E Diary

Te Korowai - Whāriki Electronic Diary (E-Diary) Pilot

"Each patient, on every day should have at least one planned experience of a social, recreational, educational, therapeutic or rehabilitative kind."
- Prime Directive

Introduction

Te Korowai Whāriki currently includes over 100 beds and the clients occupying these beds go through a pre determined care plan.  During their stay the clients are cared for by care managers who plan activities and organize their routine. With a view to achieving a coordinated therapy and planned activities for clients, automating of the manual client through an "Electronic Diary" is proposed.  This user guide explains the steps and the process that are needed for a successful implementation

The pilot of the above will take place in Rangipapa and Tawhirimatea units under the guidance of a specially created project team. One of the initial tasks for the project team will be to establish the standards that will determine the set up phase of the E-Diary.

Two dedicated computer terminals will be installed in the units piloting the project and relevant staff will be trained in the use of these computers and the related E-Diary

This document in its draft form endeavours to promote discussion around the categories, process and terminology which will later determine the roll out to the rest of the site.

For ease of understanding the process is explained in two parts, 1) pre activity and 2) post activity. A Silent third being in the middle where the activity is carried out.

Profiles for each unit namely Rangipapa and Tawhirimatea will be established before the pilot.  The profiles will include their respective clients, This will enable the authorised care plan managers to view, edit, delete, etc the E-Diary

A. Pre Activity - the blank slate

The care plan can be determined in two ways. It can either be pre determined (between client and care manger) and entered into the E-Diary or it can be entered simultaneously while being planned. Either way once the care plan is finalized it must be entered into the E-Diary.

1. The care plans can either be entered individually or collectively once all the plans are completed
2. The E- Diary must be updated on the "main profile" which will all the clients' activities
3. The individual client's E - Diary is updated
4. Save and exit

Areas needing attention;

1. How are we going to use the labels or colours? Can the activities be categorised into areas such as experience of social, recreational, educational, therapeutic or rehabilitative nature.
2. How is the location field going to be used and can we agree on some conventions for the use of this display/ reporting field
3. Are we in a position to define what is in the E-Diary and what is not!
4. Do all the care plan managers have access to a computer?
5. What are the various internal facilities that are going to be part of the "resources required" pool. Eg Gym, Rumoko, Tangaroa, etc
6. Security levels
7. Other

B. Post Activity - the blank slate

Assuming the activity phases passes either by someone completing the said activity or missing it, the authorised staff will update the calendar for the said client.

1. The care plans need to be updated by ticking the most appropriate check box. Categories needs to be defined:
   a. "completed"
   b. "on leave"
   c. "refused"
   d. "in bed"
   e. "medical appointment"
   f. "unwell"
   g. "lack of staff"
   h. "unknown"
   i. "no prompt"
   j. "reprioritised"
   k. ???
   l. ???
   m. ???
   
   
2. The Notes tab can be used if needed
3. Other documents can be inserted for future reference
4. Print, email if needed

Areas needing attention;

1. Help desk during the pilot
2. Technical Issues
3. HIQ involvement
4. Implementation timeline
5. Staff training for the pilot