Add “Accept” Comment Box (optional) & Click SAVE
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Confirm: View “Accepted” Request
Receiving Hospital
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Confirm: “Accept” can be changed to “Not Accept” & Click SAVE
Receiving Hospital
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Confirm: Select “Reason for Not Accept & Click SAVE
Not Accept Comments are optional
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Confirm: Click on the Not Accepted Request to View in
the Not Accepted Tab
Receiving Hospital
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Confirm: Click on Comments Tab to View Comments
related to request
Sending Hospital
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Transport
Transport
Arranged
Transport
Scheduled
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2014 Repatriation Algorithm
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Transport: Click on Transport & Click on SAVE
Sending Hospital
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Transport: Add DATES for Transport Arranged &
Scheduled then Click on YES
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Repatriate
Select Calendar Date
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2014 Repatriation Algorithm
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Repatriate: Click on Repatriate & Click on SAVE
Sending Hospital
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Repatriate: Add Date and Click on YES
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Repatriate: View Repatriated Status Request in the Repatriated TAB
Sending Hospital
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Module 3
Redirect the Request
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2014 PHRS Repatriation Algorithm –Redirect
Sending Hospital
can redirect the
request when
the receiving
hospital has
declined or not
accepted up to
the Transport
Phase
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Redirect: View Not Accepted Request
Sending Hospital
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Redirect: View Redirect History and Click SAVE
Sending Hospital
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Redirect: View Redirect History
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Redirect: Click on Comments Tab to view comments
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Re-direct: Click on Redirect request and click on SAVE
Sending Hospital
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Redirect : Click on YES to Redirect
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Redirect: Click on Add Hospital & on SAVE
Sending Hospital
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Redirect: Select Hospital and Click YES
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Redirect: View Redirect Request in Active /Redirect TAB
Sending Hospital
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Redirect: View Redirect Request in Active/Redirect TAB
Receiving Hospital
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Module 4
Responding
to
Confirmation Delay
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When does Confirmation Delay occur?
“Confirmation Delay occurs when the Receiving
Hospital responds in the Confirm phase two days
after the Requested Transfer Date”
For more details, go to the Definitions document
available in the PHRS Library Tab on
https://www.phrs.criticall.org
Confirmation Delay: Click on Proceed Tab to respond to the
delayed Proceed Request
Receiving Hospital
Check in the flag column for the CLOCK icon
indicating delay
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Confirmation Delay: Select Reason for Confirmation
Delay , Add Optional Comments & Click on Save
Add comments (optional
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)
Module 5
Responding
to
Repatriation Delay
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When does a Repatriation Delay occur?
“Repatriation Delay occurs when the Sending
Hospital responds two days after the Requested
Transfer Date”
For more details, go to the Definitions document
available in the PHRS Library Tab on
https://www.phrs.criticall.org
Repatriation Delay: Add date & Select reasons for
repatriation delay then click YES
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Repatriation Delay: Go to Comments Tab to review reasons for
Repatriated Delay
Sending Hospital
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Module 6
Cancel
&
Re-issue Request
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When does Cancel and Re-issue occur?
“The Sending Hospital can cancel the request at
any point in time if the repatriation is no longer
required (e.g. patient deteriorates or is
discharged). Cancelled requests will remain
available for ‘Reissue’ for 7 days.”
For more details, go to the Definitions document
available in the PHRS Library Tab on
https://www.phrs.criticall.org
Cancel: View the Request to be Cancelled
Sending Hospital
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Cancel: Click on Cancel Request & on SAVE
Sending Hospital
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Cancel:
Select Reason for Cancellation & Click on YES
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Cancel: Go to Cancelled TAB to view Cancelled Request
Sending Hospital
Cancelled requests can be left as cancelled or re-issued within 7 days of the
requested transfer date
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Re-issue: Click on Reissue Request
Sending Hospital
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Re-issue: Click YES to proceed with reissuing request
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Re-issue: Update Request details, Initial Precaution Status, Initial
Medical Info and SAVE
Sending Hospital
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Re-issue: Select Initial Medical Info and Click on YES
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Re-issue: Select Initial Precaution Status and Click on
YES
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Re-issue: Click on Add Hospital & on SAVE
Sending Hospital
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Reissue: Select Requested Hospital and Click YES
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Re-issue: View Reissued Request in Active/Redirect TAB
Sending Hospital
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Reissue: View Reissued Request in Active/Redirect TAB
Receiving Hospital
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Summary
&
Contact Information
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Sending Hospital Responsibilities
 Create and send new repatriation requests to hospitals participating in
the repatriation agreement
 Monitor and update repatriation request as required for the following:
Transport, Repatriate, Redirect or Cancel
 Redirect requests not accommodated in accordance with Requested
Transfer Date or ‘Not Accepted’ by the receiving hospital
 Contact accepting hospital by telephone to confirm repatriation details
 Update request status to “Transport” by Selecting Date of transport
arranged and scheduled transport date
 If the Repatriation Date is 2 days greater than the Requested Transfer
Date, select the ‘Reason for Repatriation Delay’ from the dropdown
menu
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Receiving Hospital Responsibilities
 Acknowledge all new or redirected repatriation requests received and
indicating ‘Proceed’ or ‘Decline’
 If ‘Decline’ is selected choose a ‘Reason for Decline’ from the
dropdown menu
 Contact sending hospital for physician- to-physician dialogue to
exchange patient details
 Confirm the repatriation request by indicating ‘Accept’ or ‘Not Accept’
 If ‘Not Accept’ is selected choose a ‘Reason for Not Accept’ from
the dropdown menu
 Select a Reason for Confirmation Delay If the Not Accept Date is
more than 2 days after the Requested Transfer Date or Redirect date
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Training Support
 The following training materials are available in the PHRS
Library Tab on https://www.phrs.criticall.org :
 Repatriation Tool Quick Guide
 Reasons for cancellation, decline, not accepted,
confirmation and repatriation delays (drop down
document)
 Definitions
 Algorithm
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Contact Information
 For CritiCall Ontario Repatriation Tool Training Questions
contact your Client Relations Manager or email
[email protected]
 For PHRS Repatriation Username & Password access, contact
your hospital designated PHRS-Registration Manager
 For technical assistance, first contact your hospital IT dept., if
not resolved then contact PHRS help desk:
[email protected]
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Client Relations Managers
LHINs 1,2,3
Stephanie Piper
289- 396- 7000 X7581
[email protected]
289- 396- 7000 X7568
[email protected]
289- 396- 7000 X 7557
[email protected]
LHINs 4,5,6
Leanne Yonev
LHINs 7,8,& 12
Vanessa Alexis
LHINs 9,10 , 11
Claudine Wathier - Doucet
613- 321- 0603
[email protected]
LHIN 13 & 14
Liz Louden
289-396-7000 X 7560
[email protected]
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