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Diabetes Educators Calgary Charting Guidelines

Conversion

Conversion

Prior to each launch, information from legacy systems needs to be transferred to Connect Care. This is termed "conversion." We have one conversion left to accomplish, as ECHC goes live May 4, 2024.

There are four stages:

 

Template build

Referral conversion

Appointment conversion

Manual Clinical Conversion

 

 

Template Build

Templates are built starting approximately 6 weeks before go-live.

The slot length for a given provider needs to be consistent across all templates for that provider. Different providers may have different slot lengths. The slot length should be the highest number evenly divisible into all visit types for that provider, e.g.

  • Visit lengths of 30, 60, and 90 minutes: slot length = 30 minutes
  • Visit lengths of 30, 45, 60, and 90 minutes: slot length = 15 minutes

Referral Conversion

Referrals are transcribed into Connect Care, for patients who:

  • Have been referred and not yet scheduled
  • Have been referred and have their first appointment with the department scheduled for after the Launch.
  1. For a demonstration of referral conversion, see this video
  2. Drop-in Support Line via Zoom - Connect Care has a support line staffed by clinical and IT experts ready to help staff. Dates and times will be confirmed prior to launch.

Appointment Conversion

Appointments are moved from the legacy system to Connect Care approximately 3 weeks before go-live.

  1. For Launch 8, electronic conversion happens the evening of Friday, April 12, 2024.
  2. The weekend of April 13 & 14, staff will verify that all appointments at ECHC for after May 4, 2024, have been transferred to Connect Care. Those that have not been transferred electronically are transferred manually.
  3. After all appointments are transferred, in eScheduler:
    • Select the appropriate site (ECHC) and date range (May 4 forward)
    • Select all the appts.
    • Click on the Cancellations icon (Cancellation reason = Clinic/Unit)
    • Click ‘OK’ at the bottom.
  4. Close the Clinibase encounters
    • Filter for ECHC only (this ensure that patients with an open encounter at RRDTC will remain open).

After conversion, between Apr 14 and May 2:

  • Appointments scheduled for Apr 15 to May 1 are booked in eScheduler.
  • Appointments scheduled for May 4 onwards are booked in Connect Care.

 

For a demonstration of appointment conversion, see this video.

 

Manual Clinical Conversion

It's helpful to pre-enter select clinical data on the patients you will be seeing in the first days after going live on Connect Care. In the 2 to 3 weeks before going live, we have added as many educators as we were able, to receive early access. For those who have it, it's recommended that you do the following for the first few patients booked. Please extract data from Soprano.

Note that some Connect Care instructions tell you to go to the Demographics section of the chart, and check the box "Chart abstracted". Do not do that. This feature is meant for data abstracted from SCM, but we are using Soprano as our source, and checking the box will lead to frustrations. 

  1. Open the patient chart using "Patient Lookup".
  2. Create an encounter. Use "abstract" as the encounter type.
  3. Document the following (takes ~15 to 25 minutes per patient once you're practiced):
    1. PCP (Primary Care Provider). Type Teams, into the search box in the storyboard. Do not hit enter. Select Care Teams when it shows you the options. On that screen that opens you will find a spot for PCP. 
    2. Active medications. (See this page for instructions on how to enter insulin.) If on a different dose of an agent-other-than-insulin at one meal compared to another meal (e.g. metformin, gliclazide, repaglinide), enter the medication in twice, or three times. Once for the breakfast dose; second time for the supper (or other) dose etc. 
    3. Allergies/Adverse reactions
    4. Active Problem List
    5. Targets (A1c, glucose) and if patient authorized clinic to view cloud-based information (e.g. LibreView) [Chart on the Problem List > Click on Problem > Overview. Add to the Comment box.]
    6. Other optional data on a case-by-case basis (each data element added takes ~4 additional minutes):
      1. Episodes of Care [Important for Diabetes in Pregnancy to add pregnancy episode]
      2. Pregnancy dating information for DIP patients
      3. Height, previous weights
  4. Add a brief note, e.g. "Data abstracted from Soprano." Accept the note.
  5. Sign Encounter.