206 CIS Secure Messaging Admin Functions by hjh63417

VIEWS: 20 PAGES: 74

									206 CIS: Secure Messaging Admin
            Functions
            Andy Knaster
       andrew.knaster@va.gov
            July 15, 2008
       Outline for SM Administration Session

•   Introduction to Secure Messaging (SM)
•   SM Purpose
•   SM Roles
•   Administrator Responsibilities
    – Administrative Functions
    – Reporting
• Questions



                                            2
      Introduction to Secure Messaging
• SM is a system that will provide patients and
  providers with the ability to send non-urgent,
  non-emergency secure messages to the
  intended recipient.
• It will do this without the use of an e-mail system
  and the inherent risks of exposing confidential
  information that comes with e-mail.
• The intent of the system is to improve the
  provider-patient relationship by providing an
  electronic communications medium in addition to
  the telephone.

                                                   3
       SM Roles
•   Veteran
•   Provider
•   Other Staff
•   Administrator




                    4
     Veteran
• Must have
  – Internet Access
  – An My HealtheVet (MHV) account
  – Be In-Person Authenticated (IPA)
    • Show government approved ID
    • Completed the 10-5345a-MHV form
    • View the IPA Introduction Video
  – Opted-in to SM




                                        5
     Opting In Requirements
• Acknowledging several things
  – SM is for non-urgent use
  – The veteran must have been IPAd and have
    an MHV account
  – Adherence to standards of conduct
  – Turnaround time of three business days
  – Any or all messages may become part of the
    patient record
  – Remote notification specifications


                                             6
       Provider
•   Doctors
•   Registered Nurses
•   Nurse Practioners
•   Physician’s Assistants




                             7
     Other Staff
• Clinical Support Team
  – Pharmacists
  – Specialists
  – Technicians
• Provider Triage
  – Call center




                          8
     SM Administrators
• Various levels
  – Nationwide
  – VISN
  – Facility
• Responsibilities
  – Setting up triage groups
  – Adding people to the system
     • Identifying providers, clinical support team, and
       triage staff
  – Running reports
                                                           9
     SM Administrator Responsibilities
• Administrative Functions
• Reporting




                                     10
       Administrative Functions
•   Create an SM Administrator Account
•   Activate an SM Staff Member Account
•   Administer an SM Triage Group
•   Set Up Patient Blocking
•   Configure Group Opt In Status




                                          11
     Create an SM Administrator Account

• Who can create an SM Administrator
  account for a particular level of SM
  Administrator?
• Create an SM Administrator account




                                          12
           Who Can Create a SM Administrator
           Account?




                                Account to Create
Creator          National       VISN                Facility
National                                                     
VISN                                                  (within VISN)
Facility                                             (within Facility)
     Create an Administrator Account
• Administrator accounts are set up and
  maintained through the MHV
  administrative portal
• The national release is going to be a
  phased roll out
  – SM National administration is going to take
    care of making sure that administrative portal
    access is provided as needed
15
16
17
18
19
20
21
22
23
24
Activate an SM Staff Member Account




                                  26
Activate an SM Staff Member Account




                                  27
Activate an SM Staff Member Account




                                  28
Activate an SM Staff Member Account




                                  29
Activate an SM Staff Member Account




                                  30
Activate an SM Staff Member Account




                                  31
Activate an SM Staff Member Account




                                  32
Activate an SM Staff Member Account




                                  33
     Administer an SM Triage Group

• What is an SM triage group?
  – Triage staff
  – Clinical team members
  – Providers
• Grouped together to serve as the initial
  recipient of messages
• Actions
  – Handle a message
  – Assign a message

                                             34
Administer an SM Triage Group




                                35
Administer an SM Triage Group




                                36
Administer an SM Triage Group




                                37
Administer an SM Triage Group




                                38
Administer an SM Triage Group




                                39
Administer an SM Triage Group




                                40
Administer an SM Triage Group




                                41
Administer an SM Triage Group




                                42
Administer an SM Triage Group




                                43
     Set Up Patient Blocking
• Why block a patient?
  – Repeatedly using SM for non-routine
    communications
  – Using offensive language or otherwise
    violating the terms and conditions
• If one person blocks a patient, that patient
  is blocked from all access




                                             44
Set Up Patient Blocking




                          45
     Configure Group Opt-In Status
• What is opting-in/opting-out?




                                     46
     Group Opting In/Out
• This is to allow the SM Administrator to opt
  in and opt out one or more users at a time
• In the clinical environment, the SM
  Administrator is the only one with the
  ability to perform opt ins and opt outs




                                            49
Group Opting In/Out




                      50
Group Opting In/Out




                      51
Group Opting In/Out




                      52
     Reporting
• The Importance of Reporting
• Reports Available to Administrators
• CSV Files




                                        53
     The Importance of Reporting
• Measurement of Impact
  – Improvement in patient care
  – Reduction in phone calls and visits
• Assessment of Compliance
  – How many messages are completed in the
    required timeframe
• Process Improvement
  – Appropriate staffing of triage groups
  – Understanding and reacting to trends

                                             54
     What is a CSV File and Why Should I Care?

• The output of all the reports is a CSV file
• CSV stands for “Comma Separated
  Values”
  – Plain text file
  – Displays as an Excel spreadsheet if…
     • Internet Explorer is the browser
     • Excel is installed on the system
  – Can also be downloaded and read by
     • MS Access
     • MS Word

                                                55
       CSV File
"Messages by Provider","","","","",""
"Date Range: 07/01/2007 – 08/31/2007","Smallville
   VAMC","","","",""
"Provider Name","Total Messages","Progress
   Notes","Read","Unread","Escalated"
“Patient, One Q.","44","13","26","5","0"
“Patient, Two","27","4","13","8","2“



Resulting Excel Spreadsheet




                                                    56
       Reports Available to Administrators

•   Messages by Category
•   Discovery Audit
•   System Health Monitor
•   Lists on Demand




                                             57
     Messages by Category
• This report breaks down messages by
  categories determined by the use of
  predefined message forms
• At release time there will be 11 different
  predefined message forms




                                               58
Messages by Category




                       59
Messages by Category




                       60
     Discovery Audit
• This report is used by request for HIM for
  discovery during litigation
• Because it contains the actual content of
  messages a special password must be
  used to access the report




                                               61
Discovery Audit




                  62
     System Health Monitor
• A report that regularly checks the
  operational status of the system
• This reports in real time and historically




                                               63
System Health Monitor




                        64
System Health Monitor




                        65
System Health Monitor




                        66
     Lists on Demand
• Numbers of Opted In
  – Providers
  – Clinical Team Members
  – Triage Staff
  – Veterans
• Escalated Messages




                            67
     Lists on Demand
• Message Counts
  – Providers
  – Clinical Team Members
  – Triage Staff
  – Veterans
  – Total Messages
  – Messages Saved as Progress Notes
  – Messages Read
  – Messages Unread

                                       68
Lists on Demand




                  69
Lists on Demand




                  70
      Other Reports
• In addition to the reports previously mentioned,
  SM will be able to produce reports using
  Microsoft Reporting Server
• These can be designed without a revision to the
  application software
• They will typically be run on a scheduled basis
• The output is a CSV file like the other reports
• This is a very important feature because we will
  discover the need for more business metrics as
  we use the application

                                                 71
      Active Participant Report
• Count of participants that have received or sent
  a message during the reporting interval.
  – Grouping: VISN, facility
     • Sub-grouping: Clinician, Staff, and Patient
     • Reporting interval: Day, Week, Month, Year




                                                     72
     Response Turnaround Time Report

• The Secure Message table contains two
  timestamps.
  – One is for the date and time the message was
    created.
  – The second is the date and time the message
    was marked complete.
  – The difference between those is the response
    time, the basis for this report.




                                              73
     Response Turnaround Time Report

• Count of messages marked complete
  within three business days of origination.
  – Grouping: VISN
     • Reporting interval: Month and Year
  – Grouping: Facility
     • Reporting interval: Day, Week, Month, Year




                                                    74
      Response Turnaround Time Report
• Count of messages marked complete after more
  than three business days of origination.
  – Grouping: VISN
     • Reporting interval: Month and Year
  – Grouping: Facility
     • Reporting interval: Day, Week, Month, Year
  – Response Time minimum, maximum, and average
     • Grouping: VISN
         – Reporting interval: Month and Year
     • Grouping: Facility
         – Reporting interval: Day, Week, Month, Year




                                                        75
     Training and Education
• A very conscious effort has been made to
  make SM Administrator functions “user
  friendly”
• However, we will have specific training
  and education materials available for SM
  Administrators




                                         76
Questions




            77

								
To top