Provincial Hospital Resource System How to update Resource Boards in the PHRS

The Provincial Hospital Resource System Contains acute and critical care service and resource information for all Ontario hospitals Enables hospitals to update and monitor their bed and resource information Provides CritiCall Ontario with resource information to assist in day-to-day case facilitation as well as during times of local, regional or provincial crisis/disaster when a co-ordinated response is necessary

Usernames and Passwords Those responsible for updating the Resource Boards will require a username and password. (please note: usernames and passwords for the former Provincial Bed Registry will not work for the PHRS) Generic accounts are shared among multiple staff members using a permanent password. Personal Accounts are assigned a temporary password. The user can control/change their password which is not shared. If you do not have a PHRS username and password, please contact your Hospital’s PHRS Registration Manager

Logging into the PHRS (May 14, 2012) 1. Enter Username 2. Enter Password 3. Click Log In Type in the URL address: Log in using NEW username and password

PHRS Home Screen Your Username will appear You can use your mouse to hover over the map to select your LHIN Or you can select your LHIN from the list Click on the CritiCall logo anytime to return to the home screen This is the PHRS “Home” screen

Accessing the PHRS Resource Boards Your hospital will appear with others in the LHIN You will see the Resource Boards that you have access to Select the Resource Board you will be updating

Non-Critical Care Resources Your “Home” hospital will always display first Corporation Name Site Name Click on ‘Modify’ button to update the values

Updating the Resource Boards Update applicable fields using drop- down menu The number of Negative Pressure Beds that could be used if needed for a situation such as a Pandemic The number of ALC patients currently occupying beds can be tracked for trending purposes Click the Save button

Non-Critical Care Resources Mouse over the updated numbers to see the Date and Time stamp of last update May 02, :29:05 EDT The Non-Critical Care Resources updated on this screen will now display on the applicable Critical Care Resource Boards The Non-Critical Care resources are especially important during disaster or crisis situations when a coordinated response is required.

Medical Surgical Resource Board The Medical Surgical Resource Board will display all Hospitals in the LHIN with Critical Care Resources entered into CCIS The critical care beds, step down beds and patients awaiting discharge will be updated automatically via the CCIS link The reason for status change and On-Call physician will be manually updated The reason for status change and On-Call physician will be manually updated Floor Bed numbers are automatically transferred from the Non-Critical Care Resource Board

Cardiac Resource Board The Cardiac Resource Board will display all Hospitals in the LHIN with Cardiac Resources The critical care beds, step down beds and patients awaiting discharge will be updated automatically via the CCIS link The reason for status change and On-Call physician will be manually updated The reason for status change and On-Call physician will be manually updated

PCCU Resource Board The Hospitals with Pediatric Critical Care Resources are displayed The critical care beds, step down beds and patients awaiting discharge will be updated automatically via the CCIS link When the occupancy status changes, the reason for status change is entered manually

Neonatal Level 3 Resources Neonatal Level 3 Resources are viewed at the provincial level

Neonatal Level 2 Resources Neonatal Level 2 beds are viewed at the LHIN level on the Neonatal Level 2 Resource Board The Bed data labels for both Neonatal Level 3 and Neonatal Level 2 are the same. The only difference is in Level Of Care

Updating Neonatal Resource Boards Manually Updated 15 The number of RNs working is required if RN Workload is selected under ‘Factors Affecting Occupancy’ Required if Occupancy Status is not ‘Open’

Updating Neonatal Resource Boards Cont. 16 Required if ‘Infection Issues’ is selected under ‘Factors Affecting Occupancy.’

Maternal Resources New for Level 2 and 3 Maternal Units Occupied beds must be manually updated

Emergency Department Resource Board New feature: Number of Ambulances in Offload Number of admitted ED patients awaiting beds

On-Call Registry Useful for Telecommunications or Switchboard Update depending on frequency of On-Call changes ‘Modify’ to select the physicians On-Call for specialty services

On-Call information Resource Board level Physician name and contact information can be viewed by anyone with access to the Resource Board Contact numbers can be viewed only by home hospital and CritiCall if the information is ‘locked’ by CritiCall CritiCall’s PHRS Help Desk will add new physicians and make changes to physician contact or specialty information

When to update PHRS Resource Boards We recommend that the following Resource Boards be updated 4 times a day at 0800, 1200, 1600, 2400 (or as Unit Status changes occur)  Non Critical Care  Neonatal Level 2  Neonatal Level 3  Maternal Remember, critical care resource information flows directly to the PHRS from CCIS

Logging out of the PHRS Select the Log Out icon from the secondary navigation menu After 30 seconds, user is presented Log In Screen

Viewing Date/Time & Definition information 23 Hover over the Data Item to view date and time of last update Click on the field to view the system definition

For support For IT/Technical Problem (e.g. accessing the Internet or the website)  Contact your Hospital IT Dept or Help Desk For Training Questions  Contact your PHRS Training Team at For Password Questions  Contact your PHRS Hospital Registration Manager

Thank you for your participation The data entered into the PHRS by all Ontario hospitals can be helpful at the hospital level. This information is also vitally important to CritiCall Ontario, particularly during times of local, regional or provincial disaster/crisis when resource management is challenged. By keeping this resource information updated, hospitals are helping to ensure CritiCall Ontario has the information it needs to provide effective assistance during challenging situations.

Thank You For more information about the PHRS, please visit or