Healthy Parenting and Early Childhood Development Database

May 6, 2014

Replaces

• The HPECD Monthly Summary • Problematic records forms • Most reporting forms to Healthy Child

Manitoba (HCM) • Client-to-staff assignment and record location

tracking systems in community areas • Will not replace paper health records

Replaced by HPECD Database (Do Not Use and Do Not Telefax)

• Families First Discharge/Transfer Summary (except when transferring to another RHA)

• Families First Program Tracking Form • Families First Program Tracking II Form • Families First Home Visiting Monthly Summary • Families First Quarterly Activity Report • Families First Caseload Management Worksheet • Community Breastfeeding Data Collection Sheet (replaced with

Another Form) • Healthy Parenting and Early Childhood Development Monthly

Summary: Families First Screening & Healthy Parenting and Early Childhood Development Monthly Summary: Families First Parent Survey and Program (2-sided form)

• Problematic Records

Entered Into HPECD Database & Original Kept in Health Record

(Use But Do Not Telefax)

• Families First Screening Form • Families First Parent Survey Summary

Worksheet

Continue Using

• Families First Monthly Supervision Summary (Use and Telefax)

• Families First Safety Teleform (Use and Telefax) • Case Management Worksheet • MIS

Used for WRHA HPECD Clients Including:

• Expectant women and families • Infants discharged from hospital care • Families or women who have experienced a

birth • Families or guardians of newborns • Families or guardians of preschool children

Also Used For

• Families receiving services in the Winnipeg Region who have postpartum or infant referrals routed through Central Intake from – Other Manitoba RHAs – Other Provinces – Other Countries

• All Postpartum Referrals and Infant referrals for Winnipeg births that don't receive services in Winnipeg – minimum data input

PPH Staff Using Database

• Administrative staff – Community Area – Central Intake

• Families First Home Visitors • Public Health Nurses • Clinical Nurse Specialists • Outreach Workers • Team Managers • Epidemiology and Surveillance staff

Reports

• Management reports generated quarterly by Epidemiology Team and shared with Community Area teams

• Manitoba eHealth generates quarterly abstract for Healthy Child Manitoba (required by the Healthy Child Manitoba Act)

Implementation Time Lines

All dates are approximate • Early April, vendor delivers code to eHealth • Rapid testing and correction cycle • April Pilot of HCM data extract • May 19 – mid-Jun, Training • Pre-June – close cases based on clinical judgement • June 2-5 (possibly earlier)

– Back entry of cases anticipated to be open – Complete ‘Transition Summary Fax Form’

• June 9, full implementation

Completed

• Database developed by group of CA and centralized services staff

• Enhancements to original database • Functionality tested and corrected • Data entry process • User manual • Training scenarios • HPECD management and surveillance reports • Privacy Impact Assessment • Computer Skills Assessment

Needing Completion

• Training plan (registration) – Train admin staff in first two weeks after May 19 – Play site for people after training – Need to train business continuity plan separately

• Pilot data extract for Healthy Child Manitoba (Involves Central Intake staff)

• Desktops readied to use database • Programming of HPECD management reports • Final approval of the ‘go-live’ by the eHealth

Early Implementation Plan

• All users will need to verify they can log in within first days

• HPECD Database intranet page • Single call number for go-live but first use

– User Manual as a first resource – Go to peers as a second resource

• Will have a PPH weekend manager on call for the first two weekends

More Next Steps

• How are teams going to do away with tracking systems in your teams?

• Purchase 1 encrypted memory stick per team • Plan preparation for and doing back entry

– Close files not anticipated to be open June 9

• Consider training, back entry and ‘go live’ needs in planning time away from work

• Training - Admin (& Managers) in first 2 weeks

Front Line Staff Benefits • Track referrals through system • Find existing health records • Easily determine if case open or closed • Find client care providers • Manage own and team caseload • Avoid duplicate health records / service

based on pre-existing info • Client labels for paper records

WRHA System Benefits • Stop non-PHIA compliant tracking systems in

CAs and Central Intake • Assist in managing provider work • Assist in referral management • Generate funder-required reports • Improve program monitoring • Real time reporting • Support Baby Friendly data requirements • Support health equity initiatives • Improve reporting to community and partners

Front Line Staff Change • Provider enters into database • Fewer paper systems used to

transcribe info into database (decreased data loss and transcription errors)

Front Line Staff Challenge • Duplicate data entry - PP episode 2 mins - FF Screen 5.5 mins - Parent Survey scores 3 mins

QUESTIONS & CONCERNS