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User Story Description:
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As a BA, I want to draft the CHEFS form Bed Inventory Data for the MHSUA business area.

Current Workflow :

  1. MHSUA sends pre-populated templates to 6 health authorities with their respective HA facility info, and a separate one for BC Housing.

    1. Snapshot dates = June 30, Sept 30, Dec 31, and Mar 31. Survey templates are posted to SP for end-users to access on the first business day of June, Sept, Dec and Mar. Submissions are due two weeks after Snapshot date.

  2. HAs complete template with various data spreadsheets attributes from previous survey

    • Health authorities are expected to complete all attributes for a new record Health authorities and are expected to update any attributes that have changed since the previous survey

    • If an HA were funding the same number of beds, of the same facility types, in the same facilities as their previous survey, they could simply rename the template file and submit. Though it is more likely that the occupancy attributes (numbers) for some of the facility types have likely changed.

    • If an HA opens a new facility sometime between the current survey ‘snapshot’ date (example: September 30, 2022) and the previous ‘snapshot’ date (example: June 30, 2022), they would create a new record (row) in the current survey (example: September 30, 2022). (There is not a process that is external from the template for reporting newly opened beds, of a given facility type, in a new or existing facility.)

      • This would include all of the fields, such as facility name, facility type, facility address, number of beds, etc.

      • More generally, even if a facility is not “a new facility”, if new beds of a different facility type than was reported for the previous period for that facility are opened, a new record is created for those beds. It is beds of different facility types, reported at the facility level, that are summarized in our reporting.

Business Rationale:

  • Purpose of this survey is to figure out how many beds within the HA are funded for each of the services/facility types offered, and which facilities these services are offered in.

  • Bed Info collected includes bed counts by facility, reported by each of the six HAs. The report also provides summaries of counts for each HA and provincial totals by facility type.

  • Surveys submitted quarterly. i.e. Survey date = June 30 and includes bed count from March 31 to June 30.

Dependencies:

[List potential dependencies with other User Stories or Tasks]

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Task or User Story

Type of Dependency

 

 

 

 

 

 

 

 

Technical Details:

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View file
nameRMS 2822 MHSU Bed Inventory (3 VCHA) for 2022-06-30 (template).xlsx

Welcome to Metaspace! | Healthideas Metaspace (gov.bc.ca)

B.C. Ministry of Health Geographies Portal (arcgis.com)

What we need to know/receive/check with the business:

  • a copy of the template that is sent to BC Housing in order to see which attributes differ from the HAs' template

  • Explore the form workflow from the user experience (UX) POV.

    • Does it make sense to organize it by tabs?

Attributes

  • Complexities around survey category, as facilities can sometimes belong to more than one category (i.e. The Royal Jubilee Hospital reports Acute Care Inpatient Treatment Beds for Adults, Acute Care Inpatient Treatment Beds for Geriatric patients, Acute Care Psychiatric Intensive Care Unit (PICU) beds,  and Acute Care Short-term Assessment Unit beds in the “Acute” category. It also reports secure rooms and quiet rooms in the “ED” category. It also reports Tertiary Inpatient (Geriatric) beds in the “Tertiary” category).

    • Will need to define the various combinations of forms

      • community + supported, community + acute, community + tertiary, community + ED, etc.

  • conditionals when surv_category = community and the following fields:

Facility Info

Submitting Body

  • Physical Location HA

  • Physical Location HSDA

  • Physical Location LHA

  • Physical Location CHSA

  • Facility Type

  • Facility Name

  • Site ID

  • Facility Address

  • City

  • Postal Code

  • Legal Owner

  • Type of Owner

  • Legal Operator

  • Type of Operator

  • CCALA Registered

  • CCALA Licensed

  • Residential Tenancy Act

  • Hospital Act Licenced

  • Minimum Age

  • Maximum Age

  • Facility Client Type

Beds Data

  • Number of Funded Beds/Units

    • Number of Available Beds/Units

    • Change Reason

    • Funding Initiative

Occupancy Info

Questions

  • Do we need to include the “criteria for identifying mental health bed/unit types” as part of (info) piece? If so, could display the table on a page tab before the form?

Acceptance Criteria:

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[List the Acceptance Criteria]

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Description

Notes

1

Conditionals must be implemented for the following use cases:

  • Though the facility info requested/captured is the same for all six HAs, the drop-down options for certain fields are specific to each respective HA.

  • Some fields are mandatory based on survey category

    • ie. If facility/site is in the Community category, field is mandatory. If not, then field remains optional.

If we don’t want to create a separate form for each HA, must add conditionals between fields.

ie. if Physical Location HA = 1 Interior; then

Physical Location HSDA = 11 East Kootenay; and options listed for Physical Location LHA will be:

  • 111 Fernie

  • 112 Cranbrook

  • 113 Kimberley

  • 114 Windermere

  • 115 Creston

  • 116 Golden

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All consequent forms should be pre-populated from previous (most recent) survey submission.

  • When the form becomes available to HAs for the upcoming quarter, the submitters should receive the form pre-populated from their previous submission.

  • If nothing has changed from HAs are funding the same numbers of beds, of the same facility types, in the same facilities as in the previous survey, the submitters could simply update the appropriate fields in the survey information tab and click submit.

3

Automated Email Notifications sent to list of submitters at defined intervals:

  • when the survey form available/ready for users to complete (on the first business day of each snapshot month: June, Sept, Dec and Mar).

  • 1 week before submission is due

  • 2 days before submission is due

  • day before submission is due

  • due date at 6am (question) (2 weeks after form is available for submitters)

  • Probably want to exclude the users that have already submitted from reminders list.

Current Schedule:

  1. Survey Template Posting Notification: Notice that survey templates are available on the SharePoint

  2. Mid-month Check-in: Inquiry to ensure the project is progressing smoothly for the health authority and no delays in survey submissions are anticipated

  3. ‘Snapshot’ Date Reminder: sent on the ‘Snapshot’ date, to ensure no delays in survey submissions are anticipated

  4. Submission Estimate Request: Request for estimated submission date if a date earlier than the due date is expected

  5. Error Report Notification(s): Email notification that survey submission has been processed and an error or bed change report has been uploaded to the SharePoint site

4

Adding a new facility: the ability for the user to create blank form with duplicate fields for a new facility that has been opened between the current and the previous snapshot date.

 

Prototype/Mockups

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Provide high fidelity prototype or mockup

Out of Scope:

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Contact(s):

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