V11 Phase II Note Upgrade Process

Phase II Note Upgrade Process

This wiki page is currently being updated, apologies for the inconvenience 9-1-09

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

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

Medcin

1. The server must on 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)

Step One - WebFirst and Initiating the Upgrade Process

• The client will open a WebFirst Ticket requesting to go live on V11 Note.
• The UC must pull up the clients profile and add the following comments to the "Special Message" section of the detail tab. "UC Name should receive v11 note upgrade tickets". This allows Support to forward the tickets to the UC for processing. During Phase II all Webfirst issues go directly to the UC, not the UT and the UC works them accordingly.

If during the Upgrade process you run into a Critical issue, use Critical Upgrade as in Phase I.

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.

• 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"

Step Two - 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 UT should check to see that the latest version of NoteForms exists in the clients Test server.

• The UT confirms that the latest version of NoteForms exists in the client test server and either confirms or asks the UC to open a ticket requesting them to be loaded.

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

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 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.

• 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)