| KCER:
KIDNEY COMMUNITY EMERGENCY RESPONSE COALITION
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.
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 acknowlege that you understand the Team's activities
and your responsibilities as a volunteer.
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
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