Countdown Checklist L8, T-minus 9: Check In Basket

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Check In Basket

Launch 8 prescribers who have completed basic training and the associated proficiency assessment gain access to the Connect Care production environment (PRD), where they can complete personalizations and otherwise get ready for launch. As soon as a prescriber gains access to PRD, they also have an active "In Basket", with immediate implications to the routing of patient test results and communication.

Some prescribers participate in or are affected by early cutover and conversion activities; they can line up orders that need to be ready in the system at launch. There may be communications that relate to setting up surgical cases or outpatient encounters that will occur post-launch. In addition, once a prescriber's account is activated in PRD, new test results will start to automatically route to the prescriber's In Basket, and other Connect Care users can send messages to the prescriber via In Basket.

More information on managing results and reports is available in the Connect Care Manual. A Results Management Toolkit has been prepared (and is continually enhanced) to help prescribers hone effective and efficient results management habits. Prescribers with "mixed-context" practices need to be aware of situations where results might route to both their Connect Care and external EMR systems.

For these and other reasons, it is best to start regular In Basket checks now. A useful In Basket personalization sends alerts to an email of one's choice when there is new In Basket content.

• Tip: Email alerts to In Basket tasks
• Manual: In Basket
• Toolkit: Results Management
• FAQ: Results Routing for Mixed-Content Prescribers

Countdown Checklist L8, T-minus 10: Anticipate Computerized Prescriber Order Entry (CPOE)

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Anticipate CPOE

Computerized Prescriber Order Entry (CPOE) refers to the process of a medical prescriber entering orders electronically via a digital health record instead of using paper-based processes. 

CPOE offers an important means by which health processes and outcomes can improve. Entered orders trigger clinical decision supports that can help avoid unsafe medications, promote best practices and improve system performance. Studies show that the move from paper to CPOE decreases common medication errors by 50% or more.

Accordingly, it is a Minimum Use expectation that all tests, interventions and medications that can be ordered in Connect Care must be ordered in Connect Care. Very few exceptions are acceptable.

Connect Care provides tools that make CPOE as easy as possible. Indeed, with the convenience of ordering personalized favourites on any computer or mobile device, anywhere, anytime, ordering is easier to do, and do well, than when constrained by paper. Still, Launch 8 will bring significant change for many providers at facilities moving from paper to computerized order entry. This is a good time to anticipate and prepare for CPOE. Launch 8 prescribers should discuss with their medical leadership about expectations of CPOE as well as their department’s non-urgent communication tools pact.

• Manual: Clinical Ordering Norms
• Byte: Consultant Orders
• FAQ: Prescriber Orders
• Norm: Prescriber Orders

Countdown Checklist L8, T-minus 11: Anticipate Post-Acute Cutover

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Anticipate Post-Acute Cutover

Cutover for post-acute care is a process through which key pieces of information about admitted patients are entered into Connect Care prior to launch. The primary concern for prescribers will be the management of medication and non-medication orders, and the translation of important information about patients’ clinical status from a paper record to Connect Care.

Prescribers facilitate six key tasks as part of post-acute cutover processes:

• Pre-Launch (April 22–May 3)

1. Clean up medication orders in legacy systems and fill out Facility Living Order Forms. Remove unnecessary orders or unused PRNs.
2. Fill out or review and sign Non-Medication Order Forms for each admitted patient. Should be found on the front of charts. Deadline is end of day May 1 for post-acute care teams. Ensure the orders are predictive of the patient needs as of May 4 at 05:00.
3. Optional: Create list of all patients the team is following before May 3 at 23:00, to ensure smooth creation of provider specific and specialty lists.
4. Order Validation and Problem List confirmation starting on April 30. Clinical teams will be entering orders at the same time, so please be patient as information is entered into the system. Note this step can also be done post-launch, if teams are not able to do it ahead of launch. 

• Reminder: All team members should be logged out of the legacy and Connect Care systems by May 3 at 23:30, and remain out of the system until May 4 at 05:00.

• Post-Launch (May 4)

1. If not done pre-launch and required for area, create provider specific patient lists.
2. Compare legacy Medication and Non-Medication orders to Connect Care orders. Orders that will be missing include but are not limited to: 
• Reoccurring medications that were ordered after pharmacy closure time. 
• Wound Care orders. 
• Area specific orders.
• Orders that have changed since cutover occurred for patient.

The following resources can help prescribers prepare for post-acute cutover activities (for long-term care/Continuing Care activities, see this post):

• FAQ: Post-Acute Care Prescriber Role at Cutover - Launch 8 
• Checklist: Post-Acute Care Prescriber Checklist for Cutover – Launch 8
• Manual: Cutover
• Form: Cutover Non-Medication Orders (example)
• Tip: Medication Reconciliation at Cutover

Countdown Checklist L8, T-minus 12: Know Where to Get Downtime Help

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Know where to get Downtime Help

The Connect Care clinical information system (CIS) needs periodic maintenance. Scheduled downtimes can happen as often as monthly, usually in the early hours of a weekday (e.g., between 00:30 and 04:30), avoiding peak patient care times. Downtimes can affect CIS parts (e.g., linked WellSky transfusion system) and/or the entire digital health record. Details about affected sub-systems are posted in advance of a planned downtime, and a variety of backup systems ensure that things like test results, order sets, documentation and other key tools remain accessible. During downtime, a CIS environment that provides a read-only view of chart information is available.

Most clinicians rarely, if ever, experience a scheduled downtime, and unscheduled downtimes are even rarer. The key is to know where to find just-in-time information and support.

The Connect Care Manual is hosted on separate servers not affected by AHS infrastructure, and so remains available during downtimes. In preparation for launch, check out the following link to see what the Manual covers. Essential information on downtime procedures is covered in a 1-page tip sheet, worth bookmarking. The first downtime scheduled after launch will be in September, so there will be plenty of time to prepare.

• Manual: Downtime Procedures for Prescribers
• Tip: Downtime Essentials for Prescribers

Countdown Checklist L8, T-minus 13: Get Ready for RAAPID

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Get Ready for RAAPID

Transferring admitted patients between facilities may seem a confusing process, particularly when the receiving facility is not on Connect Care. But there's help! 

• RAAPID: The RAAPID (Referral, Access, Advice, Placement, Information & Destination) service manages all consultation requests within Connect Care, streamlining the process into a single "Intake Encounter". If transferring a patient to an alternate level of care or to emergency care, call RAAPID first.
• Leave of Absence (LOA): Once RAAPID is involved in the process, a Leave of Absence order should be entered to communicate the unit to start the transfer process in Connect Care.

For additional information on RAAPID and LOA workflows, see the Connect Care Manual. 

• Manual: RAAPID
• Manual: Leave of Absence (LOA)

Countdown Checklist L8, T-minus 14: Confirm Dual Roles

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Ambidextrous? Let us know!

Most physicians work within a primary care or specialty service and are well served by the Connect Care department, role and user template initially assigned to them. Some prescribers work in multiple facilities or specialties (e.g., Critical Care and Medicine), still served well by their Connect Care toolset and the ability to change departments (contexts) on the fly.

Some prescribers work in two or more clinical areas that require quite different clinical information system (CIS) modules. The emergency module (ASAP), for example, is not like the critical care user interface. If one needs to switch between different modules for different roles (e.g., ER physician and Critical Care physician), then more than one "job" needs to be added to one's Connect Care prescriber record.

Connect Care has made these configuration changes for dual-role prescribers who are already known. If you think you may have been missed, likely because you do not see a module you need in PRD, get in touch with Medical Affairs or Provincial NP Services to request adjustments to your profile.

• Medical Affairs:
• North Zone: NZ.Privileging@ahs.ca
• Edmonton Zone: Edm.MedicalAffairs@ahs.ca 
• Central Zone: CZMAprivileging@ahs.ca 
• Calgary Zone: CAL.MedAffairsConnectCare@ahs.ca 
• Provincial NP Services: prov.npservices@ahs.ca
• Demo: Tip - Changing Contexts
• Tip: Changing Jobs

Countdown Checklist L8, T-minus 16: Check Provider Registry Entry

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Confirm PROVIDER REGISTRY Information

The Connect Care clinical information system (CIS) draws from a “provider registry” to store information about clinicians in the CIS. The registry is also a source of information that can affect how CIS user roles and permissions are set up, how providers can find and communicate with one another, and how things like preference lists and referrals work. 

It is important that this information be correct, and getting ready for Connect Care launch is a perfect time to validate information about oneself. Specific instructions are provided in: 

• Tip: Confirming Provider Registry Information

Access and identity essentials are described in the Connect Care Manual.

Countdown Checklist L8, T-minus 18: Identify Launch Supports

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Identify Launch Supports

This is a good time to check that you and your colleagues know who the Super Users, Medical Informatics Leads or other peer-resources are for your clinical site, group, area or clinic. They can facilitate pre-launch personalization activities. They will be present and a great resource during the weeks around launch. 

Clinical groups may plan for their own start and end-of-day check-ins to flag issues to forward to twice daily launch support meetings.

Note where Launch Supports are described in the Connect Care Manual. This information is frequently updated with specifics about how to find and use in-person, online and telephone supports for help with Connect Care on-boarding, including the daily Super User schedule and details about the Launch 8 Virtual Drop-in Centre (which opens today, April 15).

• Manual: Launch Supports
• Poster: Launch 8 Virtual Drop-In Support
• Tip: How to Find Help Before, During, and After Launch - Launch 8 Prescribers

Countdown Checklist L8, T-minus 21: Confirm PRD Access

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Check your PRD (Production) Access

All prescribers who have completed their On Our Best Behaviours (InfoCare) training and Connect Care Proficiency Assessment (EUPA) should be able to log in to the full production version of Connect Care (PRD) by now.

Please do the following from within an AHS network (AHSRESTRICT) or from outside with the aid of an RSA security Token:

1. Go to myapps.ahs.ca and log in with your AHS username and password. Can't get in? See "Access Problems" in the Connect Care Manual.
2. Once logged in to myapps.ahs.ca, ensure that the PRD (production) Connect Care icon is available. If not, see "Access to Connect Care Clinical Applications" in the Manual.
   
   
   
   
   
3. Open PRD and log in with your AHS username and password. Can't get in? Contact AHS IT Service Desk or ConnectCare.SupportTeam.Security@ahs.ca. 

We are trying to identify Launch 8 users who somehow got missed in access provisioning. Do not expect access if OOBB (InfoCare) or EUPA is not complete.

Countdown Checklist L8, T-minus 23: Take Action to Receive Results to your Community Clinic

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Take Action to Receive Results to your Community/ Non-AHS Clinic(s)

Community providers throughout Alberta who order general lab, microbiology tests, pathology, and all other specialty labs, diagnostic imaging (DI), or who submit specimens for testing, need to take action. Every requisition given to a patient seen outside of AHS or sent with a specimen from a non-AHS site (including microbiology, pathology and specialty tests) needs to contain: 

• Authorizing provider’s full name
• Clinic name
• Address
• Submitter ID (for labs)
• Department ID (for DI) 
• Provider ID for the authorizing provider
• All pertinent clinical information 

An audit in the latter part of 2023 showed that nearly half of providers were not using the provider, submitter, and department IDs on their requisitions. When the IDs are not used, delivery of results to your EMR or clinic fax/mail may be significantly delayed. Provider, submitter and department IDs, and can be found at provideridlookup.ahs.ca. 

For more information:

• Tip: Using Connect Care IDs on Laboratory and DI Requisitions
• Resource: Delivery of Results to Community-based Providers from Connect Care

Countdown Checklist L8, T-minus 25: Confirm Connect Care Access and Login Role

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Confirm Access and Role(s)

Do you, or could you, have clinical duties May 4, 2024 or following at a Launch 8 site?

If so, it is essential that you confirm that you have access to the AHS Network (insite.ahs.ca), to the Unified Access Portal (myapps.ahs.ca) and to Production (PRD) Connect Care. A successful PRD login (using your AHS username and password) is just the start. It is also important that a PRD login opens a Connect Care environment appropriate to one's roles and duties. Best to sort out any problems now, well before launch.

A "virtual login lab", which occurs during personalization training, allows Launch 8 clinicians to confirm that they have access to the right tools in the right way. Follow these steps (in order):

• Complete basic training, the associated end-user proficiency assessment (EUPA) and On Our Best Behaviours (InfoCare privacy training).
• Login to myapps.ahs.ca with AHS network (HEALTHY) login credentials and launch Connect Care production (PRD).
• At the Hyperspace login screen, enter your AHS username and password.
• If multiple "jobs" are presented (multi-role physician), complete the rest of this process for each in turn.
• When asked for a "Department", choose the appropriate zone virtual clinical department (e.g., Edmonton Zone Cardiology, Edmonton Zone Pediatrics). 
• Note: Only a few specialties use a physical department for login - see the Manual for the list of exceptions.
• Once opened into Hyperspace, use the search function (top-right corner), type "CMIO" and jump to the "CMIO Login Labs Info" activity. Alternately, select the top-left "Epic" button, then "Help", then the "CMIO Login Labs Info" submenu item.
• Examine the information provided and complete the linked survey to indicate whether the physician roles and templates appear correct.

For more information:

• Tip: CMIO Login Lab
• Manual: CIS Access
• Manual: Choosing the Right Login Department
• Manual: Identity and Contact Information
• Tip: Confirming Prescriber Registry Information

Countdown Checklist L8, T-minus 28: Get Ready for Billing Workflows

Continuing our list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Learn about Billing Workflows in Connect Care

A previous item introduced the “Service Codes” activity available in patient charts opened in Hyperspace, which allows prescribers to integrate Professional Billing into clinical workflows. Watch this short, animated video to understand the advantages of this workflow over traditional paper billing documentation. Documentation via the Connect Care mobile apps, Canto and Haiku, uses workflows similar to Service Codes. 

The Alberta Health Information Act permits prescribers to use personally identifiable health information for the purposes of getting paid for services. Traditionally, medical staff at AHS, Covenant Health and other publicly funded facilities would print this protected patient information from legacy electronic medical records (EMRs), and then make notes on the printout about health services charges to be submitted to Alberta Health or other payer. When using Service Code Capture and Professional Billing, patient and billing information is fully secure, and kept private throughout the workflow. For more information, please contact ServiceCodeCapture@ahs.ca; for NP-specific billing questions, contact Provincial NP Services at prov.npservices@ahs.ca.

• Webinars: Prescriber Billing in Connect Care - April 10, 16, and 23
• Manual: Professional Billing
• Insite: Nurse Practitioner Professional Billing
• Manual: Charge Capture
• Manual: Mobile Charge Capture

Countdown Checklist L8, T-minus 32: Meet the Connect Care Concierge

Continuing our list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Meet Your Connect Care Concierge! 

A unified intake portal for Connect Care user support, the "Concierge", is at your service!

Check it out and familiarize yourself with methods for seeking help when you need it.

A unified intake process allows user needs to be captured, channeled and tracked. All users, Super Users and helpers can enter requests and suggestions. The Connect Care “Concierge” service offers a single point of capture for help, feedback and requests (help.connect-care.ca is easy to remember).

• Concierge: help.connect-care.ca (or, insite.ahs.ca/ccsupport)
• Manual: Embedded Help Desk Request Tool
• Manual: Launch Support - User Supports

Countdown Checklist L8, T-minus 39: Check AHS Security Profile

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Update Your AHS Security Profile

This task anticipates future calls to the AHS IT HelpDesk or Connect Care Solution Centre. Among other things, prescribers may need help with login credentials or remote access Tokens.

HelpDesk must confirm the identity of callers. This is done with a security profile, including special questions and answers, that the prescriber can set up independently, as explained in the Connect Care Manual.

All Launch 8 prescribers are asked to check and possibly update their security profile:

• AHS IAM Security Profile (iam.ahs.ca/user)

Upon authenticating to the IAM user section, look for a "Update Security Questions" in the bottom-left column. You will set a secret word and answers to a series of security-prompt questions. Remember the answers! (Note: You must have a Token for external access or do this from within AHS networks.)

Countdown Checklist L8, T-minus 42: Complete and Close Legacy Charts

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Complete and Close Legacy Charts

Incomplete charts at Launch 8 sites need physician attention pre-launch. Moving to a new clinical information system (CIS) is hard if pre-existing records are not tidied up.

Physicians must attend to ALL incomplete Launch 8 AHS health records by May 3, 2024. This includes outstanding dictations and signatures for inpatient and day surgery health records, not just those that are overdue. 

After 05:00 on May 4, 2024, records will be completed through the Connect Care CIS rather than external dictation or eScription. Any outstanding incomplete records that exist at cutover will not be transitioned into Connect Care. Any incomplete health records on inpatients discharged on/after May 4, 2024 will be completed in Connect Care. 

Physicians can contact Health Records at the Launch 8 sites Monday to Friday 07:45–16:00 to obtain a list of incomplete charts requiring attention.   

Countdown Checklist L8, T-minus 46: Get Ready for Mobility

Continuing our list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Get Ready for Mobility and Speech Recognition

Connect Care mobile apps (Haiku, Limerick and Canto) allow access to the patient chart on personal devices anywhere there is Internet access. Dragon Medical One transforms Android or Apple smartphones into transcription devices for dictation directly into the medical record. 

AHS uses the "Workspace ONE" application to distribute these clinical applications to mobile devices, while ensuring the devices work with Connect Care to protect patient information.

• Haiku – Connect Care for iPhones or Android smartphones.
• Limerick – Installs on Apple Watches and works with Haiku alerting functions.
• Canto – Connect Care on iPad tablets.
• PowerMic Mobile – Installs to iPhones or Android smartphones for speech recognition (allowing in-system dictation and voice commands to Connect Care).

Mobile apps have proven very popular with prescribers. They simplify anywhere/anytime access to lists, patient information, dictation, notes, orders and communications. Clinicians will want to set these up as soon as basic training is complete:

• Tip: Connect Care Mobility for Apple Devices
• Tip: Connect Care Mobility for Android Devices
• Manual: Mobility
• Manual: Dictation
• Tip: Considerations When Selecting a Mobile Device
• FAQ: Are there limits to Connect Care Mobility supports for Orders?

Countdown Checklist L8, T-minus 49: Complete Basic Training

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Complete Basic Training

All Connect Care users must demonstrate basic proficiency (based on basic training) before gaining access to the Connect Care clinical information system (CIS) and undertaking personalization and mobility training.

The EUPA ("End User Proficiency Assessment") is used to assess basic proficiency. It becomes available in MyLearningLink (MLL) with basic training registration, and is to be completed after basic training is complete. The assessment is done online. It is not hard and is "open book" alongside a Connect Care environment (practice in PLY, check EXAM while assessment is in progress) with access to training guides. To prepare, practice in addition to basic training is recommended.

Don't procrastinate! It is better to take the EUPA, not get the needed 80%, and then re-take. Delaying only keeps one from progressing to personalization. And there is no access to the full production CIS unless both On Our Best Behaviours (OOBB; Privacy & Confidentiality Training, InfoCare) and EUPA are complete (note that it may take up to 12 hours after passing the EUPA to gain access).

After completing the EUPA, check to see if it shows under your "Completed" tab in MLL. If not, don't worry! Use the following link to affirm that you have completed, and you will be moved to pass.

• Attestation: Connect Care EUPA Pass

Countdown Checklist L8, T-minus 53: Consider UserWeb Access

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• (Optional) Register for UserWeb Access

While Epic Systems software is but one part of the Connect Care clinical information system, it provides essential database, integration, and all user interface functions. 

Understanding the Epic ecosystem can make a difference to Connect Care users who wish to become a resource to their peers (e.g., Super User). A wealth of information is available through Epic's "UserWeb". 

Connect Care Manual and blog postings may reference UserWeb resources, available only to those with UserWeb login credentials. These are easy to obtain (be sure to use your AHS email when registering):

• Epic: UserWeb (userweb.epic.com)
• Manual: Access to Epic UserWeb

Countdown Checklist L8, T-minus 56: Get Ready for Billing

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Get Ready for Billing with Connect Care

In getting ready to launch, you have likely heard that Connect Care can do billing. While true, access to full billing management in Connect Care, i.e., Resolute Professional Billing, is limited to the cohort of physicians who have a pre-existing billing arrangement, as well as all nurse practitioners (NPs), once their site launches Connect Care. Most prescribers then will not use Resolute, but can use the "Service Code Capture" activity in Hyperspace to assemble the information needed to support a billing claim.

The table below highlights the difference between billing from within Connect Care (i.e., using Resolute) and using Service Code Capture to submit claims from outside of Connect Care, just like you do now. Contact servicecodecapture@ahs.ca with questions; for NP-specific billing questions, contact Provincial NP Services at prov.npservices@ahs.ca.

Submitting Claims Outside of Connect Care with Service Code Capture (SCC)	Submitting Claims Through Connect Care with Resolute Professional Billing
Available to any prescriber documenting in Connect Care.	Not an option for most prescribers who use Connect Care due to Alberta Health directive. Includes all NPs.
No change to the billing software prescribers or their billers use. No change in who prescribers engage to assist with billing for their services.	The Professional Billing Office (PBO) has full-time billing specialists.
Several Alberta billing software vendors and private billing services have built functionality to support importing of SCC data into their systems.	AHS will send bills to all third-party payers and collect payments.
Payments flow directly to prescribers’ bank accounts.	Any payments billed by AHS are payable to AHS, so there is a delay in payment disbursement.
Prescribers have full control over billing decisions and effort taken to collect payments.	All self-pay patients are billed by AHS and decisions about payment collection are according to AHS Finance policy.

• Manual: Professional Billing
• Insite: Nurse Practitioner Professional Billing
• Manual: Charge Capture
• Manual: Submitting Claims Through Connect Care
• Manual: Submitting Claims Outside of Connect Care

Countdown Checklist L8, T-minus 58: Register for Personalization Training

Continuing a list of essential actions for Connect Care Launch 8 prescribers readying for launch May 4, 2024...

• Confirm REGISTRATION for PERSONALIZATION

Successful personalization of the Connect Care clinical information system has a big impact on prescriber success at launch. It is very important to take advantage of personalization workshops pre-launch. Among other things, these introduce many tips that make Connect Care use both efficient and enjoyable.

Personalization training begins March 18. Make sure that you are already registered or take advantage of self-registration via MyLearningLink (supported on a first-come-first-scheduled basis).

Personalization objectives, prerequisites and preparation are all described in the Connect Care Manual.