HIE Participant Onboarding Resources

Documents & Artifacts

• New World HIE On-Boarding Readiness Questionnaire
• New World HIE ADT Technical Design Document
• New World HIE Sample CCDA Use Case

Lessons Learned

Connectivity

Need a standardized, timely, and proven approach for testing and implementing VPNs and connectivity.

• What type of connection will the participant be using?
• VPNs should be completed prior to engaging participants for kick-off calls, so progress can be made without losing communication with participant
• How many VPNs can be completed concurrently?
• How many dedicated connectivity resources will the HIE have dedicated?
• Which participants are ready to engage at what time?
• Does HIE have a schedule in terms of building these VPN connections?
• VPN connectivity to all HIE environments: Test, Stage, Prod

Kick Off Meetings with Net New Participants

The following should be complete prior to kick off call if possible:

• Will participants be receiving information from HIE (outbound to participant)?
  • If so, what specs do they need to receive for each message type they plan to receive?
• What types of interfaces will the participant be connecting to HIE (inbound from participant)?
• System code for facility added to system and portal
• If participant is sending ORUs:
  • Are all results LOINC Coded?
  • Understanding how OBR-4/OBX-3 is sent
  • Ensure corrections, cancellations work as participant expects, etc…
  • Proper handling of sensitive lab information/do they send it?
  • If sending radiology, will they be participating in an Image Exchange?
• Interface Analyst Contact Information
  • Phone/email
• UAT Contacts (Validators)
  • Phone/email
• Test plan for UAT from participant?
  • If not, we need one
    • ADT – event type flow, testing all event types
    • ORU – testing cancellations, corrections (both OBR and OBX), testing microbiology results, testing pathology results
    • MDM – testing cancellations, corrections, etc…
• Established timeline for go-live
  • Testing
  • UAT
  • Activation
  • Go-live issue resolution

Preparedness

• Inbound Feeds
  • Version control – ensure interfaces are complete and thorough testing has occured prior to promoting them to production
  • Environment control – it’s important that all environments are the same, so any testing conducting in dev and test environments can be relied upon as sufficient
• Outbound Feeds
  • Understand how they function, where input facility specific logic needs to be input, etc…

Documentation of Standards

• Prefixes and Suffixes
• PV1 Providers and Copy To Providers in OBR NTE Segments
• OBX-3 is a copy of ‘OBR-4’ on RADs
• Naming Conventions

User Acceptance Testing

• Ensure that aesthetic formats and HL7 standards are met
  • OBR-4/OBX-3
  • PV1 Providers in NTE segments
  • Map OBR-4 to OBX-3 on RADs if OBX-3 is of no value
• Follow Test Plans through each message type
  • Event types and message order
  • Cancellations and corrections
  • Microbiology messages and pathology messages
  • Sensitive Lab testing
  • Look for invalid characters
• Create a schedule for validation in Stage, sign-off, validation in Prod, sign-off
  • Standardized process for HIE Validation
  • Standardized process for Participant UAT Validation
  • Standardized process for migration through environments

User Acceptance Criteria

The table below identifies the user acceptance criteria to be used by the HIE during the User Acceptance Testing Process. These criteria are applicable predicated on the data provided by the HIE supporting the functionality. If data is lacking, functionality may not be possible.

Summary	Detail
Access Levels - Roles and Groups	The following roles and groups will be made available to manage privacy; additional roles and groups can be added and managed as necessary by an Administrator Function by HIE staff. • Front Desk • Care Support • Support • Provider • Facility Administrator • Facility Privacy Administrator • HIE Privacy Administrator • HIE Administrator • EMPI Administrator
Administrator Homepage	Clinical Portal Users Search enables an administrator to find users registered in the Clinical Portal
Clinician Homepage	• Worklist - identifies the worklist that will appear on the user's Homepage • Recent Patients - a list of patient records that the user has recently accessed within the Portal • Received Messages - a list of messages that the user has received from another user. This window will only display messages created within the Portal
Document Tree	• Viewing Documents – Documents are stored in a hierarchy of folders in the document tree and can be filtered by the following metadata if available: o Category - document's type; e.g. X-ray or Chemistry o Date - document was either created or received from an external system such as a laboratory. When viewed by date, the folder names change to reflect the age of the documents they contain; e.g. Today, Last Week, Last Month o Service - lists the folders and documents by the service with which they are associated o Author - lists the folders and documents in ascending alphabetical sort order of the name of the clinician responsible for ordering or creating the document • Document Display Options - Folders and documents are listed in the document tree with the most recently created document appearing first. The number of documents in a folder is indicated by the bracketed numbers after the folder's title. The first number is the number of unread (by the current user) documents in the folder; the second is the total number of documents, both read and unread. If there are any documents in the folder which have not been viewed, the folder's title will be displayed in bold • Abnormal and Critical Abnormal Values - When a numerical result is returned from a laboratory that contains abnormal or critically abnormal values, that result's entry in the document tree is colored orange or red respectively. Other values for outstanding Abnormal and Critical Abnormal can be displayed, e.g. panic flags • Document Tool Tip - Each document listed in the document tree has an associated tooltip, which can be viewed by hovering the mouse pointer over the document's title • Look for Filter - Any text appearing in the tooltip can be entered into the Look For filter; this action immediately restricts the documents listed in the tree to only those which have the matching text in their tooltip
Frontdesk	Patient Search enables a clinician to find a patient or patients by searching on their personal details. A Patient search will return all patients that have been registered with the hospital or one of its facilities or clinics
Notifications	The following notifications are available as part of the SaaS Service • Inpatient Admission • Inpatient Discharge • New Laboratory Result (Final) is available • New Radiology Result (Final) is available • Interim Microbiology Result available • Patient is admitted to the ER Delivery Options for notifications are: Email – this will send a notification to the user via email that new information is available: • Individual Email: Sends the summary notification (without patient information) to the email address identified above. • Daily Summary Email: Sends a daily summary email (without patient information) of the notifications as opposed to individual notifications HIE Portal User Messaging (Individual): Sends the detailed notification containing patient information and selected document or result from the document tree securely to ‘Received Messages’ in HIE Portal. Note the user receiving the message needs to be an existing HIE Portal user Daily Summary HIE Portal User Messaging: Sends a daily summary of the notifications containing patient information and selected document or result securely to ‘Received Messages’ in HIE Portal as opposed to individual notification. Note the user receiving the message needs to be an existing HIE Portal user
Patient Lists	• Favorite Search is a saved set of criteria that can be recalled for later re-use by the logged in user. A favorite search is created by performing a search then entering a name for the criteria set into the Enter a new favorite search field • Search Results in Context the names returned by a search are held in memory when an individual is selected. This allows an alternative patient to be selected without having to repeat the search • Recent Patients list is automatically populated with the names of the 40 most recent patients as they are seen by the user. It is subdivided by how long ago the record was viewed; e.g. Today, Last 7 Days, Last 4 Weeks or Last 12 Months