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HL7 Immunization User Group
Monthly MeetingNovember 14, 2019
2:00 PM ET
Agenda
Welcome Poll: Which perspective do you primarily identify yourself with?
Updates SISC Update
Presentations Connecticut Onboarding: Starting All Over Again After A Migration Bidirectional Onboarding: A Beginner’s Guide to Success
SISC UpdateHeather Patrick
Presentations
Connecticut Department of Public HealthKeeping Connecticut Healthy
Connecticut Department of Public HealthKeeping Connecticut Healthy
Presented by:
Nancy Sharova, MPH, CTDPH Health Program Supervisor CT WiZ
Alejandra Arias, CTDPH, IT Analyst CT WiZ
Ground Zero
Discovery/Planning
Standard Operating Procedures
Communication
Registration Phase
Testing Phase
Production Approval
Managing the Queue
Monitoring
Challenges
Support
CT WiZ went live September 17, 2018!
Migrated: 873,111 patients and 14,400,475 records
Re-onboarding: ALL providers from scratch!
Replaced: ‘CIRTS’ with ‘WebIZ’
716: CT Vaccine Program (CVP) Clinics loaded
Progress 11 months later…
Phase 1 Goal by June 30, 2020 (20%)
123: Onboarding Queue (17%)
30: Testing Phase
9: Production
54: Usernames ordering CVP vaccines in CT WiZ
In November 2018, AIRA released the Onboarding Consensus-Based Recommendations guide to improve and standardize the onboarding process.
CT DPH shares the following priorities:
Streamline onboarding activities
Apply support tools and technologies
Maximize limited staffing resources
Increase number of interfaces in production
Following the AIRA Onboarding Consensus Based Recommendations:
Assessed Each Onboarding Phase, Created Standard Documentation, and Posted step-by-step process on our Website:
1) VXU Reporting
2) Query/Response
Assessed Implementation Needs:
Communication!
Establishing Expectations/Roles & Responsibilities
Managing Queue/Leveraging Onboarding Tools
Developing Data Quality
Training Materials and Help Desk on our website
Document and detail each step of the onboarding process
Guide the training of onboarding staff and contractors
Ensure all staff can uniformly facilitate the entire onboarding process
Kick-off Call and Go-Live Call:
What to expect while onboarding
How to receive a passing grade
Support Resources
Next Steps After Go-Live
Promotion/Recruitment:
Roles and Responsibilities
(before, during, after onboarding)
Webinars, Newsletters, Advisory Meetings, Website
Getting Started – Transport and NIST
Onboarding Readiness Checklist
CT WiZ HL7 Application Form
Help Desk
Formalized Kick-off Call and Presentation
Defined Roles and Responsibilities of all stakeholders (Before, During and After Onboarding)
Legacy Data process
Formalized Go-Live Kick Off Call & Checklist
Roles and Responsibilities Review
Production Support Contacts
Integrated ‘Traceability Spreadsheet’ and ‘Track-It’ application to manage statuses and phases: Registration, Testing and Implementation
2-week probationary monitoring period in Production
Expectation for provider self-monitoring using CT WiZ reports
SOPs for Production and Data at Rest: Interface performance (counts and errors)
Review of prioritized data quality elements
Legacy Loads
Load into QA environment after working hours
Run DQA report/Manual Clean-Up
Vendors charging for interfaces
IIS following national standards for onboarding, promote benefits of IIS, option for manually reporting doses administered
Vendors not prioritizing onboarding
Contact provider (the customer) with defined tracking process
Conducted EHR Survey (targeting rollout by Vendor)
Increase outreach/promotion/recruitment (statewide)
Training & Technical Support
Quick Links:Training Materials Technical Support
27
Connecticut
Department of Public Health Immunization Program
[email protected] Health Program Supervisor
[email protected] IT Analyst
About CT WiZ Website: https://portal.ct.gov/DPH/Immunizations/ALL-ABOUT-CT-WiZ
Quick LinksHealthcare Provider Login
Training MaterialsTechnical SupportEHR Data Exchange
Bidirectional OnboardingA Beginner’s Guide to Success
22
RSPK11
Z42
QBP11
Z44Z34
What is a Bidirectional Interface?
VXU4
Z22
Think about systems• What triggers a query?• Is it a direct connection
or are there multiple programs or systems involved?
Testing Plan
How do you create a plan?
Who should be involved?• Clinical?• Technical?• Office management?• Which IIS Staff?
25
Kickoff Call
• Discuss the onboarding process• Review known issues
Pre-call Prep
• Provide list of test patients• Ensure provider connection works
Testing Day
• Web conference with screen sharing• Query multiple test patients
Testing Plan
Phase 2
Phase 3
A break down of IIS and provider tasks that must be completed before the Testing Call
High level goal required to achieve go-live
28
Communication
-Define your common terms
-Avoid colloquial terminology
-Be succinct and clear
29
Known Issues
NOTES6/10/19 Kick off call done, will send test PTs
6/19/19 Site was unable to query test server
^will follow-up tomorrow
-Inability of EHRs to process invalid doses
-Inability of EHR to remove duplicate doses
listed as UF
-Message echoing
-Internal EHR communication
issues.
Don’t forget to mention
Testing call scheduled for 06/30/19
Be on the lookout for unique issues!
• Inability of EHRs to accurately capture dose validity
• No standard method of recording hyphenated names
• Inability of to detect and remove duplicate doses marked as “UF”
• Message echoing• Inability of provider system to properly
relay IIS RPSK11
Common
Uncommon
Rare
Problems of the Future
WARNING!
FrustrationAhead
- The never ending data loop.
- Who originally created the data?
- How do you match patients accurately?
QUESTIONS?
31
John Robison, MSHIInteroperability CoordinatorPhiladelphia Department of Public Health
Next MeetingDecember 12, 20192:00 pm ET / 11:00 am PT
More Information
• Web Links• Subscribe to immunization group
http://www.hl7.org/participate/UserGroups.cfm?UserGroup=Immunization• Public User Group Wiki
http://www.hl7.org/special/committees/iug/index.cfm• Private User Group Wiki
http://iugwiki.hl7.org/• HL7 Press Release
http://www.hl7.org/documentcenter/public_temp_F760602A-1C23-BA17-0C0D326E635471F9/pressreleases/HL7_PRESS_20140402.pdf
• AIRA Press Releasehttp://www.immregistries.org/events/2014/04/10/hl7-immunization-user-group
Contact Information
If you have any questions or comments:
Kim Salisbury-Keith [email protected]
Nathan Bunker [email protected]
Kevin Snow [email protected]
Danny Wise [email protected]
Thank you!
