HL7 Immunization User Group Monthly Meeting November 14, 2019 - PowerPoint PPT Presentation

HL7 Immunization User Group Monthly Meeting November 14, 2019 2:00 PM ET

Agenda  Welcome  Poll: Which perspective do you primarily identify yourself with?  Updates  SISC Update  Presentations  Connecticut Onboarding: Starting All Over Again After A Migration  Bidirectional Onboarding: A Beginner’s Guide to Success

SISC Update Heather Patrick

Presentations

Presented by: Nancy Sharova, MPH, CTDPH Health Program Supervisor CT WiZ Alejandra Arias, CTDPH, IT Analyst CT WiZ Connecticut Department of Public Health Connecticut Department of Public Health Keeping Connecticut Healthy Keeping Connecticut Healthy

 Ground Zero  Discovery/Planning  Standard Operating Procedures  Communication  Registration Phase  Testing Phase  Production Approval  Managing the Queue  Monitoring  Challenges  Support

CT WiZ went live September 17, 2018!  Migrated: 873,111 patients and 14,400,475 records  Re-onboarding: ALL providers from scratch!  Replaced: ‘CIRTS’ with ‘WebIZ’  716: CT Vaccine Program (CVP) Clinics loaded Progress 11 months later… Phase 1 Goal by June 30, 2020 (20%)  123: Onboarding Queue (17%)  30: Testing Phase  9: Production  54: Usernames ordering CVP vaccines in CT WiZ

In November 2018, AIRA released the Onboarding Consensus-Based Recommendations guide to improve and standardize the onboarding process. CT DPH shares the following priorities:  Streamline onboarding activities  Apply support tools and technologies  Maximize limited staffing resources  Increase number of interfaces in production

Following the AIRA Onboarding Consensus Based Recommendations:

Assessed Each Onboarding Phase, Created Standard Documentation, and Posted step-by-step process on our Website:  1) VXU Reporting  2) Query/Response Assessed Implementation Needs:  Communication!  Establishing Expectations/Roles & Responsibilities  Managing Queue/Leveraging Onboarding Tools  Developing Data Quality  Training Materials and Help Desk on our website

 Document and detail each step of the onboarding process  Guide the training of onboarding staff and contractors  Ensure all staff can uniformly facilitate the entire onboarding process

Kick-off Call and Go-Live Call:  What to expect while onboarding  How to receive a passing grade  Support Resources  Next Steps After Go-Live Promotion/Recruitment:  Roles and Responsibilities  (before, during, after onboarding)  Webinars, Newsletters, Advisory Meetings, Website

 Getting Started – Transport and NIST  Onboarding Readiness Checklist  CT WiZ HL7 Application Form  Help Desk

Formalized Kick-off Call and Presentation  Defined Roles and Responsibilities of all stakeholders (Before, During and After Onboarding)  Legacy Data process

Formalized Go-Live Kick Off Call & Checklist  Roles and Responsibilities Review  Production Support Contacts

 Integrated ‘Traceability Spreadsheet’ and ‘Track-It’ application to manage statuses and phases: Registration, Testing and Implementation

 2-week probationary monitoring period in Production  Expectation for provider self-monitoring using CT WiZ reports  SOPs for Production and Data at Rest:  Interface performance (counts and errors)  Review of prioritized data quality elements

Legacy Loads  Load into QA environment after working hours  Run DQA report/Manual Clean-Up Vendors charging for interfaces  IIS following national standards for onboarding, promote benefits of IIS, option for manually reporting doses administered Vendors not prioritizing onboarding  Contact provider (the customer) with defined tracking process  Conducted EHR Survey (targeting rollout by Vendor)  Increase outreach/promotion/recruitment (statewide)

Training & Technical Support Quick Links: Training Materials Technical Support 27

Connecticut Department of Public Health Immunization Program Nancy.Sharova@ct.gov Health Program Supervisor Alejandra.Arias@ct.gov IT Analyst About CT WiZ Website: https://portal.ct.gov/DPH/Immunizations/ALL-ABOUT-CT-WiZ Quick Links Healthcare Provider Login Training Materials Technical Support EHR Data Exchange

Bidirectional Onboarding A Beginner’s Guide to Success 22

What is a Bidirectional Interface? Z42 RSPK11 VXU4 QBP11 Z22 Z34 Z44

Testing Plan Who should be involved? • Clinical? • Technical? • Office management? • Which IIS Staff? Think about systems • What triggers a query? • Is it a direct connection How do you create a plan? or are there multiple programs or systems involved?

Testing Plan • Discuss the onboarding process • Review known issues Kickoff Call • Provide list of test patients • Ensure provider connection works Pre-call Prep • Web conference with screen sharing • Query multiple test patients Testing Day 25

A break down of IIS Phase 2 and provider tasks that must be completed before the Testing Call High level goal required Phase 3 to achieve go-live

Communication -Define your common terms -Avoid colloquial terminology -Be succinct and clear 28

Known Issues Common • Inability of EHRs to accurately capture dose validity • No standard method of recording hyphenated names NOTES 6/10/19 Kick off call Testing call -Inability of done, will send test PTs scheduled for EHR to remove 06/30/19 Uncommon duplicate doses listed as UF 6/19/19 Site was unable to query • Inability of to detect and remove test server ^will follow-up duplicate doses marked as “UF” tomorrow Be on the lookout for unique issues! -Message Don’t forget to -Inability of mention  echoing Rare EHRs to -Internal EHR process communication invalid doses • Message echoing issues. • Inability of provider system to properly relay IIS RPSK11 29

Problems of the Future WARNING! Frustration Ahead - Who - How do you - The never originally match ending data created the patients loop. data? accurately?

QUESTIONS? John Robison, MSHI Interoperability Coordinator Philadelphia Department of Public Health John.Robison@phila.gov 215-685-6745 31

Next Meeting December 12, 2019 2:00 pm ET / 11:00 am PT

More Information • Web Links • Subscribe to immunization group http://www.hl7.org/participate/UserGroups.cfm?UserGroup=Immunization • Public User Group Wiki http://www.hl7.org/special/committees/iug/index.cfm • Private User Group Wiki http://iugwiki.hl7.org/ • HL7 Press Release http://www.hl7.org/documentcenter/public_temp_F760602A-1C23-BA17- 0C0D326E635471F9/pressreleases/HL7_PRESS_20140402.pdf • AIRA Press Release http://www.immregistries.org/events/2014/04/10/hl7-immunization-user-group

Contact Information If you have any questions or comments:  Kim Salisbury-Keith Kim.SalisburyKeith@health.ri.gov  Nathan Bunker nbunker@immregistries.org  Kevin Snow ksnow@envisiontechnology.com  Danny Wise Danny.Wise@allscripts.com Thank you!