Provincial Hospital Resource System

1. Provincial Hospital Resource System How to update Resource Boards in the PHRS

2. The Provincial Hospital Resource System Contains acute and critical care service and resource information for all Ontario hospitals Enables hospitals to update and monitor their bed and resource information Provides CritiCall Ontario with resource information to assist in day-to-day case facilitation as well as during times of local, regional or provincial crisis/disaster when a co-ordinated response is necessary

3. Usernames and Passwords • Those responsible for updating the Resource Boards will require a username and password. • (please note: usernames and passwords for the former Provincial Bed Registry will not work for the PHRS) • Generic accounts are shared among multiple staff members using a permanent password. • Personal Accounts are assigned a temporary password. The user can control/change their password which is not shared. • If you do not have a PHRS username and password, please contact your Hospital’s PHRS Registration Manager

4. Logging into the PHRS (May 14, 2012) Type in the URL address:https://www.PHRS.criticall.org Log in using NEW username and password 1. Enter Username 2. Enter Password 3. Click Log In

5. Click on the CritiCall logo anytime to return to the home screen PHRS Home Screen Your Username will appear This is the PHRS “Home” screen Or you can select your LHIN from the list You can use your mouse to hover over the map to select your LHIN

6. Accessing the PHRS Resource Boards You will see the Resource Boards that you have access to Your hospital will appear with others in the LHIN Select the Resource Board you will be updating

7. Non-Critical Care Resources Your “Home” hospital will always display first Corporation Name Site Name Click on ‘Modify’ button to update the values

8. Updating the Resource Boards Update applicable fields using drop-down menu The number of Negative Pressure Beds that could be used if needed for a situation such as a Pandemic The number of ALC patients currently occupying beds can be tracked for trending purposes Click the Save button

9. Non-Critical Care Resources The Non-Critical Care Resources updated on this screen will now display on the applicable Critical Care Resource Boards Mouse over the updated numbers to see the Date and Time stamp of last update May 02,2012 10:29:05 EDT The Non-Critical Care resources are especially important during disaster or crisis situations when a coordinated response is required.

10. Medical Surgical Resource Board The Medical Surgical Resource Board will display all Hospitals in the LHIN with Critical Care Resources entered into CCIS The critical care beds, step down beds and patients awaiting discharge will be updated automatically via the CCIS link The reason for status change and On-Call physician will be manually updated Floor Bed numbers are automatically transferred from the Non-Critical Care Resource Board

11. Cardiac Resource Board The Cardiac Resource Board will display all Hospitals in the LHIN with Cardiac Resources The reason for status change and On-Call physician will be manually updated The critical care beds, step down beds and patients awaiting discharge will be updated automatically via the CCIS link

12. PCCU Resource Board The Hospitals with Pediatric Critical Care Resources are displayed When the occupancy status changes , the reason for status change is entered manually The critical care beds, step down beds and patients awaiting discharge will be updated automatically via the CCIS link

13. Neonatal Level 3 Resources Neonatal Level 3 Resources are viewed at the provincial level

14. Neonatal Level 2 Resources Neonatal Level 2 beds are viewed at the LHIN level on the Neonatal Level 2 Resource Board The Bed data labels for both Neonatal Level 3 and Neonatal Level 2 are the same. The only difference is in Level Of Care

15. Updating Neonatal Resource Boards Manually Updated Required if Occupancy Status is not ‘Open’ The number of RNs working is required if RN Workload is selected under ‘Factors Affecting Occupancy’ Required if Occupancy Status is not ‘Open’

16. Updating Neonatal Resource Boards Cont. Required if ‘Infection Issues’ is selected under ‘Factors Affecting Occupancy.’ Required if ‘Infection Issues’ is selected under ‘Factors Affecting Occupancy.’

17. Maternal Resources New for Level 2 and 3 Maternal Units Occupied beds must be manually updated

18. Emergency Department Resource Board New feature: Number of Ambulances in Offload Number of admitted ED patients awaiting beds

19. Usefulfor Telecommunications or Switchboard On-Call Registry Update depending on frequency of On-Call changes ‘Modify’ to select the physicians On-Call for specialty services

20. On-Call information Resource Board level Physician name and contact information can be viewed by anyone with access to the Resource Board Contact numbers can be viewed only by home hospital and CritiCall if the information is ‘locked’ by CritiCall CritiCall’s PHRS Help Desk will add new physicians and make changes to physician contact or specialty information

21. When to update PHRS Resource Boards • We recommend that the following Resource Boards be updated 4 times a day at 0800, 1200, 1600, 2400 (or as Unit Status changes occur) • Non Critical Care • Neonatal Level 2 • Neonatal Level 3 • Maternal • Remember, critical care resource information flows directly to the PHRS from CCIS

22. Logging out of the PHRS Select the Log Out icon from the secondary navigation menu After 30 seconds, user is presented Log In Screen

23. Viewing Date/Time & Definition information Hover over the Data Item to view date and time of last update Click on the field to view the system definition

24. For support • For IT/Technical Problem (e.g. accessing the Internet or the website) • Contact your Hospital IT Dept or Help Desk • For Training Questions • Contact your PHRS Training Team at PHRStraining@criticall.org • For Password Questions • Contact your PHRS Hospital Registration Manager

25. Thank you for your participation • The data entered into the PHRS by all Ontario hospitals can be helpful at the hospital level. • This information is also vitally important to CritiCall Ontario, particularly during times of local, regional or provincial disaster/crisis when resource management is challenged. • By keeping this resource information updated, hospitals are helping to ensure CritiCall Ontario has the information it needs to provide effective assistance during challenging situations .

26. Thank You For more information about the PHRS, please visit www.criticall.org or email PHRStraining@criticall.org