V11 Phase II Note Upgrade Process

Phase II Note Upgrade Process

V11 Phase II Note is included in the V11 Upgrade. This phase is much more reliant on the client than Phase I, only the Upgrade Consultant and Upgrade Technician are involved, there is no PM. The due dates for this phase are flexible and are primarily determined by the client as to how aggressively the want to proceed. Of course the UC must be in agreement with the dates since they are responsible for assisting with the Build Workbook Tasks and for performing the required CMT loads and providing support during Go Live.

Another important difference between Phase I and Phase II is that the UC and UT are only involved with taking the initial client pilot group live on Note. Once this pilot group is live on Note the client is once again transitioned to Support. Once transitioned to Support the client continues to bring their remaining specialties and users live of V11 Note as they please.

Prerequisites

Enterprise EHR Version

• The server must be on Enterprise EHR V11.1.7 or higher to start Phase II Note. This task belongs to the client. They will enter a case in Supportforce if they need to upgrade to the latest version if not already on v11.1.7.

Medcin

• The server must be on at least the 2008 September Medcin Release or later to support the Problem Linkages in the Note Forms (see KB for "Delivery Instructions for January 2009 Note Forms Release" for complete details. This task belongs to the client. They will work with their Support Team to complete this task before Phase II V11 Note begins by entering a case into Supportforce.

SSMT and CMT

• The servers must have the latest release of SSMT and CMT installed on them. This task belongs to the upgrade technician and a Supportforce case will be opened to request this to be completed.

Noteforms

• The test and production servers must have the latest noteforms installed prior to beginning the Phase 2 project. The assigned upgrade technician will ensure the latest noeforms are installed.

Pre-configured Content

• The test server must have the pre-configured content- note templates and outputs installed on the test server. The assigned upgrade technician will ensure the pre-configured Gold-databse is installed on the test server.

Step One - WebFirst and Initiating the Upgrade Process

• The client will open a Supportforce case requesting to start the Phase 2- V11 Note project.
• The client will have a UC assigned to the project and the UC will be their primary contact throughout the duration of the project.
• The UC must pull up the clients profile in Supportforce and add the following comments to the "Notes" section. "UC Name should receive v11 note upgrade tickets". This allows Support to forward the tickets to the UC for processing. During Phase II all Supportforce issues go directly to the UC, not the UT and the UC works them accordingly.

Education and Training

Although it is not a enforced requirement, the client would benefit greatly by taking the V11 Advanced Note Training Classes offered by Allscripts. Discussions on attending the offered training sessions should start early in the process so that clients have time to schedule.

If attending the AHS classroom training is not an option, the client should make every effort to review the following material and webcasts before beginning V11 Phase II Note. There are many aspects of Note that need to be understood before during and after the design. Your UC will be helping you to perform the many BAW tasks but you and your team will need to know what you want to build and a basic knowledge of how to build it before beginning.

• Best Practices

Step Two - NoteForms

The next step is to make sure the client has the most recently released version of V11 NoteForms. Although these Noteforms are loaded by the Upgrade Technician as part of the Phase I upgrade they will need to be updated with the latest version just before starting Phase II V11 Note.

• The UC is responsible for requesting the latest Noteforms for the client and will open a WebFirst requesting the UT to perform this task.

Step Three - Document Types

Next, the Document Types for Note must be loaded. It is important to note that the Document Types must be loaded before the V11 Note Templates get loaded. Note: The Document Types share the same excel spreadsheet as the Note Templates.

• The UC loads all of the available v11 Note Document Types into the Clients Test Server.

(The most recently released Document Types may be found on the Allscripts Shared file in an excel spreadsheet named "Copy of v11.1.5 Note Templates Available" under "UC Process Documents"/"Phase 2 -V11 Note".)

Step Four - V11 Note Templates

Note Templates are chosen by the client. They may chose to have them all loaded, some loaded or none loaded, it's entirely up to them. The recommendation is to have all of them loaded into the Test System. There are a couple of reasons to have them all loaded into the Test System: The first reason is to avoid additional requests for loads, if the client decides they want more then they originally decided upon. Secondly, if there are templates that the client knows they will never use, we can simply decide not to load them into their live server during Phase II Go Live. The V11 Note Templates are loaded by AHS, an RTI must be opened using the required request form and sent to Christy Erickson. Christy will notify the client and the UC with details of when she can load them and together the client and Christy complete the task. Once the task has been completed, the UC may close the ticket.

• The UC will send the most recently released version of V11 Note Templates to the client so that they may choose which ones they want loaded.

(The most recently released Templates may be found on the Allscripts Shared file in an excel spreadsheet named "Copy of v11.1.5 Note Templates Available" under "UC Process Documents"/"Phase 2 -V11 Note".)

• The UC will ask the client to send an email to them identifying which Templates they want loaded.
• The UC will open an RTI requesting the Templates be loaded onto the clients Test Server.
• The UC will attach the clients requested Templates Spreadsheet to the ticket.
• The UC will fill out and attach the "Client Pre-Configuration Request Form" to the ticket.

(The required Template request form is located on the Allscripts Shared under "UC Process Documents"/"Phase 2 -V11 Note"/Request Form for requested inputs/outputs "Client Pre-Configuration Request Form".)

• The UC will assign the ticket to Christy Erickson.

• Christy will contact both the Client and UC with information related to installing the Templates.

• Christy will load the requested Templates and confirm by emailing both the client and UC.

Step Five - Confirmation of data

The Client and UC will check to make sure Noteforms, Templates and Document Types appear and are activated.

Step Six - The V11 Build Workbook

There are several tasks that need to be completed before going live on v11 Note. These tasks appear in the BAW primarily in order. The UC will work with the client to complete these tasks.

(insert link to V11 Note BAW)