Patient
and Provider Tracking
Team
Leadership: Shane
Perry
Goals:
Develop a system to keep track of patients and dialysis providers
to ensure patient accessibility to needed medical services.
Develop a mechanism for patient identification and to facilitate
transport of medical information with the patient.
Accomplishments:
A standardized, basic medical record has been developed.
While this will initially be a paper system, work will continue
toward a web-based record. An on-line system to identify open
vs. closed status of facilities has been established with direct
facility data entry controlled by ESRD Networks. A process for
tracking patient movement among dialysis facilities has been
established, including a timeframe for facility reporting to
ESRD Networks.
Volunteer
for this team! If you are interested in becoming a
member of this Response Team, please read and sign the Patient/Provider
Tracking Team's Charter and either provide it to the Response
Team leadership or acknowledge that you understand the Team's
activities and your responsibilities as a volunteer. Next, join
the
Patient/Provider Tracking Response Team Listserv to get
notified of upcoming teleconferences and meetings and other
activities.
Team
Resources and Tools:
ESRD
Emergency Data Set (HD and PD): The purpose of
the ESRD Emergency Data set is to support continuity of care
and reduce fragmentation of care. The data set is comprised
of important health record elements identified by nephrology
professionals.
-
Providers should produce a paper copy of the data set in
any form from their databases annually for each patient
and at the start of the Hurricane season & immediately
in advance of a storm (if possible) for coastal areas.
-
In areas subject to unpredicted disasters the information
should be routinely produced twice a year. Patients should
be instructed to carry the data set with them in the event
of an evacuation.
Provider
Tracking
The purpose of provider tracking in a disaster situation
is to ensure that accurate information regarding availability
of dialysis is facilities is known publicly.
Using www.dialysisunits.com:
The www.dialysisunits.com website allows dialysis facilities,
patients, ESRD Networks, and the public easily and quickly locate
open and closed dialysis units. This tool will help ESRD Networks
in using www.dialysisunits.com. Special thanks to ESRD Network
14, the ESRD Network of Texas, for developing this easy training
tool.
Open
unit: Potable water and electricity from any source,
supplies and staff sufficient to provide dialysis- performing
dialysis. Anything is less than open as defined is classified
as “closed”.
Provider
responsibilities
-
Each unit should designate a disaster representative to
the ESRD Network and provide off facility contact information.
CMS should make accommodation in the Network Standardized
Information Management System (SIMS) system for this element.
- Each
Network in the affected area should notify providers of
contact information for the alternate Network should the
Network be inoperable. A central 1-800 type number should
be established and widely advertised to the community where
backup Network information will be posted when needed.
-
Each facility in the affected area should contact the Network
by telephone to provide a status update on a daily basis
until the unit is reopened; unless the unit will not reopen
for a prolonged period.
LDO
facilities should report on a regional basis to the
Network as directed or to CMS if available.
Patient
Tracking
-
No reporting of patient movement should be required until
the 5th post disaster day.
-
A Disaster
Patient Activity Report (DPAR) with file specs
should be created and utilized for this purpose to include
patient first and last name, SSN, HIC number, and date of
birth.
-
The DPAR should be submitted to the Network at Day 5 post
disaster and then twice weekly on Tuesday and Friday. It
is noted that some facilities operating in an affected area
may not have the capacity to report; i.e. phone line to
fax.
-
An Emergency Event should be created in SIMS to record these
events.
- Here
is an example memo that the ESRD Network would send to their
local providers requesting the DPAR information: Memo
Template Example.
Meeting
Minutes
