WaterlooWellington Regional Health Records

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Waterloo-Wellington Regional Health Records

• Tabitha Baulk C.C.H.R.A(c)
• St. Marys General Hospital
• May 6, 2005

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Where are we
Wellington County
Waterloo County
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Hospitals Waterloo County

• Grand River Hospital
• Kitchener-Waterloo
• Freeport
• St. Marys General Hospital
• Cambridge Memorial Hospital

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Hospitals Wellington County

• Guelph General Hospital
• St. Josephs Hospital
• Homewood
• Groves Memorial Community Hospital
• North Wellington Healthcare
• Palmerston
• Mount Forest

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History

• Met sporadically thru 1990s
• Including hospitals outside of region
• Increased meetings with the implementation of
  NACRS
• Regular meetings December 2002
• January 2004 began focusing meetings on Coding
  Standards

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Meeting Structure

• 3 meetings per year
• Informal meetings
• Minutes
• Dont have motions to approve
• No terms of Reference developed
• Havent reviewed name
• Each hospital rotates hosting
• Length of meeting is 3 ½ to 4 hours

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Responsibility of Chairperson

• E-Mailings
• Arranges meeting with host hospital
• Agenda
• Minutes
• Discussion Topics
• Gather topics from region
• Follow-up on Action Items
• Includes sending queries to CIHI
• Distributing responses

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Responsibility of Host Hospital

• Review of selected coding standards
• Arrangement of guest speakers
• Physician
• Other guests
• Supplying refreshments

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Format of Agenda

• Opening/update of coding/abstracting status
• Review of Coding Standard
• Presentation(s)
• Discussion Topics
• Coding Issues (format)
• Break-out sessions
• DAD issues
• NACRS issues
• ER
• DS
• Chemo/Dialysis

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Presentations

• Interventional Cardiologist
• Film from Cardiac Caths
• Orthopedic Surgeon
• Xrays
• Prosthetic devices
• Nurse Practitioner
• Women and Cardiac Health
• Nurse Manager
• Of Family and Child Health Program

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Format of Discussion Topics

• Scenario
• Coding Issue
• Survey
• Investigation
• Discussion

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What works

• All Directors/Managers are very supportive
• Smaller group everyone participates
• Usually attendance is 40-50 people
• Majority of coders from region attends
• Everyone knows each other
• In depth minutes
• Informative presentations
• Physicians using PowerPoint
• Smaller hospitals working with Larger hospitals

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Example of working together

• SMGH Cardiac Centre
• When their patients sent to SMGH for Cardiac
  Cath, issues with lack of documentation
• SMGH arranged the Coordinator of the Cath Lab to
  present
• Coders explained their issues
• Form was revised to meet their needs

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Issues

• Breakout sessions for each type
• Larger hospitals have coders that code only one
  thing
• Smaller hospitals coders code everything

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Sharing of Info

• All coders in Wellington-Waterloo are able to
  attend
• Outside of Region
• Have open spots for up to 8 people
• Only maximum of 2 per hospital
• Are put on waiting list if attended previous
  meeting to ensure opportunities for other
  hospitals
• Willing to share Minutes

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Contact Info

• Tabitha Baulk
• St. Marys General Hospital
• [phone]
• tbaulk_at_smgh.ca