Completing Ward List (Form A) &

determining eligible patients for PPS

PPS Data Collector TrainingApril 2012

Presentation 2

Content

• What wards will be surveyed?

• When should wards be surveyed?

• How to complete the Ward List (Form A)

• How to determine eligible patients?

WHAT WARDS WILL BE SURVEYED?

Included

• All acute wards• Patients in ED who have been admitted to the

hospital, who await transfer to a bed on the ward • Patients in ED who have been admitted to a ward

attached to ED for observation >24 hours• Patients admitted to acute hospital wards,

otherwise fit for discharge, awaiting transfer to a long-term care facility/nursing home

Excluded

• Day units/ward• ED – patients attending ED who are not admitted • Labour/delivery suite• Operating theatre• Outpatient department• Outpatient dialysis unit• Units within an acute hospital that are specifically designated

as residential care units or long-term care wards (i.e. inspected by HIQA against Standards for Residential Care)

• Any acute ward experiencing an infection outbreak on date of scheduled PPS

WHEN SHOULD WARDS BE SURVEYED?

When?

• PPS for your hospital must be completed on weekdays between Tuesday May 8th and Friday May 25th 2012

• PPS team leader plans hospital PPS schedule in advance of PPS

• PPS team work in pairs• Pair of data collectors should get two wards completed

per day• PPS for one ward must be completed in the same day

– E.g. all data for St. Mary’s ward collected on Wednesday May 8th

• Start your PPS schedule in ICU• Suggest that all data collectors go to ICU on the first

day • Take your time on the first day • Units where patients admitted for elective

procedures on Monday should preferably be surveyed midweek

• Surgical wards should be surveyed Tuesdays/Wednesdays/Thursdays if possible

• ED and acute medical admission wards should be surveyed last if possible

When?

• Collect the ward list ward staff • Enquire and note if any patients are showing

S/S of infection but not receiving antibiotics– If yes, these patients will need to be assessed

against the HAI definitions

• Print of a ward census or equivalent • Bring the theatre list for PPS day and previous

day – Will help to identify patients who may have

received surgical prophylaxis

On arrival to a ward

HOW TO COMPLETE THE WARD LIST (FORM A)

Space for 20 beds on Form A

Ward List (Form A)

• One Form A per ward (if more than 20 beds on ward complete additional forms and staple forms together)

• Form A completed by night shift nursing & midwifery staff at or before 8am on day of PPS for that ward

• Data collected on every patient present on the ward at or before 8am on the day of the survey

• Completed Ward List given to PPS team upon arrival on ward

• All Ward Lists to be retained locally by PPS team leader until final national PPS report published

Ward List (Form A)Maternity Ward

• In maternity wards, both mother and baby are listed as separate patients

• 15/5/12: Ward List completed at 6am– Maternity ward has 25 beds open – 24 mothers currently admitted– 26 babies currently admitted– Therefore, 50 patients recorded on three page

Ward List

This information should be completed in advance by the PPS team

prior to delivering the Ward List to each ward

2 number code only, no letters20, 21, 22 etc

To be completed by ward nurse or midwife

048

Post natal ward: 10 beds but 20 patients included in PPS

008 02

WHAT IS AN ELIGIBLE PATIENT?

Eligible patient

• Patient who is included in the PPS• Patient admitted to the ward at or before 8am on the

morning of the survey, with the exception of day patients• Neonate admitted to maternity or neonatal ward,

provided infant was present on the ward at or before 8am • Patient who is temporarily off the ward at the time the

PPS team arrive – day leave, rehab, theatre, radiology, endoscopy etc.– Bed remains available for that patient to return to

Ineligible patient

• Patient transferred into the ward after 8am on date of PPS

• Patient transferred out of the ward to another ward after 8am

• Patient discharged from the hospital after 8am

• Baby born after 8am on date of the PPS who is transferred to the ward later that day

• Each eligible patient must have a Patient Form (Form C) completed

Point Prevalence Survey - Ward List

COMPLETED BY WARD STAFF PART FOR ALL PATIENTS ON THE WARD COMPLETED BY PPS DATA TEAM

Bed

nu

mb

er

Patient name

M/F Years or Months

<2 DD/MM/YY + + + + + + + +

Pat

ien

t S

tud

y N

um

ber

Gen

der

Age

Dat

e of

ad

mis

sion

Sur

gery

si

nce

adm

issi

on

Sur

gery

in

last

24

hrs

Cen

tral

ve

nous

ca

thet

er

Per

iphe

ral

vasc

ular

ca

thet

er

Urin

ary

Cat

hete

r

Intu

batio

n

Pat

ient

on

antib

iotic

s

Eli

gib

le

pat

ien

t

1 Mary jane F 85 08/05/12 + + 2 John Doe M 65 01/05/12 3 Jane Doe F 45 10/04/12 + + 4 Patrick Smyth M 90 11/04/12 + 5 Clare Farrell F 52 05/05/12 + 6 Mary Ryan F 51 04/05/12 + 7 Sheila Regan F 82 01/05/12 + 8 Pauline O’Brien F 74 06/05/12 + + 9 Orla Byrne F 25 30/04/12 10 Karen Fitzpatrick F 36 24/04/12 11 Paul Kehoe M 42 05/04/12 12 Brian Higgins M 71 29/04/12 + +

13 Kevin Tuite M 65 26/04/12 14 Jack Donlon M 50 28/04/12 15 Jim O’Brien M 72 29/04/12 16 Tom Joyce M 71 28/04/12 17 Padraig Pearse M 93 07/05/12 18 Stephen Kelly M 45 08/05/12 + + + 19 Maurice O’Brien M 43 04/05/12 + 20 Seamus Conway M 86 30/04/12 +

Total

Note: If there are more than 20 beds on ward please continue on another Ward List – Completed Ward Lists to be retained by the Hospital Coordinator

Ward List - St. Mary’s ward: Completed at 7am 08/5/12PPS team arrive on ward at 1pm 08/5/12

Point Prevalence Survey - Ward List

COMPLETED BY WARD STAFF PART FOR ALL PATIENTS ON THE WARD COMPLETED BY PPS DATA TEAM

Bed

nu

mb

er

Patient name

M/F Years or Months

<2 DD/MM/YY + + + + + + + +

Pat

ien

t S

tud

y N

um

ber

Gen

der

Age

Dat

e of

ad

mis

sion

Sur

gery

si

nce

adm

issi

on

Sur

gery

in

last

24

hrs

Cen

tral

ve

nous

ca

thet

er

Per

iphe

ral

vasc

ular

ca

thet

er

Urin

ary

Cat

hete

r

Intu

batio

n

Pat

ient

on

antib

iotic

s

Eli

gib

le

pat

ien

t

1 Mary jane F 85 08/05/12 + + 2 John Doe M 65 01/05/12 3 Jane Doe F 45 10/04/12 + + 4 Patrick Smyth M 90 11/04/12 + 5 Clare Farrell F 52 05/05/12 + 6 Mary Ryan F 51 04/05/12 + 7 Sheila Regan F 82 01/05/12 + 8 Pauline O’Brien F 74 06/05/12 + + 9 Orla Byrne F 25 30/04/12 10 Karen Fitzpatrick F 36 24/04/12 11 Paul Kehoe M 42 05/04/12 12 Brian Higgins M 71 29/04/12 + +

13 Kevin Tuite M 65 26/04/12 14 Jack Donlon M 50 28/04/12 15 Jim O’Brien M 72 29/04/12 16 Tom Joyce M 71 28/04/12 17 Padraig Pearse M 93 07/05/12 18 Stephen Kelly M 45 08/05/12 + + + 19 Maurice O’Brien M 43 04/05/12 + 20 Seamus Conway M 86 30/04/12 +

Total

Note: If there are more than 20 beds on ward please continue on another Ward List – Completed Ward Lists to be retained by the Hospital Coordinator When PPS team arrive on St Mary’s at 1pm• Bed 2 has been transferred to St Patrick's ward: Not eligible• Bed 6 has been discharged: Not eligible• Bed 11 has gone out on day leave: Eligible • Bed 16 has gone to theatre: Eligible • 18 eligible patients on St Mary's ward: 18 patient forms (Form C) required

What is the ‘Patient study number’?

• Patient study number = Patient ID• Anonymous consecutive number of eligible patients

present on the ward and therefore enrolled in the study– Recorded as 01, 02, 03 etc

• Patient study number/patient ID (rather than the patient’s name) is recorded on ‘Patient Form’ (Form C) – This ensures that information can be cross

checked at a later date if necessary

Patient study number/patient ID must have two digitsNumbers one to nine = 01, 02, 03, 04 etc.

008 02

CASE STUDIES

Example 1• PPS team arrive on ward 1pm 08/05/12• Bed 1: Mary Jane: admitted to ward at 6am

08/05/2012: – Eligible or not? – Eligible – Study number: 01

√

Example 2• Ward staff inform PPS team that:

– John Doe (Bed 2) is discharged • Eligible • Not eligible

– Pauline O’Brien (Bed 8) was transferred to another ward at 10am

• Eligible• Not Eligible

– Brian Higgins (Bed 12) is in x-ray for a CT scan • Eligible • Not Eligible

• Remaining patients unchanged since 8am

√

√

√

Patient study number/patient ID must have two digitsNumbers one to nine = 01, 02, 03, 04 etc.

Eligible or not?

1. Admitted to ward at 7.45am on day of survey2. Admitted to ward at 8.01am on the day of survey3. Transferred to ward at 8.15am on the day of survey4. Admitted at 6am 1 day before survey, though remains in ED5. Discharged from ward 10 minutes before survey6. In for day case radiotherapy treatment every day for 1

month7. In care of the elderly/geriatric ward for 1 year, medically fit

for discharge and awaiting bed in nursing home

Next • Complete Patient Form C on all eligible

patients • When PPS completed on that ward, ensure

that each ward’s PPS documentation is retained separately to allow for cross checking later if necessary – Ward list – Patient Forms – Ward census

SUMMARY

Any Questions?

pps2012@hpsc.ie