Variance Categories

Overview

The Variance Categories feature enables you to set up custom categories for variances and optimize their management within your hospital. With Variance Categories, you can create tailored categories that will be applied to variances during the review process. You'll be able to map these custom categories to four main parent categories, as well as designate a Closed state. Furthermore, you have the flexibility to choose whether your custom category should be included or excluded from the Variance Trends score, catering to your specific needs.

To get started, utilize the Manage tab, which enables you to set up your Custom Categories effortlessly.

 Your custom variance categories can be effectively mapped into one of the following four Parent Categories. 

• Documentation Timing Issue: This category encompasses situations such as late documentation, back charting, and delays in waste management. It helps you identify and address any timing-related challenges promptly. Example custom categories: back-charting, late waste, late return, and admin documented late.
• Incorrect Documentation: Here, we address instances of errors in documentation, including issues like wrong patient information, mischarted data, incorrect drug administration, or inaccurate amounts recorded. By monitoring this category, you can ensure precise and reliable documentation practices. Example custom categories: dispensed on wrong patient, charted on wrong patient, and admin amount incorrect.
• Missing Documentation: This category covers scenarios where crucial information is missing, such as undocumented waste, absence of administrative details, or missing returns. By proactively managing this category, you can minimize gaps in documentation and enhance overall data integrity. Example custom categories: missing admin, missing waste, and missing return.
• System Limitation: This category is dedicated to system-related limitations, such as ADC (Automated Dispensing Cabinets) or EMR (Electronic Medical Record) downtimes, as well as file issues. By monitoring this category, you can identify any technical hurdles and take appropriate measures to mitigate their impact. Example custom categories: patient-owned med, dispensed from a central pharmacy, or source system down.

Creating a New Variance Category

In order to create a new variance category, you must first select the Parent Category. In this example, a "Missing Waste" subcategory will be added to the Missing Documentation parent category.

Step-by-Step Instructions

1. Navigate to the Manage Tab and select "Variance Categories" in the left-hand menu. 

2. Locate the Missing Documentation parent category and select the "Add New Category" icon. 

3. Type "Missing Waste" in the Custom Category field. 

4. Select the Status field's dropdown menu and select "Closed-Reconciled".

Another significant advantage offered by the variance categories feature is the ability of managers to determine the close status associated with each category. This feature eliminates the need for auditors to make reconciled/not reconciled decisions while reviewing and closing variances on the Audit page. Instead, you can simply categorize the variance according to your hospital's diversion auditing policy. 

5. Check the "Variance Trends Score checkbox" under the Include in Metrics field. 

Selecting the checkbox tells the system it should include the variance data in the metrics that affect an event's Variance Trends score. 

6. Click the "Save" button and the page will refresh.  

7. Revisit the Missing Documentation section and review the new entry for the Missing Waste category.

You'll see an entry has been created that displays the category name, the creator's name, its creation date, the system visibility, and the assigned closing status. Under the VT Score column, you'll see either "Yes" or "No" depending on whether you chose to include this category in future metrics for Variance Trends. The Missing Waste category was created; however, it has been labeled as "Not Published". To finalize the category, you must publish it first. 

8. Scroll to the top of the page and select the "Publish Categories" button. In the pop-up window, select the "Publish" button.

9. Return to the Missing Documentation section and review the finalized category. 

Editing a Variance Category

Now let's edit the Missing Waste variance category that was just created. 

Step-by-Step Instructions:

1. Select the three dots to the right of the desired variance category and select "Edit". 

2. Update the information you want to change. 

3. Select the "Save" button to finalize any changes. Know that once the information is saved, the category will be updated and available immediately to all users. 

Deleting a Variance Category

To delete a category you've created select the ellipsis icon next to the category and select "Delete" in the dropdown menu. When you delete a variance category you will be prompted to select an existing variance category to recategorize all Event Summaries from the deleted category. Selecting the new Variance Category will determine the reconciliation status of all affected event summaries. If no new variance category is selected, then the Variance Category will be deleted and the reconciliation status of the affected event summaries remains the same. Please note that event summaries may be automatically re-opened during re-reconciliation. 

Filtering Reports by Variance Categories

When running Medication Intelligence Reports, you can utilize the "Variance Category" filter to include data associated with your custom variance categories.

 Selecting this filter will trigger a dropdown menu of the four Parent categories and their associated subcategories. Select the checkboxes to filter by one or more variance categories. After running or exporting a report, the filtered data will display under the "Variance Category" column.  

Filtering the Audit Table by Variance Categories

When reviewing the Audit Table, you can utilize the "Variance Categories" filter to audit event summaries based on their assigned variance category. Much like the filter located on the Run Reports page, selecting this filter will trigger a dropdown menu of the four Parent categories and their associated subcategories. 

Selecting a Variance Category Status in the Audit Table

Once your facility has published at least one custom variance category, you'll have the option to change an event summary's status to said category. Please read the instructions below to learn how to update an event summary's status from within an expanded patient card. 

Step-by-Step Instructions:

1. Select the "Audit" tab in the top navigation bar. 
2. Select "Review Audit" from the drop-down menu to navigate to the Audit Table. 
3. Utilize the search filters to locate an "Open" event summary. 
4. Expand the event summary card and select the "Open" status link.
5. Under the "Status" tab, select the drop-down menu and select the desired variance category. 

     6. After selecting the variance category, the right side of the pop-up window will include a summary of the status changes. 

     7. Click the "Save Changes" button to finalize the status change. 

Activate Variance Categories

To activate this feature for your hospital, please contact your hospital’s Account Manager and submit a written request. Only ControlCheck personnel have the authority to enable this feature. If you require assistance in identifying your Account Manager, do not hesitate to reach out to our dedicated support team and help@bluesight.com.

Additional Training Resources

Visit ControlCheck's Learning Library folder located within the Bluesight Community. For specific training on Variance Categories, we recommend you take the Manage Tab Part 1: Application Management eLearning course.