CCCM 1. CitC Release Notes - Automated Referral to Community Care

Automated Referral to Community Care Release Notes + Change Impact Assessment

February 2022

Change: Automated Referral to Community Care Description

Change

Automated Referral to Community Care

Description of Change: This functionality will enable the auto-allocation of a patient (Case) to a Care Coordination Hub, when they test positive for COVID-19.

Specifically, where a patient tests positive for COVID-19, a Border Health Record (BHR) will be automatically created at the time of COVID Case creation in the National Contact Tracing Solution (NCTS).

Where a Case and BHR are created, a Care Coordination Hub will be automatically allocated based off the agreed allocation rules (see rules spreadsheet attached).

These rules will determine the allocation of a BHR using criteria such as NHI DHB, Prioritised Ethnicity and / or Postcode. If a case does not fit within the allocation rules it will be allocated to Whakarongorau Aotearoa.

Furthermore, the allocation of a Case to a Health Provider (General Practice Team) is based on the GP Practice that is linked to the Case’s NHI. The GP Practice is automatically populated on to the BHR ‘Room Number’ field in the NCTS and ‘Allocation’ field in CCCM. What does this mean?

• Where a Case and BHR are created, a Care Coordination Hub (Facility) will be automatically assigned based on the agreed allocation rules • NCTS users are no longer required to complete ‘Advance to Follow Up’ for a Case • BHRs are automatically assigned to a Health Provider (General Practice Team) - The GP Practice is automatically populated on to the BHR ‘Room Number’ field in the NCTS and ‘Allocation’ field in CCCM • NCTS Contact Tracing users can determine whether a clinical assessment has already been completed if the ‘BCMS Clinical Acuity Rating’ field has been populated

Impacts: Automated Referral to Community Care Impacted Users

Level of Impact

Description of Impact(s)

Mitigations

High

• • •

Continue to contact Cases as per current business rules No requirement to complete Advance to Follow Up for a Case Review CCCM (aka BCMS) Clinical Acuity Score of a Case to determine if a call has previously been made by a Health Provider.

• • •

Process updated Users briefed Training materials updated

High

• • •

Continue to contact Cases as per current business rules No requirement to complete Advance to Follow Up for a Case Review Acuity Score of a Case to determine if a call has previously been made by a Health Provider.

• • •

Process updated Users briefed Training materials updates

•

No requirement to complete Advance to Follow Up for a Case, unless your Hub has not defined its regional allocation rules with the MoH. BHRs are automatically assigned to Care Coordination Hubs based on the agreed Regional Allocation rules.

Where a person is isolation out of area, Hubs can check reports and re-allocated (once contact has been made by Contact Tracing or Health Provider)

• • •

Process updated Users briefed Training materials updated

• •

No requirement to complete Advance to Follow Up for a Case Cases who do not have an assigned DHB are automatically allocated to Whakarongorau (we expect low numbers)

• •

Process updated Users briefed

•

BHRs are automatically created and are available in CCCM from the point of case creation in the National Contact Tracing system.

The CCCM Allocation field will be automatically populated with the Medical Practice Name on the record (where a Hub has “assign GP practice” in rules). This can be used to filter records in the CCCM dashboard.

• •

Process updated Users briefed

NITC

PHU

Care Coordination Hub High

• •

Whakarongorau High Health Providers (e.g. General Practice Teams) High

•

Change: Automated Referral to Community Care Change

Detailed Description

Automated Referral to Community Care

1. This functionality will enable the auto-allocation of a patient (Case) to a Care Coordination Hub (Facility) when they test positive for COVID-19. Each DHB will have a set of Management plans (1 per Community Care Facility/Hub) that defines the auto allocation rules.

NCTS Note: The Auto Allocation rules can use the NHI details of: 1. Prioritised Ethnicity 2. Postcode In order to allocate to a Care Coordination Hub (Facility).

1

Change: Automated Referral to Community Care Change

Detailed Description

Automated Referral to Community Care

1. In NCTS - when the GP Assignment field is ticked (based on the Care Coordination Hub Management Plan) the NCTS Room Number field will be populated with the patients GP Practice Name (recorded against their NHI).

2. In CCCM the allocation will display the Hub short code and GP Practice Name. This can be used to filter records in the CCCM dashboard by Health Provider.

1

NCTS 1

1

CCCM

2

Change: Automated Referral to Community Care Change

Detailed Description

Manual Allocation to Hub for unenrolled patients

1. Each Care Coordination Hub will have a list view where they can re-allocate people that do not have a General Practice.

2. They can then re-allocate to the Hub they use for un-enrolled patients if required (ie part of Hub’s process) 1

1 Go to the Border Health Record list view and select the “HUB – BHR with no GP” list view for your Hub

2

2 Open the BHR and select the correct Facility that you want to re-assign the record to

NCTS

Change: Automated Referral to Community Care Change

Detailed Description

Automated Referral to Community Care

1. If a CCCM Clinical Acuity Score is recorded in CCCM, this will be visible on NCTS in the 'BCMS Clinical Acuity Rating' field, this indicates that contact has previously been made by a Health Provider from CCCM.

1

CCCM

NCTS 2