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

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

Dec 16, 2022 39 likes •382 views

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

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HL7 Immunization User Group

Monthly Meeting November 14, 2019 2:00 PM ET

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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
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SISC Update

Heather Patrick

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Presentations

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Connecticut Department of Public Health

Keeping Connecticut Healthy

Connecticut Department of Public Health

Keeping Connecticut Healthy

Presented by: Nancy Sharova, MPH, CTDPH Health Program Supervisor CT WiZ Alejandra Arias, CTDPH, IT Analyst CT WiZ

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  • Ground Zero
  • Discovery/Planning
  • Standard Operating Procedures
  • Communication
  • Registration Phase
  • Testing Phase
  • Production Approval
  • Managing the Queue
  • Monitoring
  • Challenges
  • Support
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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
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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
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Following the AIRA Onboarding Consensus Based Recommendations:

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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
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  • 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
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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
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  • Getting Started – Transport and NIST
  • Onboarding Readiness Checklist
  • CT WiZ HL7 Application Form
  • Help Desk
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Formalized Kick-off Call and Presentation

  • Defined Roles and Responsibilities of all stakeholders

(Before, During and After Onboarding)

  • Legacy Data process
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Formalized Go-Live Kick Off Call & Checklist

  • Roles and Responsibilities Review
  • Production Support Contacts
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  • Integrated ‘Traceability Spreadsheet’ and ‘Track-It’ application to

manage statuses and phases: Registration, Testing and Implementation

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  • 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
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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,
  • ption 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)
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Training & Technical Support

Quick Links: Training Materials Technical Support

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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

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Bidirectional Onboarding

A Beginner’s Guide to Success

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RSPK11

Z42

QBP11

Z44 Z34

What is a Bidirectional Interface?

VXU4

Z22

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Think about systems

  • What triggers a query?
  • Is it a direct connection
  • r are there multiple

programs or systems involved?

Testing Plan

How do you create a plan? Who should be involved?

  • Clinical?
  • Technical?
  • Office management?
  • Which IIS Staff?
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Kickoff Call

  • Discuss the onboarding process
  • Review known issues

Pre-call Prep

  • Provide list of test patients
  • Ensure provider connection works

Testing Day

  • Web conference with screen sharing
  • Query multiple test patients

Testing Plan

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

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Communication

  • Define your common

terms

  • Avoid colloquial

terminology

  • Be succinct and clear
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Known Issues

NOTES 6/10/19 Kick off call done, will send test PTs 6/19/19 Site was unable to query test server ^will follow-up tomorrow

  • Inability of

EHRs to process invalid doses

  • Inability of

EHR to remove duplicate doses listed as UF

  • Message

echoing

  • Internal EHR

communication issues.

Don’t forget to mention  Testing call scheduled for 06/30/19 Be on the lookout for unique issues!

  • Inability of EHRs to accurately

capture dose validity

  • No standard method of recording

hyphenated names

  • Inability of to detect and remove

duplicate doses marked as “UF”

  • Message echoing
  • Inability of provider system to properly

relay IIS RPSK11

Common Uncommon Rare

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Problems of the Future

WARNING!

Frustration Ahead

  • The never

ending data loop.

  • Who
  • riginally

created the data?

  • How do you

match patients accurately?

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QUESTIONS?

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

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Next Meeting

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

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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

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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!