Making Hospital Records for Upstate New York in the Go Local Online Input SystemPresented by April YoungloveDatabase Administrator, Upstate NY Go Local Project on 11/6/2009 at SUNY Upstate Medical University, Health Sciences Library

First, talk to your liaison

Next, look at the organization’s website

Questions to ask yourselfWho is the umbrella organization? What is it called? Are there multiple names?How is the organization split up on the website?Where is it physically located? How many locations does it have?Is there a physician directory?

Make a list of possible services and locationsBirthing CenterBody Mind CenterCardiac RehabCardiologyCritical Care ServicesDiabetes and Nutrition Therapy CenterDiagnostic ImagingEmergency CareExecutive PhysicalsFamily PracticesHospitalist Medicine Program Thompson HealthF. F. Thompson HospitalF.F. Thompson FoundationF.F. Thompson Senior CommunitiesMM Ewing Continuing Care CenterSupport GroupsFerris Hills at WestlakeClark MeadowsSAILSOntario County Advanced Life SupportFFHT PropertiesFind a DoctorSocial WorkThe Brighter Day

Look for relationshipsThompson Health runs the F. F. Thompson Hospital, a number of senior communities, and owns property it rents to medical practitioners.The Diabetes and Nutrition Therapy Center, Cardiology, Cardiac Rehab, and the Birthing Center are at F. F. Thompson Hospital.The Body Mind Center is part of the hospital, but is at a separate location.Critical Care Services = Hospital emergency department and Ontario County Advanced Life Support, the Hospital’s ambulance service.Diagnostic Imaging – unclear where services are offered, probably hospital?Emergency Care – Where is the HawkesEmergency Department ? Is it part of the hospital? Is the Health Works Same Day Care Center in the hospital or somewhere else?Breast Health Nurse and Executive Physicals are hospital programs.Family Practices – locations in Canandaigua, Honeoye, Lima, Shortsville, Victor – Rheumatology PracticeHospitalist Medicine Program F.F. Thompson FoundationF.F. Thompson Senior Communities include Ferris Hills at Westlake, Clark Meadows and the MM Ewing Continuing Care Center.Support Groups -- unclear about relationship to hospital, if any.SAILS – Program may be related to the senior communities, no apparent relationship to hospital.FFHT Properties – Thompson Health manages 3170 West Street , Thompson Medical Center in Farmington, Thompson Professional Office Building, and 3166 West Street.Find a Doctor – includes doctors from the hospital (as well as from physician groups and properties?) Social Work -- social workers are available to all Thompson Health patients, residents and their families.The Brighter Day – program is a part of the MM Ewing Care Center.

Decide which records to makePriority to make records for:Thompson HealthF. F. Thompson Hospital (include information in the description about Social Work, Emergency Department, The Diabetes and Nutrition Therapy Center, Cardiology, Cardiac Rehab, and the Birthing Center as well as the Breast Health Nurse and Executive Physicals Programs)The Body Mind Center Find a DoctorSupport GroupsOntario County Advanced Life SupportInvestigate: Hawkes Emergency Department Health Works Same Day Care CenterDiagnostic ImagingNot a priority to records for:F.F. Thompson Senior Communities include Ferris Hills at Westlake, Clark Meadows and the MM Ewing Continuing Care Center.SAILS, The Brighter Day Evaluate size of area and decide to include or not:Family Practices – locations in Canandaigua, Honeoye, Lima, Shortsville, Victor – Rheumatology Practice3170 West Street , Thompson Medical Center in Farmington, Thompson Professional Office Building, and 3166 West Street.

Don’t let old records surprise you! Always search before adding.

Remember, there is no one single way to make a record. This is just one strategy.

Common problemsNot enough health term indexing, or too much indexing (try to think like a user)Putting health provider terms on the wrong recordForgetting about the basics (USPS format)Leaving out the organization field

Now it’s your turnQuestions? Contact April at ayounglove@rrlc.org