See Tracking Shell Overview for generic information on the application and links to other Tracking Shell help topics.
The Oncology Tracking shell is a customized application that has been built for infusion areas of some clinics. A Tracking Shell is similar to a white board and is usually used in higher patient volume areas.
Some areas will have an additional Greaseboard. The Greaseboard is used to display a modified view of the Tracking Shell on a wall monitor for quick, departmental viewing. It is an efficient way for staff to locate patients and info without logging into the computer.
The purpose of the Tracking Shell is to link health care professionals to vital patient and department information. Events can be added and removed to communicate patient status during their treatment with members of the multidisciplinary team.
The Oncology program has developed two customised tracking shells: 1) to support the workflows of the adult population. 2) to support the workflows of the Pediatric population.
1. Click on the Tracking Shell button after logging into PowerChart.
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NOTES: The computers in your respective clinical areas are configured to view the clinics specific tracking shell. The name of the tracking shell tab will vary depending on the location (e.g. LGH Chemotherapy Clinic, BCC VA Chemotherapy, BCH Onc/Hem/BMT). |
The Oncology Tracking Shell columns, display specific patient details and nurse related activities.
Each sites Oncology Tracking Shell has been customized to suit the needs of the department. Therefore, the information below are possible columns that may display in an adult Oncology Tracking Shell.
Location: This is where you can manually assign a patient to a location.
Modality: Patients who are receiving Radiation Therapy, Systemic Therapy (Chemotherapy) or both (Dual Modality) will have a flag set at the person level to indicate this.
Name: Patient demographics that are automatically populated within the chart.
Date of Birth: Patient demographics that are automatically populated within the chart.
Isolation: Clinical Patient Care Indicators automatically populated from documentation within CST Cerner.
Allergies: Clinical Patient Care Indicators automatically populated from documentation within CST Cerner.
Arrival Mode: This column will indicate how a patient arrives to hospital (i.e. Ambulance) and is set upon registration.
RN: Your initials or full name and the colour you selected will appear in this column upon check in.
To Note: can be added and removed to communicate patient status during their treatment
To Do: column populates with tasks, such as medications ready for administration, patient care and assessments. The icons only appear if the PowerPlan has been activated, not in Future status.
Comments: contains a free text option for informal communication.
Lab: Includes Internal and External lab results, imported from other systems, e.g. Fraser Health, when the patient has an encounter in CST Cerner.
The Lab column will display how many labs are ordered and completed.
If all labs are complete the 
icon will display.
If labs are still outstanding, there will be numbers in the lab column 2/0.The first number depicts the number of labs ordered and the second will show the number or labs completed. If you hover over the above you will get more detailed information of what labs are ordered and what status the lab is in.
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NOTE: The VGH BMT Daycare and VGH HemAph Unit Tracking Shell has a RN Review column. When a provider enters a new order in a patient’s chart, an Orders For Nurse Review
BMT nurses can monitor Tracking Shell for the notification throughout their shift for their assigned patients. The Orders For Nurse Review
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Location: This is where you can manually assign a patient to a location.
Other Services: This column will have icons that represent different services/health care professionals coming to see the patient during their visit.
Teams: A free text cell that the end user can manual enter team assignment numbers.
Name: Patient demographics that are automatically populated from the chart.
Allergies: Clinical Patient Care Indicators automatically populated from documentation within CST Cerner.
Date of Birth: Patient demographics that are automatically populated from the chart.
Isolation: Clinical Patient Care Indicators automatically populated from documentation within CST Cerner.
Chemo Actions: This column will have actions associated to the chemotherapy treatment.
RN: Your initials or full name and the colour you selected will appear in this column upon check in.
To Note: (Patient Care): Notes can be added and removed to communicate patient status during their treatment.
To Do: The To Do column auto-populates with tasks, such as medications ready for administration, patient care and assessments. The icons only appear if the PowerPlan has been activated, not in Future status.
Comments: contains a free text option for informal communication.
Lab: Includes Internal and External lab results, imported from other systems, e.g. Fraser Health, when the patient has an encounter in CST Cerner.
The Lab column will display how many labs are ordered and completed.
If all labs are complete the icon will display.
If labs are still outstanding, there will be numbers in the lab column 2/0.The first number depicts the number of labs ordered and the second will show the number or labs completed. If you hover over the above you will get more detailed information of what labs are ordered and what status the lab is in.
Encounter Type: automatically pulls in from the information entered at the time of scheduling for the patients appointment.
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NOTES: Patients are required to be checked in (done by unit clerk) from the Schappt book in order for the patient to appear on the Tracking Shell. VGH LB6 patients (for BMTD and HDAU) will appear on the associated prep shell as long as they have an active encounter in that location. |
When you arrive to work and are accessing Tracking Shell for the first time you need to check yourself in as a Provider.
To check yourself in as a Provider:
Click the Provider Check-in 
Icon.
The Provider Check-in window opens.
Select Nurse in Provider Role.
Type <your initials>in Display Name to appear in the tracking shell . You can also type your full name. (Refer to your HO policy for initials used.
Select your Default Relation (this will limit your need to establish a relationship when accessing your patients’ charts).
Select a colour to appear in the RN column. This is quick visual reference for you to identify your patients
Click OK to complete the process; you are now able to assign yourself patients.
You return to the Tracking Shell.
Note the provider icon in the toolbar has changed to the Provider Check-out 
icon signifying you are checked into the shell and are ready to assign patients to yourself.
Double-click in the cell in the RN column of the row of your patient.
The Assign/Unassign Provider window opens.
Click the down arrow 
in the Nurse field.
Select your name from the Nurse drop-down field.
Click OK.
The Assign/Unassign for window closes.
Your initials or full name and the colour you selected will appear in the RN column of your patient:
To assign the patient into a chair or bed:
Double-click the Location cell for your patient.
The Select a location for window will display.
Double-click on the room/chair that you are moving the patient to. The number of patients already in that location displays in parentheses.
You have now assigned the patient to a chair.
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NOTE: Once the patient’s treatment is completed they have left the Chemotherapy unit you can change the patient’s location to IV Check Out. |
The To Note column on the Tracking Shell contains events. Events are the time-stamped activities that occur during a patient’s visit. Events are used to communicate the status of activities for a patient.
Select the patient you would like to add a To Note on. When selected the name will appear highlighted in grey and a blue arrow 
appears to the far left of the row.
Note the selected Patient name appears in the Patient field.
Click on the Modify Event 
icon.
Click on Request Event.
Click on the event that you wish to add to the Tracking Shell for your patient. For this example, select Ready for Treatment.
The corresponding event icon(s) 
will now display in the To Note column.
The table below indicates a list of the possible event options with associated icons for the adult Oncology tracking shell. For a list the possible event option icons for the pediatric Oncology Tracking Shell please see Help Topic: BCH Onc Hem BMT Tracking Shell Icons.
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Icon |
Description |
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Icon |
Description |
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Blood Product Ordered |
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Provider Exam Needed |
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Clinical Trial/Study |
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Treatment in Progress |
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Interpreter Required |
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Treatment on Hold |
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Outpatient Rx Ready |
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Volunteer Needed |
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Outpatient Rx Reminder |
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Ready for Treatment |
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Porter Called |
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Meds Ready |
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Procedural Sedation |
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Isolation |
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Blood Arrive |
To Remove or change the status of a To Note event, click on the Row for your patient.
Click on the Modify Event 
icon.
Click on Complete Event.
Select the event that you want to complete. For this example, select Ready for Treatment.
The associated icon is removed from the To Note column for the patient.
The Comments column contains a free text option for informal communication. You can add comments by clicking into the comments box for your patient. See Add or Remove a Comment on a Tracking Shell. Add or Remove a Comment on a Tracking Shell.
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NOTE Any icons or comments added to the Tracking Shell will persist across appointments on the recurring encounter until you remove them. |
To Unassign patients and complete Provider Check-out, click on the Provider Check-Out icon.
The Provider Checkout window opens.
Click on the patients that you need to remove from your Assigned Patients List.
Select Remove Provider Assignment from the Reassign to Provider drop-down pane.
Click on Assign or Assign All as appropriate.
Click OK.
Fix Incorrect or Missed Tracking Location in Ambulatory Organizer for Checked-In Patients (Clerk)
Tracking Shell Overview
Oncology Provider
Nurse Practitioner
GPOs
GPs
Nurse - Oncology Ambulatory
Nurse - Oncology Pediatric
Nurse - Oncology
Nurse - Oncology w/Reg
Oncology Scheduling Clerk
Oncology Pharmacist
Tracking Shell
Oncology Tracking Shell
Modify Event
Complete Event
To Note
Provider Checkin / Check-Out
Assign / Unassign patients
Last Updated: March 22, 2023
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icon will display in the RN Review column.
button.
