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 UC and Upgrade Technician are involved, there is no PM. The dues dates for this phase are flexible and are primarily determined by the client and 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 certain tasks during Go Live.

V11.1.5 or higher

The client must be on Enterprise EHR V11.1.5 or higher to start Phase II Note

WebFirst Requests and Ownership

During the initial discussions with your client about going live on Note the UC will ask the the client to start the process by opening a WebFirst ticket requesting to go live on V11 Note if they haven't already and ask them to prefix all Phase II Note issues with "v11 Phase II Note".

The UC will then need to make sure that Support knows who the v11 Phase II Note tickets should forward to. This is done by going into WebFirst/RTI, pulling up the Clients profile and adding "V11 Phase II Note issues go to "uc names" within the "special Message" section of the detail tab

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 training sessions are not an option, the client should make every effort to review the following material and webcasts before beginning V11 Phase II Note.

KB Hot Topic Webcast and Presentation 4555 "Note Build Strategy KB Client Self Study Series Functionality Section 105: "Note Functionality and "Note Form Review" KB Client Self Study Series Administrative Section 105: "Introduction to Note Configuration"

NoteForms

The next step is to make sure the client has the most recently released V11 NoteForms. These Noteforms are loaded as part of the Phase I upgrade by the Upgrade Technician, but the UC should check to see if they are there and if they are the latest version.

The UC then opens a ticket for the UT to have the latest Noteforms loaded into the clients test system.

Document Types

Next, the Document Types for Note must be loaded. (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".)

It is important to note that the Document Types must be loaded before the V11 Note Templates get loaded. The Document Types share the same excel spreadsheet as the Note Templates, so you may be asked by Support if you need to have Document Types loaded when they load the Note Templates.

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 them all 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.

Steps

1) Send the Newest version of V11 Note Templates to the client so that they may choose which ones they want loaded

   (The latest 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".)

2) Request the client to send an email requesting the Templates they want loaded.

3) Open an RTI requesting the client chosen Templates to be loaded. Update and attach the Template Spreadsheet to teh ticket

   and then fill out and attach the reqired Template 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".)

Getting Started

Once client is ready to begin the Phase II Note upgrade the process as with Phase I is started.

1) UC schedules Phase II Note Intro Call, inviting Client and UT

2) UC Sends 1st draft of Phase II Note Project Plan, Phase II Note BAW and the Intro Call Agenda to Client and UT

3) UC takes meeting minutes and emails them along with Action Items etc... to Client, UT, Jason Carmichael, Maureen Yergeau and Troy Frostad as in Phase I

4) UC schedules weekly meetings as needed

5) UC notifies Maureen and Christy with the requested Go Live date

6) UC to track resource time per contract, updates Project Plan and tracks action items as in Phase I

Input/Output Template Review, Request and Load

The Note Templates do not come pre-delivered. The client needs to choose the Templates they want to use

1) The UC sends the Client the Input/Output Templates (found on the AHS Shared)

2) The Client will review and chose which input/output Templates they wish to load into their v11 Test system

3) The Client will notify the UC with the desired Templates

4) The UC opens an RTI and attaches the “Client Pre-Configuration Request Form” requesting AHS to load the clients desired Templates. Including the excel spreadsheet of every Template the client wants

5) The UC transfers the ticket to Christy Erickson, who will move desired Templates via CMT

6) The UC keeps a copy of the excel spreadsheet indicating which Notes the client will be using for tracking purposes (more on this to come)

Document Types

They are some AHS delivered Documents Types for Note, but the client will need to build more to accommodate all of their visit Types. They will have many visit types in their PMS system and they need to narrow them down, combine them etc...

1) The UC will load the AHS delivered Note Document Types via SSMT, by extracting all of the NOTEFORM document types from the Gold database and loading them into the clients Test system via SSMT

2) The Client will review the delivered Document Types to decide which ones they will use, which ones can be added to etc...

3) To make sure all Document Types are available, the Client then needs to put a list together of all of their existing Visit Types currently available in their PMS system.

4) The client consolidates as many Visit Types as they can to keep the list manageable

5) Then the Lists again the final Visit Types/Document Types they need to build.

6) The Client builds the necessary Document Types in the Document Type dictionary

Build Workbook

The Phase II BW needs to be completed in preparation for v11 Note (19 items)

Testing

Complete intense testing must be performed before going Live on V11 Note

Client must sign off on Note Testing

Training

Pilot group must be fully trained

Go Live Planning

Phase II Go-Live plans must be in place

Go Live

Go Live needs to happen off hours since data will be moved via SSMT and CMT

Client to prepare team and organization for weekend work

Thorough testing needs to be done during Go Live weekend after configuration is done

Client Transition to Support

Client is transitioned to Support on Friday of Go Live Week

Phase II Note Team Roles defined

Upgrade Technician

The UT confirms the server client wants Note Forms Loaded on

The UT loads the latest Noteforms (after backups)

UC The UC is contracted to take one Pilot group live

The UC performs all Phase II work remotely unless client would like to amend contract and hire the UC (billable) to be on-site

The UC is responsible for reviewing the Phase II BW and assisting the client with understanding the tasks to be performed

The UC is assigned all Note Webfirst issues and will work them accordingly

Client

The client must be trained in Note. Preferably they need to take the v11 Advanced Note class at AHS

The client is responsible for Going Live with all non-pilot groups without the UC or Upgrade Technician

The client is required to sign off on Note testing

The client is required to have the available resources needed to perform the BW tasks and to Go live

The client must be willing to go live off hours over a weekend

The client is required to attend all meetings and webcasts as scheduled