V11 Phase II Note Upgrade Process

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Phase II Note Upgrade Process

V11 Phase II Note is included in the V11 Upgrade Contract. 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 guiding the client through the Phase 2 project and will assist reviewing the build tasks 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.

Since v11 Note is not anything like v10 Note the client will need to make clinical decisions on how to build those notes. We have (AHS) pre-delivered content with Note templates (inputs/outputs) available and reviewing those would be a start. Clearly, the more content that that is used right out of the box requires less building and less time on the project. Other factors that make up the project timeline are how many note types that will be used as delivered versus how many will be built from scratch.

Allscripts offers an Advanced Note training class that will guide the client on how to build noteforms from scratch and/or edit them. It is a 1 1/2 day class and it would prove useful to someone in the organization to attend this class.

The first steps would be to decide who will be the main person responsible for Note Admin and to register for the Advanced Note class if the client has decided to attend the Advanced Note training. The upgrade technician will be applying the latest content to your test system to include the latest noteforms, SSMT/CMT, and note templates.

Typically, the Phase 2 project takes 8-10 weeks depending on resource allocation but it can extend as long as 6-9 months depending on client momentum. The UC work with the client to define the timeline based on the client's organizational needs.

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. This must be completed prior to entering a case into Supportforce requsting to initiate the Phase 2 project.

Medcin

  • The server must be on the appropriate release of Medcin based on the Noteform release being installed. This information can be obtained from the Supportforce Product Documentation under the Clinical Content>Noteform Release. This task belongs to the client to ensure they are updated to the appropriate release of Medcin.This must be completed prior to entering a case into Supportforce requsting to initiate the Phase 2 project.

SSMT and CMT

  • The servers must have the latest release of SSMT and CMT installed on them. This task belongs to the upgrade technician. The UC will open a Supportforce case to request the latest SSMT/CMT be applied to the server. *

Noteforms

  • The test and production servers must have the latest noteforms installed prior to beginning the Phase 2 project. This task belongs to the upgrade technician. The UC will open a Supportforce case to request the latest SSMT/CMT be applied to the server. *

Pre-configured Content

  • The test server must have the pre-configured content- note templates and outputs installed on the test server. This task belongs to the upgrade technician. The UC will open a Supportforce case to request the latest SSMT/CMT be applied to the server. *
  • SSMT/CMT, Noteforms,and Pre-Configured ContentThese tasks are intiated once the client has requested to begin the Phase 2 project.

Step One - Supportforce 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.

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)

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