SNAPshot 3.90 User Manual - Australian Health Services Research
Contents
1. SNAPshot 3 90 User Manual V1 4 15 pcoch palliative care outcomes collaboration To create the first record enter 11 02 2013 into the Phase begin date field 13 02 2013 into the Phase end date field 2 Unstable into the PC Phase field 10 Phase changed to Stable into the Reason for phase end field Enter the RUG PCPSS Problem Severity Karnofsky and SAS assessments recorded on the form in the column under 11 02 The screen should look like SNAPshot 3 90 e Main Provider Unit STEX Facility STEX E ae 20000145 gt EE ae 08 04 1931 at Nere Sit S Click Save SNAPshot 3 90 User Manual Paican C Fida Episode identifier Pall Care Phase Details 27 En dA __ Phase begin date 11 02 2013 __ PhaselD __ Phase end date 13 02 2013 __ PC Phase __ Reason for phase end 2 Unstable 10 Phase changed to RUG Bed mobility __ RUG Toileting __ RUG Transfer __ RUG Eating __ PCPSS Pain __ PCPSS Other Symptoms Ire __ PCPSS Family Carer AKPS Kamofsky Score SAS Insomnia SAS Appetite problems SAS Nausea SAS Bowels SAS Breathing _ SASFatique P 585 Pain 3 Limited assistance 3 Limited assistance 3 Limited assistance 1 Independent or 3 severe 3 severe 2 moderate 0 absent 50 Requires considerable2. Figure 14 The SNAPshot Main Screen after resetting the Facility and Provider Unit SNAPshot 3 90 gt ze Provider Unit PU1001 Facility X245 Le Patient 20 MRN i ProvUnit 9 LE el bE Piso Provrit__ aa 45 Clarke Libby 06 01 1934 EA EB Eastern Health Service Kennedy Martha 05 11 1916 y 20001278 Belmont Rosemary 09 05 1904 20001777 Ingham Jane 22 07 1938 Chappell Chris 14 10 1930 Jensen Kate 30 04 1918 Aitchison Jane 02 09 1940 KellettJoan 11 03 1927 McCabeHelen 16 01 1917 Rossitor Deidre 25 01 1902 Shepard Geraldine 31 10 1912 Nugent Nora 29 12 1912 Knowles Kay 03 06 1928 67 f Episode 1 apie Members 3 08 01 200 Epi00s Gift GenTime Path E f a Ak Perry 012 Page 01 01 2012 Birchall 01 01 2012 McCabe 01 01 2012 Ford 01 01 2012 Armitage 01 01 2012 Glover 01 01 2012 T Asninall meni ani PatClARR EpICIARR DVAAss MDS DVARev MDS E E ay ery ry py pry ery ry i SNAPshot 3 90 User Manual V1 4 25 4 3 pcoch palliative care outcomes collabo SNAPshot is showing me a system date error how do l fix it Figure 15 shows an example of the SNAPshot system date error screen This error appears when a record being entered starts outside of the data collection defined in SNAPshot Figure 15 Example of SNAPshot System Date error screen Error in
3. anew PCOC record will be opened in the Edit View 3 Enter the following seven data items in the PCOC screen Referral source Referral date First contact date Date ready for care PCOC Diagnosis Preferred language PCOC Place of death only completed if episode end mode is death Once all information on the screen has been entered click Save SNAPshot 3 90 User Manual V1 4 18 outcomes collaboration pcoch the SNAPshot PCOC screen IOn IN Figure 8 Example of completed PCOC informat a Paplacid aea yoddns ou augje saag LU USWA Ul yun Sul aouapisal eA L payeuBbisap ang payiwpe yyiiwaan L Iuongpouuo2Oe ren woy Damupal LL Payeubisap uou Damp YBIUaAg LL feyeysn y LOLL LI 137 8 Eufuo you nq pueys ENS sano j z ajeway z PEG LY LO 90 Sr LOO002 one LL sisdas 212 cloz LO LO cloz LO LO LUC L 6Z weaysyun aes aaneed Esou aygnd LL LLOZ Z N sied JOD Sp0ed e LOZ LO EO pasay dnog jaq ppy oe bes SLOZ ZL LE 666L LOZLO sso lt d ajep pua aposidg 0 Joud papiaosd yoddns nsn jo addy addy aposid9 yeys aposida jo apoyy ad aposida A 309d yuq jo Anunog apoa ISO ae SEI snouabipu Var yuq jo SEO Ou DioOe PIIpayy aea ioj Apear ajeg ayp uibaq aposid3 aep eum pu apos bien aep Eau Jaynuapl cc AeL LOOLNd HUN Jeplaoig Uwy EI UU Uz aegpua asda 1
4. Wo exit Patient 0 MRN Patient NI eee Facility 9 MRN____ PatName_ DOE SE BIS ECTS E pe pe inica gt EZET x245 Rehab GEM AROCDataset K AROCAmbulatory PallCare Save Can Add Delf Group Reset 21 12 2012 i PCOC _ Maint RUG MH AdultHoNOS AdultLSP gt AdultMHI __ Facility Location 1 Australia ChildMH ___ Altemate Facility Code x245 gt SnapClass Episode ID Prefi 1 Episode 0 PrivRehab ___ Episode rel BegDate CT ET EpisiD Endl leen Default Case Type 2 Rehabilitation Default Episode Type 4 Community patient aranean __ Default Care Model 1 Direct care Members Fos ___ Default Mental Health Service 2 Psychogeriatric 4 gt staftoos ___ Default Assessment Type 1 Medical with diagnostic pathology and or imaging GenTime Default HACC Eligible Staff 20 StaffCode Path Default Service delivery setting Statt StaffName Staffib StDa Imag ___ Default Funding source 1701 Drug __ Default AN Snap version 2 AN Snap 2 mam Equip __ Default Assessment Only mam AdminStatus ___ Default Provider Type 01 01 HACCMDS mim ACAT AGSIMDS ACATMDS2 01 01 PatClARR 01 01 EpiCIARR 01 01 DVAAss MDS 01 01 DVARev MDS 01201 System 01201 ProvUnit Km gei HE Lockwood 1002 Peny 1003 Page 1004 Birchall 1005 McCabe 1006 Fond 1007 Amtage JI008 Glover 009 Aspinall pf 010 Ha
5. Default Assessment Type Default HACC Eligible Default Service delivery setting Default Funding source Default AN Snap version 2 AN Snap 2 Default Assessment Only 2 No Default Provider Type 5 Multidisciplinary On the SNAPshot screen you will need to enter information identifying your service facility In the Facility field enter the 4 character FacilityID code that PCOC has assigned your service Please contact PCOC if you do not know your FacilityID You also need to enter the name of the service in the Name field and the Location set this to 1 Australia A2 Default Values In addition to setting up the information identifying the facility default values can be set in the facility screen For example Case Type can be defaulted to Palliative Care 1 The following fields can also be defaulted Default Case Type set to 1 Palliative Care Default Episode Type set to 0 1 2 3 or 4 depending on your service Default Care Model this item is not required in PCOC however it is a mandatory item in SNAPshot hence the need to default Default AN Snap Version set to 2 AN Snap 2 Default Assessment only set to No this item is not required in PCOC however it is a mandatory item in SNAPshot hence the need to default SNAPshot 3 90 User Manual V1 4 27 pcoch palliative care outcomes colla Please note that for any patient
6. 5 5 6 6 8 8 2 2 0 0 8 8 V1 4 16 pcoch palliative care ollaboration To create the second record Click Add and then enter 13 02 2013 into the Phase begin date field 14 02 2013 into the Phase end date field 1 Stable into the PC Phase field 70 Discharged into the Reason for phase end field As before enter the RUG PCPSS Problem Severity Karnofsky and SAS assessments recorded on the form in the column under 13 02 As the patient has been discharged on 14 02 we also need to enter the scores recorded under 14 02 We enter these scores in the End column The screen should look like SNAPshot 3 90 e Main Provider Unit STEX Facility STEX SEE Za 1 E P yh 20000145 gt 1170272013 5 egen i E 20000146 Doe Jane 08 04 1931 Seve Cen sl Da Gran Rexel UATE E FEI 3 i im Pall Care Phase Details __ Episode identifier 27 __ Phase begin date 13 02 2013 Sam StaffCode __ Phase end date 14 02 2013 Start _ StaffName Staib StDa PC Phase 1 Stable Reason for phase end 70 Discharge Case __ RUG Bed mobility 3 Limited assistance 3 Limited assistance _ RUG Toileting 3 Limited assistance 3 Limited assistance _ RUG Transfer 3 Limited assistance 3 Limited assistance _ RUG Eating 1 Independent or 1 Independent or IPC Pain T mild T mild PCPSS Other Symptoms 1 mild 1 mild PCPSS P
7. ID 76 HACC Staff O0S Main Int g 8 77 HACC Staff 005 Minutes Consultant Agency 78 HACC Staff Client 005 AM am Int i 79 HACC Client Referral Source Z Case Manager 80 HACC Client Cessation Reason 81 HACC Client CarerResid AgeGro 09 UAC Diank tA nnne Cation In the Reports section scroll down and select 60 PCOC Extract and in the Selection criteria section enter your Facility ID next to Facility Click on the Generate Report button at the bottom click OK on the resulting screen and then click on Exit on the Snap Report screen To find the extracts you need to navigate to the SnapExtract folder on your C drive You will see three files in the format XXXXPatientDDMMYYYYHHMM txt XXXXEpisodeDDMMYYYYHHMM ixt XXXXPhaseDDMMYYYYHHMM txt DDMMYYYYHHMM will be the current date and time and XXXxX will be replaced by the Facility ID you entered previously SNAPshot 3 90 User Manual V1 4 22 Figure 11 Example of the SnapExtract folder SS SnapExtract File Edit View Favorites Tools Help Q sx z wi JO search 1 Folders Era Address IC C SnapExtract i Type File and Folder Tasks ab Text Document E X245Patient0301131106 txt Text Document Other Places y ES E x245Phase0301131106 txt Text Document Details y Date Modified 3 01 2013 11 06 AM 3 01 2013 11 06 AM 3 01 2013 11 06 AM These three files can now be emailed to PCOC at pcoc uow edu au and cc ed to yo
8. Patient when you make the selection a list will appear in the MultiList segment and the currently selected patient record will appear in the EditView 1 5 Entering new data into data fields Many fields such have a drop down list with a code for each item In these fields you can either type the code directly into the field or make a selection from the drop down list You can press Alt Down Arrow together to open the drop down menu for the data field that you are in Date formats are flexible for example 01 Jan 2013 can be entered as 1 1 13 but it will be displayed as 01 01 2013 Note that separator character such as slashes or spaces must be entered BE CAREFUL WHEN ENTERING DATES If only the day and month are entered SNAPshot will assume it is for the current year eg SNAPshot will convert an entry of 1 1 to 01 01 2013 This can cause errors when entering a patient s Date of Birth or entering information from the previous year SNAPshot 3 90 User Manual V1 4 4 pcoch 1 6 Editing existing data To edit an existing record in EditView simply click on the relevant field and enter data Before you can press the Save button to save changes you must move off the field you have just edited pressing the Enter key is fine otherwise you will receive an error prompt Mapped fields Many data items such as Mode of Episode Start are mapped or copied from one Data Set to another This minimises d
9. 05 11 1916 20001278 Belmont Rosemay 09 05 1904 20001777 Ingham Jane 22 07 1938 Chappell Chris Jensen Kate Aitchison Jane Kellett Joan McCabe Helen Rossitor Deidre Shepard Geraldin Nugent Nora Knowles Kay Owens Jane Gumey Elsie Reid Loma 0 OwensJackie 09313 Vickers Joie e Episode 1 BegDate CT ET EpisiD_ Engpate gt 01 01 2000 1 1 3 08401 2000 Staff 20 Steltoee 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01 01 2012 01701 2012 Dn Am oe gt Daly Lockwood Pery Page Birchall McCabe Ford Armitage Glover Aspinall Hampson Berg 4 SNAPshot 3 90 User Manual Patient Episode Clinical Rehab GEM AROCDataset AROCAmbulatory Pall are PCOC Maint RUG MH AdultHoNOS AdultLSP AdultMHI ChildMH SnapClass PrivRehab Staff WardTeam Members Epi00s Staff00S GenTime Path Imag Drug Equip AdminStatus HACCMDS ACAT AGSJMDS ACATMDS2 PatCl4RR EpiCIARR DVAAss MDS DVARev MDS System ProvUnit Facility Epi90D ay UserT able ImpDetail Import UserDet Man Provider Unit PU1001 Facility X245 SEE Facilit SS ee a aes nate ory ea St Luke s A x245 ESCH Can Add Dell Group Reset 18 12 2012 1 SSS ES Field Val
10. 5 ___ MRN PatName DOB Episode 20000745 Clarke Libby 06 01 1934 Clinical 20000326 Kennedy Martha 05 11 1916 Deet 20001278 Belmont Rosemar 09 05 1904 20001777 Ingham Jane 22 07 1938 20001784 Chappel Chis 14 10 1930 20002695 Jensen Kate 30 04 1918 Many RUG 20004229 AitchisonJane 02709 1940 MH 20004833 KellettJoan 11 03 1927 AdultHoNI 20005249 McCabeHelen 16 01 1917 AdulLSP 20005605 Rossitor Deidre 25 01 1902 AdultMHI __ Ward Team code gt Ee Chee erates ChildMH __ WardTeam Name PallCare Team 1 20006439 Nugent Nora 29 12 1912 SnapClass Cost Centre 20006489 KnowlesKay 03 06 1928 PrivRehab 20007462 OwensJane 15 04 1909 20007612 GumeyElsie 13 01 1926 KE 20008519 Bed Loma 1070941909 Members 20009200 Owens Jecke 24 01 1925 20009313 VickersJosie 15 10 1902 20009469 Kane Kate 19 10 1903 20009812 Armstrona Gilian 07 05 1940 Episode 1 BegDate JC ET EpisiD_ EndDate KIND 1 12 04 01 20 d SNAPshot 3 90 User Manual V1 4 29 pcoch Appendix 2 SNAPshot Keyboard Shortcuts Arrow keys Move left right up or down Enter or Tab Save field changes if any and move to the next field to the right or down Shift Tab Save field changes if any and move to the previous field to the left or up Alt down arrow For coded fields open the drop down lis
11. Manual V1 4 12 pcoch palliative care outcomes collaboration To create the second record Click Add and then enter 07 01 2013 into the Phase begin date field 10 01 2013 into the Phase end date field 3 Deteriorating into the PC Phase field 40 Phase changed to Terminal into the Reason for phase end field Enter the RUG PCPSS Problem Severity Karnofsky and SAS assessments recorded on the form in the column under 07 01 The screen should look like SNAPshot 3 90 e Main Provider Unit STEX Facility STEX Palar 1 yoe Ee vn 2013 7 25 07 01 2013 10 01 2013 3 Deteriorating Stati StafiName_ ECO EE Reason for phase end 40 Phase changed to Terminal RUG Bed mobility 4 Other than 2 person physical __ RUG Toileting 4 Other than 2 person physical __ RUG Transfer 4 Other than 2 person physical __ RUG Eating 2 Limited assistance __ PCPSS Pain 2 moderate __ PCPSS Other Symptoms 2 moderate __ PCPSS Psychological Spiritual 1 mild __ PCPSS Family Carer 2 moderate AKPS Kamofsky Score 40 In bed more than 50 of the time SAS Insomnia 3 3 SAS Appetite problems 2 2 SAS Nausea DI SAS Bowels 2 2 SAS Breathing 0 0 IECH SASFatique 20 5 5 CAC Other curantern 1 Click Save SNAPshot 3 90 User Manual V1 4 13 pcoch pale bei eech aa To create the th
12. Patient Episode and PCOC screens highlight the PallCare entry from the white list in the middle of the screen and click on Add To create the first record enter 05 01 2013 into the Phase begin date field 07 01 2013 into the Phase end date field 1 Stable into the PC Phase field 30 Phase changed to Deteriorating into the Reason for phase end field Enter the RUG PCPSS Problem Severity Karnofsky and SAS assessments recorded on the form in the column under 05 01 The screen should look like SNAPshot 3 90 e Main Provider Unit STEX Facility STEX Palkan 0 PhsDate _ PhaselD Phase __ PhsEnd__ Los Save Con zl Da Sioe Rexel Erra E Pall Care Phase Details 25 05 01 2013 07 01 2013 1 Stable Tat Tiere eal Ee Reason for phase end 30 Phase changed to RUG Bed mobility 3 Limited assistance __ RUG Toileting 3 Limited assistance __ RUG Transfer 3 Limited assistance _ RUG Eating 1 Independent or __ PCPSS Pain 1 mild __ PCPSS Other Symptoms 1 mild __ PCPSS Psychological Spiritual D absent _ PCPSS Family Carer 1 mild AKPS Kamofsky Score 60 Req occasional assist SAS Insomnia 3 3 SAS Appetite problems 2 2 SAS Nausea DI SAS Bowels 2 2 SAS Breathing DI SASFatigue 313 p SAS Pain SAC Nihar curantern 1 Click Save SNAPshot 3 90 User
13. Suuaeddeys pu SEL aueruefu 22210002 POG L SO E0 eugeot voupg gazLoooz SIBLYLLYSO ug dauer gzeooooz SLOZ ZL LE 6661 10 10 soe lt d PBL 10 90 aqqrevera St onoz 4 Pugs s feel ee API goa enga How SLL EE Paplaoid aieo yoddns ou aude saarq L Sezx Aye LOOLNd HUN Joptapid V1 4 SNAPshot 3 90 User Manual pcoch palliative care outcomes collaboration 3 Generating the PCOC Extract To create the PCOC data extracts Press Shift F8 whilst positioned on any of the data lists in SNAPshot This will bring up the Snap Report window Figure 10 Example of the Snap Report window Snap Report Report DB c SnapShat RepDB mdb Compact Extract Folder fe SnapE xtract Reports Selection criteria 28 ACHS Rehab Med Clinical Indicat a Ee 51 VAP Data Extract Facility m CR mut E ANSNAB HEP Summary Extract From Sepn Datel D Si AROC Inpatient Extract To Sepn Date O id 58 AROC Ambulatory Extract S 59 HACC MDS Extract CaseType 60 PCOC Extract Epis Typ HealthFund HACC REPORTS Ir Hospital IT 71 HACC Main interven O0S mins Care Modet Provider No 72 HACC Age group sex minutes z ae 73 HACC Client Country of birth Postcode Resub Disk 74 HACC Client IndigStat Main Int s 75 HACC Client Benefit Status Ward T eam Data Coll
14. The Episode Admin Details Screen will now be displayed in the Edit View 2 Click on Add anew Episode Record will be opened in the Edit View 3 Enter the following five data items in the Episode Screen MANDATORY Episode begin date MANDATORY Case type MANDATORY Episode Type NOTE DO NOT USE CODE 5 MANDATORY Episode Start Mode Accommodation at episode start After the above data items have been entered Press Save and then complete relevant items in the PallCare and PCOC screens Services with multiple teams If your service has multiple teams you may need to select the team providing the patient care for this episode in the Ward Team field For information on setting up Teams see Appendix 1 SNAPshot 3 90 User Manual V1 4 8 outcomes collaboration pcoch the SNAPshot Episode screen InN tion informa de start ISO Figure 5 Example of PCOC ep aea joang Paploid aiea yoddns ou auoe saag L sauonyoed oppe adh apc aaas yeay EUS pua aposida ye papiaosd yoddng 7 abieyosip ysod uonepowwossy pua aposida jo apow aep pua aposidg Beyaposid3 aa jo japo uoIssIWpe 0 oud papiaosd yoddng lafe juawaa Ul yun Sul ausze AAU UOISSIWPE o oud uonepowwosse jensn jo addj uonepowwosae nen woy paypi LL IDufeu Jo pue ADojoujed aysoubep UM Jepa L oN z pag anoe uouzgns payeuD
15. field Episode BegDate Episode begin date BegDate must be between System Beg End dates 01 01 1999 to 31 12 2015 This error is easily fixed 1 Select System from the set list This will bring up the SNAPshot system settings screen Figure 16 2 Inthe system screen next to the Data collection end date field you should see a date that is earlier than today s date Set this date to a date in the future for example today s date in two years time 3 Press Enter to move out of the field and then click on Save You should now be able to enter records without being seeing this error message Figure 16 Example of the SNAPshot system screen SNAPshot 3 90 e _ MRN PatName Dos p 20000145 Clarke Libby 06 01 1934 20000326 Kennedy Martha 05 11 1916 Belmont Rosemary 09 05 1904 Ingham Jane 22 07 1938 20001784 Chappell Chris 14 10 1930 20002695 Jensen Kate 30 04 1918 20004229 Aitchison Jane 02 09 1940 20004833 Kellett Joan 11203 1927 20005249 McCabe Helen 16 01 1917 Rossitor Deidre 25 01 1902 20005629 Shepard Geraldine 31 10 1912 20006439 Nugent Nora 29 12 1912 20006489 Knowles Kay 03 06 1928 20007462 Owens Jane 15 04 1909 20007612 Gumey Elsie 13 01 1926 20008519 HedLoma 10 09 1909 OwensJackie 24 01 1925 200093
16. is displayed in the Edit View window Once selected it is possible to make changes or additions to that data set The set list contains many more data sets than required by PCOC More information about which data sets are relevant to PCOC can be found in Section 2 1 Multi List The Multi List contains various lists depending on the data set currently selected For example in the PallCare screen the multi list will show all previous phases entered for the patient selected in the patient list Edit View The Edit View is where information is added deleted edited or updated for the various data sets If the patient data set is selected from the set list then all of the fields for the patient data set are displayed in the edit view This allows changes to be made to this data set 1 3 2 Moving Around the Main Screen Point and click with the mouse to move to another field or another part of the screen Or use the following short cut keys Use the F6 key to move from one part of the Main Screen to another Use the Enter or Tab keys to move to the right or down to the next field Use the Shift Tab key to move to the left or up to the previous field See Appendix 1 for a complete list of short cut keys 1 3 3 Making changes or additions The Edit View The Edit View refer to 0 above is where information is added deleted with due care edited or updated for the various data sets SNAPshot
17. not in hospital the following additional data items are mandatory fields in SNAPshot and must also be entered Provider type Please select from the drop down list the most appropriate Provider type Sole practitioner Please select from the drop down list the most appropriate code for Sole practitioner A3 The Provider Unit screen The Provider Unit screen contains information to identify the provider unit Typically there is a unique provider unit associated with each medical record system In practice this means that for most facilities there will be one provider unit In this instance enter the same 4 character code in the Provider Unit field that you used for the FacilityID code that PCOC has assigned you You will also need to enter the name of the provider unit in the Name field Please note Some larger palliative care service providers may have multiple facilities or service providers with a shared medical record system In this instance there will be one Provider Unit common amongst numerous facilities Figure 18 Example of the SNAPshot ProvUnit screen SNAPshot 3 90 e Main Provider Unit PU1001 Facility X245 MH AdultHoNOS Clarke Libby 06 01 1934 AdultLSP Kennedy Martha 05 11 1916 AdultMHI Westem Health Service Belmont Rosemar 09 05 1904 ChildMH EE SnapClass Ss SES ll 0a fT F Jensen Kate 30 04 1918 GE aam itchisonJane 02709 1940 Members Kellett Joan 11703 1927 _ Epi00sS
18. 13 Vickers Josie 15 10 1902 20009489 Kane Kate 19 10 1903 20009812 Armstrong Gillian 07 05 1940 ier fe ead ae gt 01 01 2000 1 SNAPshot 3 90 User Manual Patient Episode Clinical Rehab GEM AROCDataset AROCAmbulatory Maint RUG MH AdultHoNOS AdultLSP AdultMHI ChildMH SnapClass PrivRehab Staff WardTeam Members Epi00s StaffOO0S GenTime Path AdminStatus HACCMDS DVAAss MDS DVARev MDS Main Provider Unit PU1001 Facility X245 01 01 1999 31 12 2013 __ Version___ SysBeq_ gt 3 Can Add Del Group Reset 02 01 2013 1 3 90 Gei Data collection begin date 01 01 1999 _ Data collection end date 31 12 2013 __ Maximum shift number 1 4 3 __ TimeLimit in minutes Background colour gray 99999999 N No Batch group start character 1 Batch group option 1 Format 1 no test values __ Administrator key 2561794869874 26 pcoch palliative care ollaboration Appendix 1 Initial setup of SNAPshot 3 90 If you have installed SNAPshot for the first time you will need to enter some information about your Facility Service Provider Units and Palliative Care Teams You can also set up default values to reduce the burden of data entry Al The Facility screen The Facility Screen contains information to identify the facility service It is set up once u
19. 3 13 i aposidg O OFBL SO 20 COB L OL EL ZOG LOLS GZEL LO Fe 606 160 01 ueg Buonswg ajy auey asof ssa yA aoe f suam ewoTpiay KE aye qbag zc zissoooz esreoooz eresoo0z oozeoo0z Lon OCL L als J fauny zigzo00z 606 Lk L auEr zua zarzo00z 826 L 90 E0 fey saymouy esrgoooz ZLE LAC LES ZLE LOLS LE ZOG Lz L0 SZ 16L L0 9L cB EDA LL Ploy uabnyy upe g pedayg apia IOISSOU uajaHaqgegoy ueof yaey eergoooz ezasoooz gossoooz 6rzgoo0z eesroooz OF6 LUC aue fuosiyay ezzroooz SLB L FO 0E ayeyuasuar gegzoooz DEE LOL FL suyyyeddey3 rez L000z DC LUC aue UUEUDU FOE L 50 60 ewasoywuoujag SLB LA LL50 RGL 10 90 BYE PY Apauusy ECKER 2 lo00z g zloooz gzeooo0z BIO ER lf __ aoa ened wu NHH lochuened w3 a3 2 06 JOUSdYNS 19 V1 4 SNAPshot 3 90 User Manual pcoch 2 6 Entering information for an episode that has ended closed episode Once a patient s episode of palliative care has ended the episode end information must be completed in the Episode screen To do this find the relevant episode record and complete Episode end date Mode of episode end Accommodation post discharge Accommodation at episode end Figure 8 shows an example of a closed episode in the SNAPshot episode screen SNAPshot 3 90 User Manual V1
20. 3 90 User Manual V1 4 3 pcoch Figure 2 Transaction buttons at the top of the Edit View screen Save Can Add Del Group Reset 04 08 2004 bh SC ate dA _ Patient identifier __ Provider unit Choose the data set that you want to make changes or additions to from the set list Click Add to create a new record in the data set Click Save to save a record that you have added or changed Before you can save a record you must move the cursor out of the field that you have changed by hitting the Enter or Tab key or by using the mouse to click in another field Click Cancel to cancel any changes that you have just made Click Delete if you want to delete a record from the data set A warning message will ask you if you are sure that you want to delete the record The Reset button is used to select a different Facility and Provider Unit it may also be necessary to re select the facility and provider unit after the database has been moved or restored The Group button is used to group the data into an appropriate SNAP class See Section 4 1 4 General Operations The SetList segment lists all of the data sets that you can edit When you click on a data set name such as Patient or PallCare the fields for the data set are displayed in the EditView segment For the purpose of PCOC data entry the 4 data sets used are Patient Episode PallCare and PCOC For some data sets such as
21. 4 20 outcomes collaboration pcoch 21 Figure 9 Example of completed information in the SNAPshot Episode screen yauonyoeid ajos ad pap agas yeay pua zoz Lov LO 4 aposida ye papiaosd yoddng KE De apu 5 ae Cb abeyia yuawanjas u yun Sul aouapisal AAU abieyssip sod uonepowwossy ee Ee Cl uonepowwosse jensn o Dofieu2eicl pua aposida jo apo z LOZ L0 S0 aep pua aposidg3 Bey pos d3 aes yag aea jo japo papiaoid aeayyoddns ou auoje Saal UOISSIWpe o soud papiaosd yoddns OF6L S0 Z0 Buonsur y Z186000Z Uafeita eene ul yun Sul aouapisal ayeAu4 UOlSsIUPe o soud uonepowwosae jensn jo adi E COB L OL 6L T aey auey ESFE000Z EE E ZOBL OL SL asosa eLesoooz IDufeut 107pue doud aysoubeip yim Jepa L ad juaussassy GZ6L lO pz areeraaun 00260007 Eu fuo guawssassy 606 1 60 01 ewoTpey lem E ESCH S26 LO EL aesung Zigzoooz pag aynde UoU gns pajeubisap uou Domp UD DQ ad aposida A 900d EE L PO SL auer suam zgpz000z Dun ajnae uousgns payeuBblsapjuaned payiwpe Dua ad aposid3 926 L 90 0 fey samouy erann eg aanetied L Geen ZIELCHEST eonun Era 2102 10 10 Seck e ZL61 01 upeegpedaug gzgsoooz Spex CZ ZOBL LO S2 apegossoy oer Eb L 10 90 yugsoaed ZIBL LO SL ep ag BRZSO00Z SEIL SE serine cand 226 L ED LL ueormabi eesroooz LOOLNd Pole OFGL 60 20 auepuosyory ERT BIBL PO OE aIeyuasuar segzoooz OFGLOL PL
22. McCabe Helen 16 01 1917 Statfoos Rossitor Deidre 25 01 1902 GenTime k 20005629 Shepard Geraldin 20006439 Nugent Nora 29 12 1912 Knowles Kay 03 06 1928 Owens Jane 15 04 1909 f 20007612 GumeyElsie 13 01 1926 AdminStatus 20008519 Reid Loma 1070971909 HACCMDS 20008200 OwensJackie 24 01 1925 EH 20009313 VickersJosie 15 10 1902 PatClARR 20009489 KaneKate 19 10 1903 20009812 Armstrong Gillian 07 05 1940 DVARev MDS System lserT able SNAPshot 3 90 User Manual V1 4 28 pcoch palliative care outcomes collaboration A4 The Ward Team screen If your service has more than one team for example a dedicated inpatient team and a separate consult team you may be required to record which team was responsible for providing care in the episode screen To set up a team 1 Highlight the Ward Team entry in the set list and click Add 2 Inthe Ward Team code field enter a 4 character identifier for the team 3 Inthe WardTeam Name field enter the name of the team to be associated with the 4 character code Please contact your PCOC Quality Improvement Facilitator if you have any questions regarding Teams at your service facility Figure 19 Example of the PCOC Ward Team screen SNAPshot 3 90 e Main Provider Unit PU1001 Facility X245 B File Go Patient 20 MRN Patient a WardTeam
23. acility screen cceccceceeeeeeeeeeeeeeeeeeecaaeeeeaaeeeeeeeseaeeesaeeeeaaeeeeeeesaas 27 Example of the SNAPshot ProvUnit screen ccceceeeeeeeeeeeee eee eeeeaeeeeaaeeeeeeeseaeeesaeeeeaeeeeeneeeaas 28 Example of the PCOC Ward Team screen ccccceceeeeeeeeceeeeeceeeeeceaeeeeaaeseeeeeseaeeesaeeeeaeeeeeneesaas 29 Searching for a patient record 31 SNAPshot 3 90 User Manual V1 4 iv pcoch palliative care outcomes colla laboration 1 Purpose of this guide This is a guide for staff using SNAPshot software to enter the Palliative Care Outcomes Collaboration PCOC Version 3 dataset 1 1 What is SNAPshot SNAPshot is a software program that allows palliative care services to collect the information required to participate in the PCOC reporting and quality improvement exercises SNAPshot was originally designed to collect SNAP Sub Acute and Non Acute Patient information It was not specifically designed to collect PCOC information with PCOC specific items being added over the years As a result information required for PCOC is entered into a number of different screens within SNAPshot To reduce the burden of data entry some fields can be defaulted to the most common code or response for your facility service see Appendix 1 for how to set up defaults 1 2 Logging on to SNAPshot To open SNAPshot 1 Double click on the SNAPshot shortcut on your desk top Shortcut to SNAPshot or 2 cli
24. ck Start gt All Programs gt SNAPshot When SNAPshot opens a pop up window will appear showing the location of the database SNAPshot is pointed to and gives a summary of episodes requiring a 90 day review The 90 day review is not relevant to PCOC Click OK to make the screen disappear Database C SnapShot SnapTest mdb Episodes gt 90 days 0 BegDate lt 19 09 2012 Next press Shift F7 A pop up will open asking you to enter the facility password to open the database The default password is admink SNAPshot 3 90 User Manual V1 4 1 1 3 The SNAPshot Main Screen palliative care outcomes collat pcoch The Main Screen is where information is recorded about a facility its staff its patient s personal information and their health status The Main Screen is divided into six parts Patient List Episode List Set List Multi List Edit View D n oN Staff List not used for PCOC An example of the SNAPshot Main Screen can be seen in Figure 1 below In the bar at the top of the Main Screen the active Provider Unit and Facility are shown Users should check that these are correct before starting to enter data Section 4 2 outlines the process to change reset the Provider Unit and Facility Figure 1 Example of the SNAPshot main screen Patient List Episode List SNAIF shot 3 90 e Patient 20 MF WM CY __ MAN PatName DOB J4 Clarke Libby 06 01 1934 __ Kennedy Martha
25. ck on Add a new Patient Record will be opened in the Edit View Enter the following 9 data items in the Patient screen MANDATORY UPI or MRN MANDATORY Family name used to derive the statistical linkage key MANDATORY Given name used to derive the statistical linkage key MANDATORY Date of birth used to derive the statistical linkage key Sex Australian state under usual address Australian postcode Indigenous status Country of birth Once all information on the screen has been entered click Save SNAPshot 3 90 User Manual V1 4 6 pcoch palliative care outcomes collaboration Figure 4 Example of completed PCOC information in the SNAPshot Patient screen SNAPshot 3 90 e Main Provider Unit PU1001 Facility X245 MB File Exit Patient 20 HRN JMDN PatName DOB p 20000145 20000326 20001278 20001777 20001784 Clarke Libby Kennedy Martha Belmont Rosemar Ingham Jane Chappell Chris 06 01 1934 05 11 1916 09 05 1904 22 07 1938 14 10 1930 20002695 Jensen Kate 30 04 1918 _ 20004229 Aitchison Jane 02 09 1940 _ 20004833 Kellett Joan 11703 1927 20005249 McCabe Helen 16 01 1917 __ 20005605 Rossitor Deidre 25 01 1902 20005629 Shepard Geraldin 31 10 1912 _ 20006439 Nugent Nora 29 12 1912 20006489 Knowles Kay 03 06 1928 _ 20007462 Owens Ja
26. cursor to it If the patient list ordering is by Name then Name will appear in the caption bar If the patient list ordering is by MRN then MRN will appear in the caption bar Press the F7 key to reorder the list of patients by MRN or Name as preferred To search by Name order the patient list by name Type the family name the whole name or the first few letters The letters you type will appear immediately to the right of name in the caption bar Press the F7 key Choose from the Options Window in Figure 20 Figure 20 Searching for a patient record Options select button below x Current find text you Find first Name containing you Find next Name containing you Clear find text you Cancel operation Clear find text to enable sort order to be selected by pressing F Alternatively press Shift F7 at the same time SNAPshot will automatically search for the first record that matches your selection If the first record found is not the required one press F7 and choose the option Find next Name containing To search by MRN type the required MRN and follow the same procedure as for searching by Name SNAPshot 3 90 User Manual V1 4 31
27. e 1 Figure 2 Figure 3 Figure 4 Figure 5 Figure 6 Figure 7 Figure 8 Figure 9 Figure 10 Figure 11 Figure 12 Figure 13 Figure 14 Figure 15 Figure 16 Figure 17 Figure 18 Figure 19 Figure 20 Example of the SNAPShot main screen 2 Transaction buttons at the top of the Edit View Screen ccceceeeeeeeeeeeeeeeeeeeeeeeeeeetaeeeeeeeeetee 4 Screens in the Set List used to enter the PCOC daiaeet nsr nesrnesrnssrnssrnssrnssrns 6 Example of completed PCOC information in the SNAPshot Patient screen 7 Example of PCOC episode start information in the SNAPshot Episode screen 9 PCOC Clinical Assessment form Example 1 11 PCOC Clinical Assessment form Example 3 15 Example of completed PCOC information in the SNAPshot PCOC screen sssssssssensssenneneenenena 19 Example of completed information in the SNAPshot Episode screen 21 Example of the Snap Report window nt 22 Example of the SnapExtract folder ennan 23 Resetting the Fale Met ade ae EE ne Me 24 Resetting the Provider Unit 0 cceecceceeeeseeceeeeeeeeeeeeeeeeeeeeeeeseseeaaeseseeaaeeeseeaaeseseeaeseseeseneeseeseneees 25 The SNAPshot Main Screen after resetting the Facility and Provider Unnt 25 Example of SNAPshot System Date error screen ccceceeeeeeeeeeeeeaeeeeaaeeeeeeeseaeeeseaeeeeaeeeeeeeesaas 26 Example of the SNAPshot system screen cceccceceeeeeeeeeeeeeeeceeeeeceaeeseaaeeeeeeeseaeeesaeeeeaeeeeeneeeaas 26 Example of the SNAPshot F
28. il the data are free of errors the service determines that remaining errors cannot be fixed or the cut off date is reached After the closing date for the database PCOC undertakes a further data cleaning process before performing analysis and benchmarking and generating individualised reports for participating services PCOC is a collaboration between four centres each with a Chief Investigator and is divided into four zones for the purpose of engaging with palliative care service providers The four PCOC zones and their Chief Investigators are Central Zone Professor Kathy Eagar Australian Health Services Research Institute University of Wollongong NSW North Zone Professor Patsy Yates Institute of Health and Biomedical Innovation Queensland University of Technology Qld West Zone Assistant Professor Claire Johnson Cancer and Palliative Care Research and Evaluation Unit University of WA WA w South Zone Professor David Currow Department of Palliative and Supportive Services Flinders University SA The National office responsible for the PCOC National Longitudinal Database and routine reporting and analysis is located within the Australian Health Services Research Institute at the University of Wollongong For more information on PCOC visit www pcoc org au SNAPshot 3 90 User Manual V1 4 i Tips to avoid errors when using SNAPshot to enter PCOC data SNAPshot is a software program that has been adapted to all
29. inal A record with Phase 4 Terminal Starting on 10 01 2013 and ending on 11 01 2013 Phase End Reason 50 Death SNAPshot 3 90 User Manual V1 4 10 Figure 6 PCOC Clinical Assessment form Example 1 pcoch UPI 20000145 St Example s Surname Doe Palliative Care PCOC Y i D EE ten First name John Service DOB 06 01 1934 PCOC Assessment Instructions Assess on admission daily at phase change and at discharge 08 01 11 02 Year 2013 06 01 Time 12 01 Phase 1 5 RUG ADL total 4 18 Bed Mobility Toileting Transfers e Ww wj Ww Eating Total RUG Problem Severity Score 0 3 Clinician Rated Score Pain Other Symptoms Psychological Spiritual 1 FE 0 Family Carer Australian modified Karnofsky 10 100 Symptom Assessment Scale 0 10 Difficulty sleeping Appetite problems Nausea Breathing problems Fatigue Patient Raed Score Pain Patient pt Proxy pr pt pt pt pt pt Reason for Phase End 10 70 Staff Initials SNAPshot 3 90 User Manual V1 4 LNANSSASSV 900d g LOZ JOQUSBAON 11 pcoch palliative care outcomes collaboration Having already entered the necessary information into the
30. ion relating to the patient s clinical care are recorded in the PallCare screen Having added a new episode by following the steps outlined previously in section 2 3 1 Select the PallCare data set from the Set List The Pall Care Phase Details screen will now be displayed in the Edit View 2 Click on Add a new PallCare Phase Record will be opened in the Edit View 3 Enter the following 8 data items in the PallCare screen MANDATORY Phase begin date MANDATORY Phase Type RUG ADL scores at phase start Symptom Assessment Scores SAS at phase start Palliative Care Problem Severity scores PCPSS at phase start Australia Modified Karnofsky Performance Status AKPS score at phase start Phase end date Phase end reason This information is collected on the PCOC Assessment form The following two examples show you how to enter the collected data Figure 6 shows an example of the PCOC Assessment form Eight columns have been completed by the clinical team reflecting clinical assessments made each day from admission However to capture the information in these 8 columns in SNAPshot you will only need to create enter 3 records 1 A record with Phase 1 Stable Starting on 05 01 2013 and ending on 07 01 2012 Phase End Reason 30 Phase changed to Deteriorating A record with Phase 3 Deteriorating Starting on 07 01 2013 and ending on 10 01 2013 Phase End Reason 40 Phase changed to Term
31. ird and final record Click Add and enter 10 01 2013 into the Phase begin date field 11 01 2013 into the Phase end date field 4 Terminal into the PC Phase field 50 Death into the Reason for phase end field Enter the RUG PCPSS Problem Severity Karnofsky and SAS assessments recorded on the form in the column under 10 01 The screen should look like SNAPshot 3 90 e Main Provider Unit STEX Facility STEX Er Paican 2 ll vm 201 ap 07 01 4201 i 10 01 42013 25 10 01 42013 a ar a Ee ECH S 11 02203 4 Terminal Reason for phase end 50 Death RUG Bed mobility 5 Two person or more physical _ RUG Toileting 5 Two person or more physical RUG Transfer 5 Two person or more physical RUG Eating 3 Extensive assistance 1 mild i PCPSS Other Symptoms 2 moderate PCPSS Psychological Spiritual 1 mild PCPSS Family Carer 3 severe ___ AKPS Kamofsky Score 20 Totally bedfast needs ext nurs SAS Insomnia DI SAS Appetite problems 0 0 SAS Nausea 0 0 SAS Bowels 0 0 SAS Breathing 2 2 __ SASFatigue 0 0 i 2 2 Click Save This completes the data entry process for this PCOC Assessment form Figure 7 shows a second example of the PCOC Assessment form Four columns have been completed by the clinical team reflecting clinical assessments made each day f
32. isap uou Dauf Dua LL lun aynoe uousgns payeuBisap juayed payiwpe yyiiwaag L a17 SAnewed HK LO LO Grex ES L 10 90 Sp LOOOOZ LOD LC yeys aposida jo apoyy ad juaussassy oun juawssassy Jaynuapl aposidg ad aposida A JOJd ad aposid3 adi asea aep uibaq aposid3 Ayes ug paedl Jaquinu Dooai Eopal yun aplod ENT DEL sieg UIP aposidy d e1ozrto eo essy ancs Tea pp Jee Jones SLOZ ZL LE EL DEI SeZX AeL Lo0tnd HUN Pod uwy Jr E ae d aegpua aida 13 13 aeaea sd pos ORE L SO Z0 Vem Duomeuig zeen EDG LYOL EL aeyauey esteo ZOBLYOL GL asopsayaa CIE G26 L LO PZ aroe suamp pozeoooz 606 1 60 04 euoTpey EI 926 LZ LO EL asgssung Z19 000Z 606 LPO SL auepsuamg Z9rZ000Z SEL fey sajmouy Goran ZIEL LBZ SON wabny gergoooz ZIBL OL LE upean pedays gzgsoooz STELL app oesou on ZIGL LO SL YAIPH GeT9W erzsoooz ZE LEO LL ueopnaley eesroooz Dr6L 60 z0 auepuosyoarg gzzroooz B16 L PO DE ayeyuasuar gegzoooz DEGL OL pL suygeddeyg pezioooz DEBAT auepweysuj ZAIT POBLYSO 60 ugesot uoubg gazioa ILGLZLLZSO P4VeW Apauuay gzeooooz PEL 10 90 agga Srlooooz 4 TE Blumen GE HE aposidg w3 3s 2 06 I104SdYNS V1 4 SNAPshot 3 90 User Manual 2 4 pcoch What information to enter into the PallCare screen Informat
33. mpson cht Facility E 10 2 Cox 01 01 EpiS0D ay IT 1 01 3 Taylor 14 1 01 ny UserT able EES cn ef E I ImpDetail el Imoort Once the Facility has been reset the Facility wide data items will be visible SNAPshot 3 90 User Manual V1 4 24 pcoch palliative care outcomes collaboration Figure 13 Resetting the Provider Unit SNAPshot 3 90 e Main Provider Unit D213HS Facility X245 RS File Edit Patient 0 MRN Paiet S O o ProvUnit 9 Jup PatName DOE Erisode __ Provunit coed __ PU1001 Eastem Health Servic DEE Save Can Add Gel Group Reset 2171272012 fi Pal are PCOC Maint RUG MH AdultHoNOS D213 Health Service AdultLSP AdultMHI ChildMH SnapClass PrivRehab Staff WardT eam Members Epos StaffOO0s GenTime Staff 20 StaffCode Path Statt _ StaffName Staffib Sta maa gt 1000 Daly E 01 01 Drug Lockwood 2 SE Perry 3 01 01 Page 4 Jo IS aT g AGS MDS Birchall 5 01 01 ACATMDS2 McCabe 6 01 01 PatCl4RR Ford 7 01 01 EpiCIARR Armitage 8 01 01 DVAAss MDS Glover 9 01701 DVARev MDS Aspinall 10 01701 System ete ProvUnit Berg 12 01201 Facility Cox 13 01 01 Epis0D ay Taylor 14 01701 UserT able E E SC ImpDetail Import Once the Provider Unit has been reset the data sets under that Provider Unit will be visible Provider Unit
34. ne 1570471909 20007612 Gumeu Elie 13 01 1926 _ 20008519 Reid Loma 10709 1909 20009200 20009313 20009489 20009812 Owens Jackie Vickers Josie Kane Kate Armstrong Gillian 24 01 1925 15 10 1902 19 10 1903 07 05 1940 Episode _ __ BegDate__ CT ET EpisiD_ EndDate gt 0101 20001 5 3 SNAPshot 3 90 User Manual V1 4 EEx o A version SysBeg SysEnd_ p390 01701 1999 31 12 2015 Save Can ol Del Group Reset 10 JD O Value H __ Patient identifier Provider unit _ Medical record number _ Date of Birth Sumame Given names Sex Indigenous status Country of birth Country of Residence Medicare number DYA Number DYA card type Preferred language Interpreter required HACC statistical key Migrated 2 3 Variable Patient Details Referral date Source of referral Previous specialised Usual Address Address Address Suburb State 3 PU1001 200001 45 06 01 1934 Clarke Libby 2 Female 2 Torres Strait Islander b 1101 Australia 11001718 lakib060119342 16 Main St Westville 8 ACT 2611 Ve KR Cocks 2 3 Entering information into the Episode screen Information relating to the Patient s episode of care is entered here To add a new record 1 Select the Episode data set from the Set List
35. nto the PCOC screen 18 2 6 Entering information for an episode that has ended closed episode 20 3 GENERATING THE PCOC EXTRAGT vic iciccsccssscescceticebeceseatcceccicteads condencetuccdagaceqsaecteeeccegdcenseececveedecccezace 22 4 FREQUENTLY ASKED QUESTIONG 0 ccccsesseesseesseesseeeeeeeeeseeeeseeeeseeasenesseeeseeeseeeseeessesseessueeeeeeeensees 24 4 1 SNAPshot is asking me for a password what is it 24 4 2 My patients have all disappeared how do get them back 24 4 3 SNAPshot is showing me a system date error how do fix it 26 Appendix 1 Initial setup of SNAPshot 3 90 27 Al The Facility e EE 27 A2 Default Alger E Ee aapi eA ER AaS aE a E a 27 A3 The Provider Unit tee aeiia A ege a aa ra ada dated aaaea at 28 A4 The Weard TGam SCreen vest asec oraninin rari anane udetan a eu rar aaa dee Aaa RANA dE 29 Appendix2 SNAPshot Keyboard Shortcuts 30 Appendix 3 Searching for a Patient by Name or by MRN URN UPI 31 SNAPshot 3 90 User Manual V1 4 iii List of Figures Figur
36. ouble data entry Other data items such as the Episode Identifier are automatically generated by SNAPshot Mapped or automatically generated fields are coloured BLUE They are read only and cannot be changed SNAPshot 3 90 User Manual V1 4 pcoch 2 Entering PCOC patient information 2 1 The PCOC data entry screens Patient information for the PCOC dataset is mainly entered into SNAPshot in 4 screens selected from the Set List as highlighted in Figure 3 Figure 3 Screens in the Set List used to enter the PCOC data set Patient o Screens used for entering PCOC data Epitodeg Patient screen Clinical Episode screen Heheb tzl PCOC AROCO at PallCare Dal are PEOC Most screens contain more data fields than those Maint AU required by the PCOC V2 dataset Non PCOC dataset MH fields do not need to be completed for PCOC reporting AdultH of purposes Schuh A dulthH 2 2 Entering information into the Patient screen Before adding a new patient it is a good idea to check first to see if they are already in SNAPshot as this will avoid duplicate records Refer to Appendix 3 for how to search for a patient by MRN or Surname Information relating to the Patient unique identification and demographic information is entered here To add a new Patient record 1 Select the Patient data set from the Set List The Patient Details screen will now be displayed in the Edit View 2 Cli
37. ow PCOC data collection The following points will assist users to reduce errors in data collection In addition to the mandatory fields red enter data items included on the V3 PCOC forms Not all data items listed in SNAPshot are required for PCOC Assessment scores must be recorded when reason for phase end is discharge Scores are recorded in the PallCare screen in the End Column Use not assessed code if the patient was unable to be assessed at discharge For Episode Type do not use consultation service code 5 Enter Postcode in the Patient Screen under usual address Enter State in the Patient Screen under usual address e Enter Language in the PCOC Screen For assistance please contact us on 02 4221 5092 or pcoc uow edu au Acknowledgments Prepared by David Fildes Sam Allingham Sabina Clapham and Linda Foskett Australian Health Services Research Institute University of Wollongong January 2013 PCOC acknowledges the work carried out by Debra Hinton in her publication Hinton D 2005 Using SNAPshot V3 6 to collect Palliative Care Data Centre for Health Service Development University of Wollongong PCOC also acknowledges the AROC team in their publication AROC 2007 Using SNAPshot V3 80 to collect the AROC version 3 dataset Centre for Health Service Development University of Wollongong SNAPshot 3 90 User Manual V1 4 Table of Contents E PURPOSE OFTHIS GUIDE ninina eset a cece eects esta
38. pcoch palliative care outcomes collaboration SNAPshot 3 90 User Manual Australian Health Services Research Institute November 2013 Version 1 4 WwWww pcoc org au PCOC is funded under the National Palliative Care Program and is supported by the Australian Government Department of Health About the Palliative Care Outcomes Collaboration PCOC The Palliative Care Outcomes Collaboration PCOC is a national program that utilises standardised validated clinical assessment tools to benchmark and measure outcomes in palliative care Participation in PCOC is voluntary and enables palliative care service providers to improve practice Palliative care services participating in PCOC routinely collect data which is submitted to the PCOC National Office for the following two reporting periods Data is submitted to PCOC between e Jan 01 Feb 28 for the most recent Jul 01 Dec 31 period 1 Reporting Period e Jul 01 Aug 31 for the most recent Jan 01 Jun 30 period 2 Reporting Period Submitting data to PCOC can be an iterative process The first set of data extracts from a service are loaded into the data base for the purpose of data quality checking Services receive an error report and are given the opportunity to amend their data if required Once corrected the data are again extracted by the service and submitted to PCOC to undergo the same process This process of error checking may be required to happen multiple times unt
39. rom admission However to capture the information in these 4 columns in SNAPshot you will only need to create enter 2 records 1 A record with Phase 2 Unstable Starting on 11 02 2013 and ending on 13 02 2012 Phase End Reason 10 Phase changed to Stable 2 A record with Phase 1 Stable Starting on 13 02 2013 and ending on 14 02 2013 Phase End Reason 70 Discharge SNAPshot 3 90 User Manual V1 4 14 Poche Figure 7 PCOC Clinical Assessment form Example 2 UPI 20000146 St Example s Surname Doe pcoch Palliative Care palliative care m First name Jane Service outcomes collaboration DOB 08 04 1931 PCOC Assessment Instructions Assess on admission daily at phase change and at discharge Year 2013 Phase 1 5 RUG ADL total 4 18 Bed Mobility Toileting Transfers Eating Total RUG Problem Severity Score 0 3 Clinician Rated Score Pain LNANSSASSV 900d Other Symptoms Psychological Spiritual Family Carer Australian modified Karnofsky 10 100 Symptom Assessment Scale 0 10 Difficulty sleeping Appetite problems Nausea Bowel problems Breathing problems Patient Rated Score Z LOZ JOQUISAON Fatigue Pain Patient pt Proxy pr pt pt pt pt Reason for Phase End 10 70 Staff Initials
40. sually by the IT administrator at your site or the person installing SNAPshot Figure 17 Example of the SNAPshot Facility screen SNAPshot 3 90 e Main Provider Unit PU1001 Facility X245 MH AdultHoNOS AdultLSP AdultMHI ChildMH me Libby 06 01 1934 Kennedy Martha 05 11 1916 Belmont Rosemar 09 05 1904 SnapClass Ingham Jane 22 07 1938 Padha Chappell Chris 14 10 1930 Staff Jensen Kate 30 04 1918 ffardTeam AitchisonJane 02 09 1940 f Members Kellett Joan 11 03 1927 McCabe Helen 16 01 1917 Rossitor Deidre 25 01 1902 29 Shepard Geraldin 31 10 1912 x245 St Luke s 1 Australia x245 Facility Location Alternate Facility Code 29 12 1912 Nugent Nora 20006489 Knowles Kay 03 06 1928 20007462 Owens Jane 15 04 1903 20007612 Gumey Elsie 13 01 1926 20008513 Reid Loma 10 09 1909 __ 20009200 Owens Jackie 24 01 1925 20009313 Vickers Josie 15 10 1902 20009489 Kane Kate 19 10 1903 20009812 Armstrong Gillian 07 05 1940 AdminStatus HACCMDS ACAT AGSIMDS ACATMDS2 PatClARR EpiCl4RR DVAAss MDS I lserT able Episode ID Prefix 1 Default Case Type 1 Palliative Care Default Episode Type 4 Community patient Default Care Model 1 Direct care Default Mental Health Service 3 Psychogeriatric
41. sychological Spiritual 0 absent D absent PCPSS Family Carer 1 mild 1 mild JAKPS Kamofsky Score 50 Requires considerable 50 Requires considerable SAS Insomnia D I D I Jas Appetite problems 5 5 4 4 SAS Nausea 20 3 3 SAS Bowels 101 101 SAS Breathing 0 0 DI __ SASFatigue 5 5 4 4 P SAS Pain 2 2 BS 5E a Notice that the clinical assessments have been completed in both the Begin and End columns Click Save This completes the data entry process for this PCOC Assessment form If the clinical assessments have not been recorded on the date of discharge discharge includes transfer to hospital in the community setting then enter the relevant Not assessed code in the End column SNAPshot 3 90 User Manual V1 4 17 pcoch 2 5 Entering information into the PCOC screen It is compulsory to create a PCOC dataset record before ending palliative care episodes SNAPshot will NOT allow you to end an episode of care in the Episode screen if the PCOC screen has not been completed The remaining data items in the Version 3 PCOC dataset are entered into the PCOC screen After adding a new Episode record together with subsequent PallCare data do the following 1 Select the PCOC data set from the Set List The PCOC Screen will now be displayed in the Edit View 2 Click on Add
42. t Ctrl A Add a new record Ctrl S Save the current changes Esc If the field in edit mode cancel field changes In record edit mode cancel record changes If you are positioned in the EditView but are not currently editing pressing the Esc key will move the cursor to the Date field and you can move forward to the Shift field by pressing the Tab key or back to the control buttons using Shift Tab Pressing the Tab key on the Shift field will move you to the EditView If you press the Esc key on the Date field you will jump to the SetList and you can move up and down the SetList without selecting a set by holding down the Shift key whilst you press the Up Down arrow keys Shift Up Down on SetList You can move up and down the SetList without selecting a set by holding down the Shift key whilst you press the Up Down arrow keys When you are positioned on the required set release the Shift key and the set will be selected F6 The F6 key will move you forwards from segment to segment Shift F6 will move backwards F7 F7 is the Process key and for certain segments data sets provides additional processing options SNAPshot 3 90 User Manual V1 4 laboratior 30 pcoch are outcomes collaboration Appendix 3 Searching for a Patient by Name or by MRN URN UPI You can search for a patient in the Patient list by surname or by Medical Record Number MRN Click in the Patient List or press the F6 key to move the
43. te Recta cert tetera nat tN tetany tect tae 1 1 1 What is SNAPshot nnn ence cence 1 1 2 Logging on to SNAPsh0ot EE 1 1 3 The SNAPshot Main Screen 2 1 3 1 Different parts of the Main Green 3 1 3 2 Moving Around the Main Gcreen senn nt 3 1 3 3 Making Changes or Additions AA 3 1 4 General Operations 4 1 5 Entering new data into data fields 4 1 6 Editing existing data 5 2 ENTERING PCOC PATIENT INFORMATION ccesscessseeseseresenessneeseeseeeseeessnessaeesaeeneseeesnenssenaeseaeanes 6 2 1 The PCOC data entry screens 6 2 2 Entering information into the Patient screen 6 2 3 Entering information into the Episode screen 8 2 4 What information to enter into the PallCare screen 10 2 5 Entering information i
44. u PCOC Quality Improvement Facilitator note that the extract contains MRN and date of birth but does not include any other identifying data items These extracts will undergo a quality check and you will receive a PCOC Data Quality report identifying data entry errors and missing data Once these have been addressed in SNAPshot you can generate a new Set of extracts and re submit to PCOC by repeating the process described SNAPshot 3 90 User Manual V1 4 23 pcoch palliative care K 4 Frequently Asked Questions 4 1 SNAPshot is asking me for a password what is it The default password is admink 4 2 My patients have all disappeared how do I get them back If on opening up the main screen and logging on you do not see any data you will need to reset which Facility and Provider unit SNAPshot should be focusing on To do this simply highlight Facility in the Set List and then click on Reset this button can be found in the middle of the right hand window refer to Figure 12 now highlight ProvUnit in the set list and click Reset again refer to Figure 13 At this point your data should magically reappear see Figure 14 If you have more than one Facility or Provider Unit you will need to also select the appropriate Facility ProvUnit in the multi list top right hand window Figure 12 Resetting the Facility SNAPshot 3 90 e Main Provider Unit D213HS Facility X245 Eee
45. ue L gt Facility Facilit Kat Name St Luke s _ Facility Location 1 Australia ___ ltemate Facility Code x245 Episode ID Prefix 1 Default Case Type 2 Rehabilitation Default Episode Type 4 Community patient Default Care Model 1 Direct care Default Mental Health Service 3 Psychogeriatric __ Default Assessment Type 1 Medical with diagnostic pathology and or imaging Default HACC Eligible __ Default Service delivery setting Default Funding source Default AN Snap version 2 AN Snap 2 Default Assessment Only Default Provider Type Key V1 4 pcoch 1 3 1 Different parts of the Main Screen Patient List The Patient List displays the Name Date of Birth and Medical Record Number MRN of the patients that have been registered by your facility Episode List The Episode List shows each of the Episodes that have been opened for the patient selected in the Patient List The Episode List displays the date the episode commence BegDate the Case Type CT the Episode Type ET the Episode Identifier EpisID and the date the episode ended EndDate if applicable Staff List The Staff List is not used in PCOC Set List The Set List shows all the different data sets contained within SNAPshot The data set selected in the Set List
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