User Story Description:
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As a BA, I want to draft the CHEFS form Bed Inventory Data for the MHSU business area.
Business Rationale:
Priority: N/A
Dependencies:
MHSUA business area.
Current Workflow
MHSUA sends pre-populated templates to 6 health authorities with their respective HA facility info, and a separate one for BC Housing.
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.
HAs complete template with various data attributes from previous survey
Health authorities are expected to complete all attributes for a new record 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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Technical Details:
Technical Details:
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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
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
piece? If so, could display the table on a tab before the form?
Acceptance Criteria:
[List the Acceptance Criteria]
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| Conditionals must be implemented for the following use cases:
| 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:
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2 | All consequent forms should be pre-populated from previous (most recent) survey submission. |
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3 | Automated Email Notifications sent to list of submitters at defined intervals:
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Current Schedule:
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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. |
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Prototype/Mockups
Provide high fidelity prototype or mockup
Out of Scope:
Contact(s):
Table of Contents
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