slfc emr application playbook template

International HealthCare

Electronic Health RecordsPractice Implementation Plan

International Health Care San Jose

ePrescribe Module

Steven Fritz, 06/28/10,

Replace with the full name of the practice site. If there are multiple sites, add in the location information.


Replace with the module set title – ePrescribe, Tasking/O&R/PAQ, or POC.

Table of Contents

International Health Care San Jose Practice Profile............................................................4EHR Initiative......................................................................................................................5

Project Background.........................................................................................................5Project Scope...................................................................................................................5Project Timeline...............................................................................................................5

Project Communications Materials......................................................................................8EHR ePrescribe Devices................................................................................................10

Requirements List......................................................................................................10Placement Floor Plan / Drawing................................................................................12

EHR Role Assignment and Access List........................................................................13Project Plan Activities List............................................................................................14Master Schedule.............................................................................................................16Practice Signoff.............................................................................................................18

Application Preparedness..................................................................................................19Practice Configuration...................................................................................................19Roles Assignment..........................................................................................................19User Access...................................................................................................................19Abstraction.....................................................................................................................19Application signoff........................................................................................................20

Technology Preparedness..................................................................................................21Survey............................................................................................................................21Installation.....................................................................................................................22Technology Signoff.......................................................................................................23

Staff Preparedness.............................................................................................................24Staff training plan..........................................................................................................24Staff Training Check-off List........................................................................................24

Go Live..............................................................................................................................26Day -1............................................................................................................................26Day 0..............................................................................................................................27Day +1...........................................................................................................................28Week 1...........................................................................................................................29

Transition to Production....................................................................................................30Project complete sign off...................................................................................................34

Table of Figures

Figure 1 – Map to International Health Care San Jose........................................................4Figure 2 - Vitalized EMR eP Deployment Time Pipe at International Primary care..........6Figure 3 - Vitalized EMR eP inter-coordinated deployment time pipe for Group 1...........7Figure 4 - EMR equipment request for International Health Care San Jose.......................9Figure 5 - Practice eP Device Placement Floor Plan Drawing..........................................11Figure 6 - International Primary Care Device Placement Floor plan................................11Figure 7 - Roles and Access Assignment List...................................................................12Figure 8 - International Primary Care Project Plan Activities List...................................13Figure 9 - Three Module Implementation Sets..................................................................14Figure 10 - Master Module Set Deployment Schedule.....................................................15Figure 11 - Project Launch Sign Off.................................................................................17Figure 12 – Application Readiness Sign Off.....................................................................19Figure 13 - Technology Request List................................................................................20Figure 14 - Technology Acceptance Checklist..................................................................21Figure 15 – Technology Readiness Sign Off.....................................................................22Figure 16 - ePrescribe training plan document..................................................................23Figure 17 - Training Check-off List..................................................................................24Figure 18 - Command and Control structure.....................................................................26Figure 19 - Responsibility Matrix......................................................................................31Figure 20 - ePrescribe Module Set Transition To Production documentation..................32Figure 21 – Vitalized EMR ePrescribe Implementation Sign Off.....................................33

International Health Care San Jose Practice Profile

Name International Health Care San Jose

Location 123 Kincora MOB, West100 E. Lancaster AvenueSan Jose, CA 95100

Phone 408-555-1234

Fax 408-555-4321

Back Office 408-555-9876

Physicians and staff David A. Smith, MDDaniel Anderson, DOSteven Fritz, MDDavid A. Kemp, DOJames C. Jones, DOStan Lawson – OM

Practice Administrator Susan Flannery

Physician Assistant Michael Anderson

Medical Assistant Eric Anderson

Deployment Team Cynthia Fritz, LeadFred Smith – Trainer / CoachSally Smith – Trainer / Coach

Cost Center 4321

Miles 19.1

Map


Miles from IT offices


Cost center


Deployment team members


MA


PA


PA


Staff


Back office number


Fax


General telephone number


Address of practice site


Name of practice


Name of practice

Figure 1 – Map to International Health Care San Jose


Practice title


Bing Maps directions to practice site.

vEHR ePrescribe Initiative

EHR Initiative

Project BackgroundA project to develop a deployment model leveraging the pilot experience was undertaken. This model is the source material for the rollout of the EHR solution across the enterprise.

The implementation of the Vitalized Electronic Practice Management (vEPM) solution was completed in 2008 across all facilities.

Early in 2010 the pilot deployment of the Vitalized Electronic Health Records (vEHR) solution was completed at three practices.

Project ScopeThe enterprise deployment of the HER solutions is being accomplished in three phases. Each phase is partitioned into three waves. Each wave includes a defined function of the vEHR software.

The Scope of Phase I, Wave I, is to deploy the ePrescribe module set of the Vitalized EHR solution.

Wave II is to deploy Tasking, Orders & Results, and the Provider Approval Queue (PAQ) modules. Wave II is defined in a separate project plan.

Wave III is to deploy the Point of Care (POC) modules. Wave III is defined in a separate project plan.

Project TimelineThe project is scheduled to run for 25 days and will culminate with the successful implementation of the ePrescribe module set in full use at the practice.

The foldout illustrates the timeline and activities required for the endeavor.

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Module set title


Replace with the duration of the module set project for this practice


Reword as needed for second and third module set projects.


These are the major events associated with the implementation of the ePrescribe module set in the vEHR application. The deployment team will coordinate these activities with the practice administrator and staff to ensure implementation success. This time pipe in inter-coordinated with the other practices going live at the same time.

Figure 2 - vEHR eP Deployment Time Pipe at International Primary care

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Name of practice


Module set acronym


Replace with specific time pip graphic


Module set title


Figure 3 - vEHR eP inter-coordinated deployment time pipe for Group 1

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Group number managing rollout


Module set arcronym


Replace with inter-coordinated time pipe graphic


Project Communications Materials

To facilitate the highest quality communications and expectations management, a series of control documents have been created. They are provided as a baseline for the differing project team members – Executive Management, Practice Administration, IT Project Management, Desktop Management, Network Management, Operations Management, the Help Desk teams, and the staff and management at the International Primary Care Practice.

DocumentDescription and

PurposeOwner Input Editing View Approval

vEHR eP Device Request List

Detail the equipment required for the use of the ePrescribe module in the practice.

International Primary Care

International Primary Care

All All IHC Primary Care

Used to create a purchase order for the practice.

Staff Roles and Responsibilities List

Shows the people responsible for each process at the practice. Includes the security and access assessment.

IHC Primary Care

IHC Primary Care

All All IHC Primary Care

Used to add users and access privileges to the ePrescribe module set for the practices staff.

Project Plan and Timeline

Details the task, critical path, due dates, and assigned resources for each step in the deployment of ePrescribe.

IT All IT All All

Used to drive work and interdependencies between staff, IT, vendors, and subcontractors.

Practice Signoff

Signoff for the start of the

All IT IT All IHC Primary

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Module set name


Module set name


Name


Name


Name


Name


Name


Name


Module set acronym


Practice name


ePrescribe deployment project.

Care

Document that the project has been reviewed and approved by the practice.

All project materials are available any time on the SharePoint document server at https://sharepoint.IHC.org/EHR-EP/IHC Primary Care. The deployment team will establish user access to this important communication gateway.

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Name

https://sharepoint.IHC.org/EHR-EP/IHC%20Primary%20Care


EHR ePrescribe Devices

Requirements List

Figure 4 - EHR equipment request for International Health Care San Jose

IHCSJ PC's

Flat Screen

MonitorsLaser Jet Printer

Data Ports

Electrical Outlets

Cart / Table for

PCRX Ptr

Lab Label

PtrVertical Scanner

Flat Bed Scanner

Need Data Port and Electric

Need Electric

only



Need Electric Only - Device connected to PC

Name of Room/Area or User

Existin

g

Need

ed for E

HR

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to Ord

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Check In 2 2 0 2 2 0 2 2 0 2 2 0 3 3 0 2 2 0 0 0 0 0 3 3 0 0 0 0Check Out 1 1 0 1 1 0 1 1 0 1 1 0 2 2 0 1 1 0 0 0 0 0 0 0 0 0 0 0Telephone Room 3 3 0 3 3 0 0 0 0 3 3 0 3 3 0 3 3 0 0 0 0 0 0 0 0 0 0 0Billing/Phone Area 2 2 0 2 2 0 0 0 0 2 2 0 2 2 0 2 2 0 0 0 0 0 0 0 0 0 0 0Managers Office 1 1 0 1 1 0 1 1 0 1 1 0 2 2 0 1 1 0 0 0 0 0 0 0 0 0 0 0Medical Records 1 1 0 0 1 1 0 0 0 1 1 0 4 3 1 1 1 0 0 0 0 0 0 0 0 1 1 0Physicians Office 8 5 3 7 5 2 2 3 1 5 5 0 5 5 0 5 5 0 0 0 0 0 0 0 0 0 0 0Lab 0 1 1 0 1 1 1 1 0 2 1 1 4 3 1 1 1 0 0 0 1 1 0 0 0 0 0 0Nurse's Station 5 5 0 5 5 0 1 1 0 6 5 1 6 6 0 5 5 0 2 2 0 0 0 0 0 0 0 0Pod Area 1 1 0 1 1 0 0 0 0 1 1 0 1 1 0 1 1 0 0 0 0 0 0 0 0 0 0 0Hallway Stand Up Desk 0 1 1 0 1 1 0 0 0 1 0 1 1 1 0 1 1 0 0 0 0 0 0 0 0 0 0 0Exam 1 not used now 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0Exam 2,3,4,6 (a) 0 4 4 0 4 4 0 0 0 4 4 0 4 0 4 4 4 0 0 0 0 0 0 0 0 0 0 0

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name


Replace with practice site specific spreadsheet


module set name – delete if no new equipment is needed for this module set


IHCSJ PC's

Flat Screen

MonitorsLaser Jet Printer

Data Ports

Electrical Outlets

Cart / Table for

PCRX Ptr

Lab Label

PtrVertical Scanner

Flat Bed Scanner


Need Electric

only



Need Electric Only - Device connected to PC


Existin

g

Need

ed for E

HR

Need

to Ord

er

Existin

g

Need

ed for E

HR

Need

to Ord

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Existin

g

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ed for E

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HR

Existin

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HR

Existin

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HR

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Exam 5 (b) 0 1 1 0 1 1 0 0 0 1 0 1 1 0 1 1 0 1 0 0 0 0 0 0 0 0 0 0Exam7,9,10,11,12,13,14,15 0 8 8 0 8 8 0 0 0 8 0 8 8 0 8 8 0 8 0 0 0 0 0 0 0 0 0 0Empty physician office 0 1 1 0 1 1 0 0 0 1 1 0 2 2 0 1 1 0 0 0 0 0 0 0 0 1 0 1Exam 8 0 1 1 0 1 1 0 0 0 1 0 1 1 0 1 1 0 1 0 0 0 0 0 0 0 0 0 0

Totals14

16 1

13

16

10 2 1 0 1

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Practice site initials


Placement Floor Plan / Drawing

Figure 5 - Practice eP Device Placement Floor Plan Drawing

Figure 6 - IHC Primary Care Device Placement Floor plan

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name


Floor plan graphic of practice site


Module set acronym


Floor plan drawing file of practice site


EHR Role Assignment and Access List

Figure 7 - Roles and Access Assignment List

Name RolevEHR Login

Sorian Login

Remote Access

David Cohen, MD Physicians or Mid Level ProvidersDavid Targan, DO Physicians or Mid Level ProvidersJames Solava, DO Physicians or Mid Level ProvidersDaniel Lazowick, DO Physicians or Mid Level ProvidersWilliam Schetman, MD Physicians or Mid Level ProvidersMichelle Weir Clinical StaffCatherine Bodkin Clinical StaffJennifer Janusziewicz Clinical StaffFrances Grace Lodise Clinical StaffKathryn Spellman Clinical StaffThomas Herrity Clerical StaffJacyln Sioutis Clerical StaffSheila Bryant-Destine Clerical StaffMelanie Rae Caruso Clerical StaffJennifer Lord Clerical StaffDanya Newton Clerical StaffEvellin Rosa Clerical StaffJean Sweeney Clerical StaffSylvia Thompkins Clerical StaffStephanie Lawson Clerical Staff

The deployment team will pre-populate this list with normal role assignments. If changes are requested they will be edited prior to configuration of the ePrescribe module set. Changes can be made at any time using standard request documentation.

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Module


Log in table


Log in spreadsheet file for specific practice site


Project Plan Activities List

Figure 8 - IHC Primary Care Project Plan Activities List

The deployment team is responsible for maintaining the project plans timeline. IHC Primary Care is responsible for providing key information about devices requirements/placement, staff roles/access, and workflow knowledge. The Practice Administrator will work interactively with the deployment team to keep the rollout on schedule.

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name


Plan graphic bottom


Plan graphic top


name


MPP file for practice site


The ePrescribe module set is the first of three sets of modules to be deployed. The second module set includes Tasking, Orders & Results, plus Physician Approval Queue (PAQ). The third module set is Point of Care (POC).

Figure 9 - Three Module Implementation Sets

The start of the ePrescribe module deployment is July 22, 2010. The second module set is scheduled to begin three weeks later on August 12th, 2010. The third module set is scheduled to begin one week later on August 19th, 2010.

Each implementation team (shown is grey numbers to the right of each group) be responsible for the deployment activities for the same practices, for all module sets. This leverages a deeper understanding of the specific workflow and operating details of the practice and its staff. Team one will be responsible for groups one and two. Team two will be responsible for groups three and four. Team three will be responsible for groups five and six.

Due to the complexity of the development of templates for the Cardiology practices, they are placed at the bottom of the second and third module sets to provide for adequate time for development.

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reword according to module set project


reword according to module set project


Master Schedule

Figure 10 - Master Module Set Deployment Schedule

Seq

uen

ce

Grou

p N

um

ber

Grou

p S

tep

Team

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er

Practice

* ePrescrib

e

** Task

ing, O

rders &

R

esults, P

hysician

A

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roval Qu

eue

*** Poin

t of Care

1 1 1.1 1 IHC Primary Care 330 7/22 8/12 8/19

2 1 1.2 1 IHC Physicians – Internal Medicine & Geriatrics – San Jose 467

7/22 8/12 8/19

3 1 1.3 1 IHC San Jose 904 7/22 8/12 8/19

4 2 2.1 1 IHC Cardiothoracic Surgeons **** 8/5 10/21 10/28

5 2 2.2 1 IHC Cardiology - Arrhythmia Consultants 556 **** 8/5 10/21 10/28

6 2 2.3 1 IHC Interventional Cardiology **** 8/5 10/21 10/28

7 2 2.4 1 IHC Cardiovascular Group 356 **** 8/5 10/21 10/28



10 3 3.1 2 Ashby, Klinzing & Sharma BMH MOB 8/19 8/26 9/2

11 3 3.2 2 Ashby, Klinzing & Sharma Quad 8/19 8/26 9/2

12 3 3.3 2 Malcolm S., MD 425 8/19 8/26 9/2

13 3 3.4 2 Internal Medicine Associates of San Francisco County 3001-C

8/19 8/26 9/2

14 3 3.5 2 IHC Family Medicine 121 8/19 8/26 9/2

15 3 3.6 2 Internal Medicine Associates of San Francisco County

8/19 8/26 9/2

16 3 3.7 2 Rid Primary Care CPC 8/19 8/26 9/2

17 3 3.8 2 Internal Medicine Associates of County 8/19 8/26 9/2

18 4 4.12 Upper Family Medicine IHC

9/29/9 9/16

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Highlight Practice. Un-highlight all others.


Seq

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tep

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* ePrescrib

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** Task

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t of Care

19 4 4.2 2 Upper Pediatrics IHC 9/2 9/9 9/16

20 4 4.3 2 Valley Family Medicine 491 9/2 9/9 9/16

21 4 4.4 2 IHC Physicians – Internal Medicine & Geriatrics 9/2 9/9 9/16

22 5 5.1 3 Nansteel & Morris Associates 304 9/16 9/23 9/30

23 5 5.2 3 Nansteel & Morris Associates IHC 9/16 9/23 9/30

24 5 5.3 3 Newtown Family Medicine 5048 9/16 9/23 9/30

25 5 5.4 3 OB/GYN Associates – Westtown 9/16 9/23 9/30

26 6 6.1 3 OB/GYN Associates 3106 9/30 10/7 10/14

27 6 6.2 3 OB/GYN Associates MLHC 9/30 10/7 10/14

28 6 6.3 3 Pediatric Associates 3403 9/30 10/7 10/14

29 6 6.4 3 Vascular Surgery 3308 9/30 10/7 10/14

Note:

* Group rollout begins once every 10 days** Gap between module set 1 and 2 is 21 days*** Gap between module set 2 and 3 is 7 days.**** Moved to group 6 for module sets 2 and 3.

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Practice SignoffThe deployment team lead will need a signoff from the practice management accepting the scope of the initiative - vEHR ePrescribe module implementation, and that the task assignments have been communicated and acceptable.

The signoff takes the form of an email. Immediately following the successful completion of the project launch meeting and supporting documentation, the practice and appropriate stakeholders will receive a signoff email communiqué. Acceptance of the signoff email is the practices granting the deployment team permission to proceed.

Figure 11 - Project Launch Sign Off

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Graphic of signoff


Text of signoff


Module set title


Application PreparednessThis chapter details the work required to get the application ready for the IHC Primary Care practice. Most of this work is the responsibility of the IT department in general, and the Application Group specifically.

Practice ConfigurationAn enterprise model for the practice site, department, coding,

Roles AssignmentAn enterprise model for role definition and the module / feature access lists.

User AccessConfiguration details for adding roles, users, and

AbstractionThe data abstraction activities and tasks.

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name


Application signoffThe Deployment Team Lead will need a signoff from the Application Group detailing the applications readiness for the IHC Primary Care practice.

The signoff takes the form of an email. Immediately following the successful completion of the application preparedness completion the Application Group and appropriate stakeholders will receive a signoff email communiqué. Acceptance indicates that the tasks have been completed.

Figure 12 – Application Readiness Sign Off

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Graphic of signoff


Text of signoff


Name


Technology Preparedness

Survey

All technology requests need to be verified by a site visit of all appropriate parties.

IHC


PC

Mon

itor

Laser P

rinter

Data P

orts

Electrical O

utlets

Cart / T

able for P

C

RX

Prin

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ter

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cann

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Flat B

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cann

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Check In 0 0 0 0 0 0 0 0 0 0

Check Out 0 0 0 0 0 0 0 0 0 0

Telephone Room 0 0 0 0 0 0 0 0 0 0

Billing/Phone Area 0 0 0 0 0 0 0 0 0 0

Managers Office 0 0 0 0 0 0 0 0 0 0

Medical Records 0 1 0 0 1 0 0 0 0 0

Physicians Office 3 2 1 0 0 0 0 0 0 0

Lab 1 1 0 1 1 0 0 1 0 0

Nurse's Stration 0 0 0 1 0 0 2 0 0 0

Pod Area 0 0 0 0 0 0 0 0 0 0

Hallway Stand Up Desk 1 1 0 1 0 0 0 0 0 0

Exam 1 not used now 0 0 0 0 0 0 0 0 0 0

Exam 2,3,4,6 (a) 4 4 0 0 4 0 0 0 0 0

Exam 5 (b) 1 1 0 1 1 1 0 0 0 0

Exam7,9,10,11,12,13,14,15 8 8 0 8 8 8 0 0 0 0

Empty physician office 1 1 0 0 0 0 0 0 0 1

Exam 8 1 1 0 1 1 1 0 0 0 0

Totals 14 16 1 13 16 10 2 1 0 1Figure 13 - Technology Request List

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Installation

As the technologies are review and approved they will be checked off from this list.

IHC


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rinter

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Check InCheck OutTelephone RoomBilling/Phone AreaManagers OfficeMedical RecordsPhysicians OfficeLabNurse's StationPod AreaHallway Stand Up DeskExam 1 not used nowExam 2,3,4,6 (a)Exam 5 (b)Exam 7, 9,10,11,12,13,14,15Empty physician officeExam 8

Figure 14 - Technology Acceptance Checklist

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Technology Signoff

The Deployment Team Lead will need a signoff from the following groups – Technology (Desktop & LAN), Practice Administration, and Office Management, detailing the technologies readiness for the ePrescribe module set at the IHC Primary Care practice.

The signoff takes the form of an email. Immediately following the successful completion of the technology preparedness and the appropriate stakeholders will receive a signoff email communiqué. Acceptance indicates that the tasks have been completed.

Figure 15 – Technology Readiness Sign Off

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Graphic of signoff


Text of signoff


Name


Module set title


Staff Preparedness

Staff training plan

A training plan has been established to provide for the proper skills assessment and knowledge transfer to each ePrescribe user. The Practice administrators and office managers should collaborate to enroll all practice staff in this mandatory training class. Supplemental tutoring and coaching is available prior to the go-live upon request.

Figure 16 - ePrescribe training plan document

There are three stages of training for the ePrescribe module.

1. Training system setup and access setup2. Classroom training on the features and functions of the ePrescribe module set3. One-on-One tutoring and refresher prior to the go-live.

Based on the staff role assignments, each practice employee will be given access to the training systems. The state of the data base will be reset to a base condition. The curricula will be distributed electronically and in hard copy. Everybody is encouraged to visit the site, log in, navigate through the screens and functions, and complete as many transactions as possible. End of Day transactions should be exercised as well.

The training materials should be studied in advance and questions compiled as the materials are being reviewed. The FAQ ledger should be studied.

All training will take place in a classroom. For those facilities that are located a considerable distance from the IT general office, a suitable remote classroom may be established. The deployment lead or practice administrator will notify you of the location of the classroom.

Training is mandatory and strict. Please attend all classes you are requested to, and arrive ready as the start time indicates. Cell phone, pager, and laptops are permissible but all efforts should be made to keep distributions to a minimum. The knowledge obtained here is key to the success of the rollout.

The ePrescribe module set is a ½ day (4 hour) class.

Staff Training Check-off List

Figure 17 - Training Check-off List

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Staff and module features understanding checklist


Duration of training session(s)


Module


Module


Module


Name

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re 1

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David Cohen, MDDavid Targan, DOJames Solava, DODaniel Lazowick, DOWilliam Schetman, MDMichelle WeirCatherine BodkinJennifer JanusziewiczFrances Grace LodiseKathryn SpellmanThomas HerrityJacyln SioutisSheila Bryant-DestineMelanie Rae CarusoJennifer LordDanya NewtonEvellin RosaJean SweeneySylvia ThompkinsStephanie Lawson

Remote Access Service training of key practice members will be scheduled and conducted one-on-one. Please ask the deployment leader or the practice administrator for classrooms and times.

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Staff and features table


Go Live

Day -1The day prior to the go-live, the deployment team and practice administrator will visit the practice site for a run through.

The technology will be reviewed to ensure all workstations, printers, and scanners are performing to specification. The application module set will be exercised to ensure that it is available to the site. The user community will log in, navigate to the appropriate ePrescribe screens and functions depending on the users role and access configuration.

A final go, no go decision is required to proceed. If all systems are go, the application will proceed to go the next day. If there are issues that would prevent a go-live, the deployment team will review the corrective actions and advise the stakeholders on steps required to neutralize the obstacle.

Initials Deployment Lead

Practice Administrator

Office Manager

Technology Management

Operations Management

GoNo Go

Notes:

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Day 0Command and Control

The on-site team is comprised of the project lead and two application coaches. They will coordinate all go live activities with the Practice Administrator and Office Manager.

Figure 18 - Command and Control structure

The physician and support staff are pivotal to the success of the implementation of the ePrescribe module set. In-office operations are the primary focus of the go-live. All staff will have sign-on identification, password assignments, and permission to access the required functions within the ePrescribe module set.

The off site team is comprised of the helpdesk as well as key technology contributors - Desktop support, Local Area Network support, Wide Area Network support, and Data Center support. To keep corrective time to its bare minimum, the helpdesk will be instructed to collect issue information and immediately dispatch it to the on-site team members for resolution.

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Module


Module


Day +1The day after the go live is structured the same as the go-live days from a coverage point of view. If all goes according to plan on day 0, some of the on-site personal may be recalled to the IT office.

Response time to issues will remain at its highest level.

Performance monitoring of the technology landscape will be done at the IT office. The performance of the Local Area Network, Wide Area Network, Application Server(S), Data Base systems, and storage performance will continue through the go live week. Statistics on capacity and performance will be review daily to avert user response problems. Metrics will be provided to the IT and ASP groups to reinforce quality objectives.

End of Day debriefings will review the day’s transactions, workflow review, and refinements needed to meet quality objectives. Best practice business process review will be documented and added to the projects archives.

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Week 1The operations of the ePrescribe module set will continue for the remainder of the week. Documentation will be compiled to transition the support of the module to the sustaining support group.

Recommendations on Help Desk knowledge transfer will be documented and review with Help Desk team members and management. Ticket triaging scripts will be developed and provided to the call center personal. The information collection and knowledge transfer documentation will follow the enclosed questioning guidelines.

1. Issue encountered by user.2. Application the user is running3. Function the user is running4. Is the system slow, or not working at all5. Specific actions being taken (save, exit, tab, enter, etc.)6. Specific patient or transaction being worked on7. Specific computer being worked on8. Specific document being printed or reviewed9. Is the transaction missing data or contains invalid data10. Has user tried to perform this function on other computers11. Have other users experiences this issue12. When did this issue arise – Has it been misbehaving all day

The formal turnover from the project team to the sustaining support team will close the project.

The expected service levels of the practice will be documented by the deployment team and IT management.

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Module


Transition to Production

Once the module implementation stabilizes, it is transferred to the sustaining support teams within the organization, and at the application service provider – Siemens. The knowledge of how to take helpdesk calls, add new staff, and diagnose operating issues with the solution is embodied in the Transition To Productions (TTP) documentation.

The sustaining support of the ePrescribe module set is one of many information technologies utilized at the Practice. The responsibility matrix provides a coverage map for each component or process.

Category \ Task

Intern

ational H

ealth

IS E

HR

Ap

plication

An

alyst

Help

Desk

IS A

mb

ulatory T

eam

IS D

BA

Team

IT In

tel Team

IT D

esktop

Team

IT S

torage Mgm

t. Team

IT H

L7 T

eam

IT S

ecurity A

dm

in.

IT S

ite Mgm

t.

Vitalized

EH

R

Problem Report X XFirst Call Resolution (password reset, Account unlocks) XPrinter Setup: (printer must be set for each form)

Individual Forms XPrint Server X

Install Physical printer XActivate printer X

Application Errors:Base X X

Problems X XRX+ X X

Allergies X XNote X X

Vitals X XTask X X

Dictate X XCharge X X

Order X XPersonal Computer Errors XApplication Administration

Creation/Support of templates XSupport of libraries/dictionaries X

Server Support

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Category \ Task

Intern

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IS E

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IS A

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eam

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Vitalized

EH

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Monitor Production Database Backups X X

Monitor Data Storage Consumption X XMonitor Failover Servers X

Monitor All server performance XInterface Monitoring & Support

Reg/Sched inbound to EHR X X XDictionary XML inbound to EHR X X X

Cerner Lab Results inbound to EHR X X XCerner Lab Orders outbound from

EHR X X XIDXRad Results outbound to EHR X X X

IDXRad Orders outbound from EHR X X XMedQuist (Hospital Documentation)

dictation outbound from EHR X X XMedQuist (Hospital Documentation)

transcription inbound to EHR X X XCharges outbound from EHR X X X

Middleware Engine XMonitor Registration Interface Logs XMonitor Scheduling Interface Logs X

Monitor Transcription Interface Logs XMonitor IDXRad Interface Logs X

Monitor RX Fax Logs XDatabase Support XSecurity

Provisioning XPassword Resets, Account Unlocks X

Impac MD User Setup X XMaintain Security

Classifications/Groups XVitalized Contact

Reporting Issues X XProduction Support X X

Training XCreation/Maintenance of Customer System Downtime Procedures XTraining Environment Maintenance

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Coordination with Sites/Orgs XWipe clean/recreate X X

Testing Environment MaintenanceCoordination with Sites/Orgs X

Wipe clean/recreate X XChanges to production environment

Coordinate with IT and provide change details X

Open change mgmt ticket X X X X X X X XCoordinate change with vendor &

Customers X X X X X X X XTesting signoff X

Application UpgradeTesting X

Scheduling with vendor and IS XChange Management X

Project Mgmt (If needed) XFigure 19 - Responsibility Matrix

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The documentation covers the following topics:

1. Top ten support issues of the user community2. Interface technologies that transport data in and out of the ePrescribe module3. Administrative and maintenance instructions – Staff, department, site, coding, etc4. Infrastructure monitoring – diagnostics5. Shutdown and startup procedures and sequencing6. Manual and automatic periodic batch processing7. Applications availability schedule8. Error Log monitoring and corrective action procedures9. Responsibility Support Matrix

Figure 20 - ePrescribe Module Set Transition To Production documentation

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Module


Module set in TTP


Project complete sign off

The Deployment Team Lead will need a signoff from all groups for the ePrescribe module set at the IHC Primary Care practice.

The signoff takes the form of an email. Immediately following the successful completion of the implementation and the appropriate stakeholders will receive a signoff email communiqué. Acceptance indicates that the tasks have been completed.

Figure 21 – vEHR ePrescribe Implementation Sign Off

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Module signoff graphic


Module


Text of signoff


Name


Module

slfc emr application playbook template

Health & Medicine

project plan activities

access list

project background

project scope

project timeline

staff training plan

access assignment list

practice signoff