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SOP ON TRANSFERS in Data Management 20130321.doc

 

 

 

STANDARD OPERATING PROCEDURES FOR TRANSFERS AT DMC

 

 

  1. TRANSFERS

Patient transfers are necessitated by movement from one clinic to other for diverse reasons such as”-

  1. When a patient relocates to a clinic closer to her vicinity
  2. When AMPATH opens a new clinic nearer the patient
  3. When a patient relocated to another care provider outside Ampath’s catchment area.
  1. Transfers between Ampath Clinics

Transfers here are handled procedurally and with extreme care to avoid losing track of patient files in the process. DMC acts as a transit point for patient files in the transfer process.

Possible scenarios for transfer:-

  • A patient being seen at a CLINIC A requests to be transferred to another AMPATH clinic B for various reasons.

 

The clinical officer or nurse should indicate this request on the encounter form then the patients file/chart together with that encounter form should all be sent to DMC so that the transfer is done.

  • A patient appears at a clinic and says that they are AMPATH patients who have previously been attending another AMPATH clinic and no longer wish to be going there

 

If the patient actually wants to transfer, Please call DMC to confirm the patients’ details and indicate the previous identifier and the new identifier then Indicate boldly on the encounter form that the patient wants to transfer . Send the encounter form to DMC so that the transfer is done.

 

Empty files (patient charts) after the patients’ notes have been transferred to another site are not destroyed but kept for future reference. Identifiers of the transferred patient should not be re-issued just in case the patients transfer back.

 

  1. Transfers out of AMPATH

This is done whenever a patient decides to relocate to another facility outside Ampath’s Catchment area. This ensures that Outreach staff does not go looking for patients whom they may consider to be lost to follow-up (LTFP).

Should a patient willingly disclose the intention to move out of the program, the clinician or outreach worker should pass the information to the Data team for effective transfer out of Ampath in the system. This also helps the reporting team.

 

 

NB: Upon transfer to a non-Ampath clinic, a patient’s file should be clearly indicated as such and sent to Data for system update. Outreach staff should notify Data in case they encounter a situation whereby a LTFU patient is actually a transfer to another program.

 

 

 

 

 

 

 

4:  PROCEDURE FOR TransferS within AMPATH

1. From one Decentralized clinic to another Decentralized clinic e.g (Kitale to Chulaimbo) i.e patient seen at Kitale today

 

a)       Patient requests transfer to a new site.

b)       Clinician forwards the request to site data office by indicating on the encounter form and fills referral form.

c)        Form entered by DA at site.

d)       The DA at the site requests the patient file from records and sends it to DMC (AMPATH Centre).

e)       DMC receives and forwards the file to the new site

f)         The file is assigned  a new Identifier at the new site and it is forwarded to the data office at that site

g)       DA at that site responsible for transfer facilitates the process.

h)       The paper encounter forms are transferred to the new chart with the new ID

i)         The empty old or previous patient chart is sent to the old site through DMC.

j)         The DA responsible for transfers at DMC-AMPATH updates the transfer database and forwards the shell to the old site.

 

2. Transfer from a decentralized site to a Non-decentralized site e.g from (Kitale to Iten)

i.e patient seen at Kitale today

a)       Patient requests transfer to a new site.

b)       Clinician forwards the request to site data office by indicating on the encounter form and fills referral form.

c)        Form entered by DA at site.

d)       Site DA requests file from records personnel and forwards both the file and the form to DMC.

e)       Once received at DMC the DA responsible for file transfers requests the new identifier from the new site via the ‘request identifier form’ attached onto the file or if very urgent through phone calls

f)         On receiving both the file and the new identifier, the DA facilitates electronic transfer on the AMRS and updates the transfers logging system.

g)       A new folder is created with new identifier and all notes from the old file are transferred to the new folder

h)       The new file is sent to the new site and the empty old folder to the previous site.

 

3. Transfer from a Non- decentralized site to a decentralized site e.g from (Iten to Kitale)

Patient seen at Iten

a)       Patient requests transfer to the new site.

b)       Request is forwarded by the clinician indicating on the encounter form and filling a referral form.

c)        Records personnel send both the file and the form to DMC AMPATH

d)       DA enters encounter form details to AMRS and forwards the file to DA responsible for transfers.

e)       DA responsible for file transfers forwards the file to the new site requesting new Identifier.

f)         The file is assigned a new ID at the new site and forwarded to data office.

g)       DA at that site facilitates both electronic and physical transfer and sends the old /empty folder to the old site through DMC. While dispatching the new file to records office at the site.

h)       On receiving the empty chart, the DA updates the transfers logging system and forwards to the respective site.

 

 

 

 

 

 

 

4. Transfer from a Non- decentralized site to another Non decentralized site e.g from (Iten to Tambach)

Patient seen at Iten today

a)       Patient requests transfer to the new site.

b)       Clinician forwards the request to records office by indicating on the encounter form and fills referral form.

c)        Both the file and the form taken to DMC.

d)       DA enters encounter form details to AMRS and forwards the file to DA responsible for transfers who requests a new identifier from the new site via the ‘request identifier form’ attached onto the file or if very urgent through phone calls

e)       On receiving both the file and the new identifier, the DA facilitates electronic transfer on the AMRS and updates the transfers logging system.

f)         A new folder is created with new identifier and all notes from the old file are transferred to the new folder

g)       The new file is sent to the new site and the empty old folder to the previous site.

 

5: TRANSFERS WITHIN THE AMPATH SITES THAT ARE CURRENTLY USING UNIVERSAL IDs (I.E MTRH, TURBO, MOSORIOT AND BURNT FOREST)

Incase a patient has a universal ID and is transferring to another clinic also using universal Ids the following process is generally applied:-

 

  1. Clinician forwards the request to records office by indicating on the encounter form and filling the referral form.
  2. The records personnel  forward the form and file to data office at the site
  3. The DA responsible for transfers will edit the location and preferred number as appropriate in the system (AMRS)
  4. DA at that site facilitates both electronic and physical transfer and sends the old /empty folder to the old site through DMC. While dispatching the new file to records office at the site.
  5. On receiving the empty chart, the DA updates the transfers logging system and forwards to the respective site.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

  6: ELECTRONIC TRANSFERS ON AMRS

On the demographics tab, go to add new identifier

 

  1. Enter the new identifier.
  2. Choose the correct Identifier type.
  3. Choose the Identifier location.
  4. Check the preferred choice.
  5. Choose the Health centre
  6. Save for changes to effect.

 

Note: If a patient does not formally indicate his/her desire to transfer; clinicians are required to give care by using the Identifier that they are currently using at the other AMPATH clinic.

 

 

 

 

 

 

 

 

 

 

 

Thank you,

 

 

 

 

Emmanuel Saina & Michael Ochieng

Data Assistant in charge of Transfers at AMPATH center-DMC

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