Work Flow Checklist (for Research Coordinator): Work Flow Checklist.docx
Before the patient arrives:
¨ Ask Annette (Annette.Cruz@nyumc.org) for monthly surgical Calendar (check regularly for updates on the calendar throughout the month). Update dates into SharePoint calendar.
¨ Download patient MDC from CEC filemaker/EPIC, anonymize the document, and upload to SharePoint.
¨ Create a summary of all patients for the month and email this along with patient MDC’s to Lucia (email@example.com)
¨ Determine whether or not patient is eligible to go for MEG session downtown (done with Lucia). If patient is eligible contact patient to schedule an appointment.
¨ Update upcoming iEEG document (google drive)
¨ Find out preadmission testing appointment. Email Diana Woods (Diana.Woods@nyumc.org) to obtain the date.
¨ Contact primary epileptologist to determine suitability of patients for iEEG studies (Lucia does this).
¨ Request cognitive assessment from NP (Kim Menzer: Kimberly.Menzer@nyumc.org) or primary epileptologist
¨ If patient is suitable and patient has not been consented at his/her MEG session, contact him/her, and set up a time to meet right before/after his/her PAT
Once patient is consented:
¨ Assign NY# to patient. Check the MRI spreadsheet to confirm there are no overlaps (always reserve a few numbers in advance by marking them as “IEEG numbers”)
¨ Update master excel sheet with patient information.
¨ Send Hugh patient information (name/age) for electrode reconstruction. Check with him that the images are of sufficient quality, if not request MRI from MRI research coordinator.
¨ Email Allan George (Allan.George@nyumc.org) with patient name, patient epileptologist, and patient contact information to schedule a research MRI for the patient.
Day of patient’s surgery:
¨ Contact Dan/Patricia with regards to setting up the second clinical (done by Lucia).
Day patient arrives on the unit (usually day after surgery):
¨ Confirm montage with Dan/Patricia and set up second clinical.
¨ Notify the EEG techs in the morning that you will be setting up a second clinical. Coordinate the hookup of the 1st clinical with the 2nd clinical. (Ask Dan/Patricia to ask techs to plug in electrodes into jackbox).
¨ Obtain patient montage and surgical sketch ppt from the Epilepsy drive on the Network Desktop.
¨ Anonymize all documents and send an email to Lucia, along with the patient’s summary.
¨ With Lucia’s confirmation send an email to collaborators ( iEEGUsers@cbi.nyu.edu). (If for some reason patient hasn’t been consented yet, wait to obtain patient consent before sending out email.)
¨ Make a task priority list with Lucia.
When setting up the second clinical:
¨ Make sure to bring isolator box. Plug second clinical, bed, and IV into the isolator box.
¨ Setup DC channels on clin1.
¨ Bring comp 2 and run the syncing program (presentation file) to sync both clinical systems.
While patient is on unit:
¨ Check Epic to see what happened the night before or talk to the nurse on the unit.
¨ Check on Patient in the morning and make a task plan for the day (email Lucia update on patient status and task plan for the day).
¨ Save dayflies (.e and .edf) daily and create a .txt file with log of date and time of file
¨ Prune task data (save .e and .edf file).
¨ Run anonymization script on .edf file.
¨ Send anoynimized .edf files to collaborators.
¨ Upload all task data, dayfiles, patient MDC, surgical sketch ppt, and montage to the UCSD server and Synology.
¨ Update patient log with any adverse events/seizure occurrence/tasks completed for the day.
When patient leaves:
¨ Anonymize final surgical sketch ppt and save into patient’s NY folder in the IEEG folder on the desktop and upload onto synology and UCSD server.
¨ Upload anonymized pathology report (from EPIC) onto synology and UCSD server.
¨ Upload anonymized Surgeon’s report for electrode implant/explant/resection (from EPIC) onto synology and UCSD server.
¨ Upload anonymized VEEG Monitoring report onto synology and ucsd server.
¨ Email Heather to reimburse patient for participating.