Making Hospital Records for Upstate New York in the Go Local Online Input System

1. Making Hospital Records for Upstate New York in the Go Local Online Input System Presented by April Younglove Database Administrator, Upstate NY Go Local Project on 11/6/2009 at SUNY Upstate Medical University, Health Sciences Library

2. First, talk to your liaison

3. Next, look at the organization’s website

4. Questions to ask yourself • Who 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?

5. Make a list of possible services and locations • Birthing Center • Body Mind Center • Cardiac Rehab • Cardiology • Critical Care Services • Diabetes and Nutrition Therapy Center • Diagnostic Imaging • Emergency Care • Executive Physicals • Family Practices • Hospitalist Medicine Program • Thompson Health • F. F. Thompson Hospital • F.F. Thompson Foundation • F.F. Thompson Senior Communities • MM Ewing Continuing Care Center • Support Groups • Ferris Hills at Westlake • Clark Meadows • SAILS • Ontario County Advanced Life Support • FFHT Properties • Find a Doctor • Social Work • The Brighter Day

6. Look for relationships • Thompson 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 Practice • Hospitalist Medicine Program • F.F. Thompson Foundation • F.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.

7. Decide which records to make • Priority to make records for: • Thompson Health • F. 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 Doctor • Support Groups • Ontario County Advanced Life Support • Investigate: • Hawkes Emergency Department • Health Works Same Day Care Center • Diagnostic Imaging • Not 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 Practice • 3170 West Street , Thompson Medical Center in Farmington, Thompson Professional Office Building, and 3166 West Street.

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

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

10. Common problems • Not enough health term indexing, or too much indexing (try to think like a user) • Putting health provider terms on the wrong record • Forgetting about the basics (USPS format) • Leaving out the organization field

11. Now it’s your turn Questions? Contact April at ayounglove@rrlc.org