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New Clinic Toolkit - 7 Results and Transcriptions Distribution Set Up

  • Updated

Purpose
Confirm Existing C#s
Request for New C#s
Determine Providers' Current Transcription Services Inbox
Transition Providers' Transcription Services Inbox to Profile EMR POS
Send Excelleris HL7 Form
Send Excelleris AUA Form
Send Provider Information Update Form
Confirm Go Live with Labs and Excelleris
Receive Excelleris Certificate and Password
Develop Historical Results Plan
Go Live: Configure Clinic Inbox to Receive Results
Post Go Live: Monitor Results Distribution

 

Purpose

 

Confirm Existing C#s

If a clinic has existing C#s, you may be able to use this for during this clinic implementation if it is not used by other programs. Discuss this with Clinical Informatics.

Pre-Requisites

  • No existing C#s with LifeLabs and LM Labs
  • List of users with their MSP ID who will be ordering and receiving transactions in User List workbook

Tools and Resources

Point Person

  • Lead Analyst
  • Clinical Informatics

Instructions

Email LIfeLabs and LM Labs and copy Excelleris with below details:

To: 'CICBRL@lifelabs.com' <CICBRL@lifelabs.com>; Lab Physician Updates [PHSA] <labphysupdates@phsa.ca>
Cc: Excelleris-support <Excelleris-support@lifelabs.com>
Subject: C# for<Clinic Name>

Hi Lifelabs and LM Labs,

Can you please confirm if <Clinic Name> has an existing C#?

  • Clinic Name: <Clinic Name>

  • Clinic Address: <Clinic Address>

  • Phone Number: <Clinic Phone Number>

  • Key Contact: <Clinic Manager>

The clinic will be transitioning from <PARIS> to Profile EMR for their EHR. The clinicians are currently checking transactions through <Excelleris Launchpad>.

Tentative go-live date: <Date>

Thanks,

<Signature>

 

Request for New C#s

Note: If a clinic does not have providers who will be ordering and signing off transactions, then this step may not be required. Discuss this with Clinical Informatics.

Unless they have existing C# for one of the labs, most clinics will require a C# for both LIfeLabs and Lower Mainland (LM) Labs. Exception: Some rural clinics like Powell River Youth Clinic only required LM Labs C# because there are no LifeLabs locations in Powell River.

Pre-Requisites

  • No existing C#s with LifeLabs and LM Labs
  • Clinic name has been finalized (descriptive name without C# will suffice
    e.g., Vancouver Community Youth Concurrent Disorders Services (instead of POS name VC Yth Concurrent-C####/C#####)
  • Clinic address and phone/fax details have been gathered
  • List of users with their MSP ID who will be ordering and receiving transactions in User List workbook

Tools and Resources

Point Person

  • Lead Analyst
  • Clinical Informatics

Instructions

Email LifeLabs and LM Labs separately with below details:

Hi there,

We have a new clinic that requires a C#:

Projected Go Live: <insert Go Live date>

<RB - Consider adding this note: This is needed 1 month PRIOR to Go Live: <insert Go Live date minus 1 month>

 

*Clinic Name:

Address:

Phone:

Fax: 

Fax number may change in the future; we will send an update if so.

Clinicians: 

<Insert table of clinicians with First name, Last name, Role, and MSP ID from User List workbook>

 

*IMPORTANT: Please ensure the clinic name contains only alphanumeric characters. Including special characters (e.g., hyphens, dashes, symbols) may cause an error when processing labs.

 

Determine Providers' Current Transcription Services Inbox

Pre-Requisites

  • Clinic name has been finalized (descriptive name without C# will suffice
    e.g., Vancouver Community Youth Concurrent Disorders Services (instead of POS name VC Yth Concurrent-C####/C#####)
  • Clinic address and phone/fax details have been gathered
  • List of users with their MSP ID who will be ordering and receiving transactions in User List workbook

Tools and Resources

Point Person

  • Lead Analyst

Instructions

  • Email Transcription Services the below template
    Subject: Current Transcription Services Inbox

    Hi there,

    We have a new clinic going live in Profile EMR on <insert Go Live date>. Can you please provide the current transcription inbox and mode for the below providers?

    Clinicians: 

    <Insert table of clinicians with First name, Last name, Role, and MSP ID from User List workbook>

Transition Providers' Transcription Services Inbox to Profile EMR POS

Pre-Requisites

Tools and Resources

Point Person

  • Lead Analyst

Instructions

  • Email all the providers the below template, copying clinic leadership (forward the reply from Transcription Services)

    Hello [POS Name] Providers,

    As you may already be aware, Transcriptions can be distributed to only one clinic location per provider. For most providers who use Profile EMR, that one address is their Profile EMR clinic's address with the mode of electronic delivery. If a transcription is meant for you but for a client at a different clinic, admin staff would typically print and give you the paper copy.

    Please reply back to this email within one week if you would like us to transition your Transcription distribution to Profile EMR.

  • Email Transcription Services the below template (forward the reply from Provider)

    Hi there,

    Please update provider [Provider Name] Transcription electronic distribution to [POS Name] [POS Address].

Fill Out Excelleris HL7 Form

The Excelleris HL7 form is a request for Excelleris to setup the communication from Excelleris to the EMR POS. If desired, a free history download of transactions can be included for up to 2 months (recommendation is 1-2 weeks only for practice as these results have typically been seen by the providers already via Launchpad/Mail/Fax). If more than 2 months of historical transactions is required, see Optional: Historical Download.

Pre-Requisites

  • Both LifeLabs and LM Labs C#s have been received
  • POS name has been finalized (with C#s) - POS Name-[LifeLabs C#]/[LM Labs C#]
    Max characters is 30 due to form field limitations (prints on requisitions and forms etc)
    e.g., VC Yth Concurrent-C1234/C12345
  • Go Live date has been determined - Send the form at a minimum 2 weeks prior to Go Live
  • Free history download date

Tools and Resources

  • Excelleris HL7 Form template

Point Person

  • Lead Analyst

Instructions

1. Complete the HL7 form for a new clinic as per below screenshots (add free History Download in Additional Special Instructions field)

  •  
    • Option 1: Keep EMR Contact is Manson with SA email
      Follow up required by lead analyst with SA to ensure Excelleris certificate/password received in time for Go Live
    • Option 2: Update EMR Contact to yourself as Lead Analyst with your email
      Forward Excelleris certificate/password received to SA email

mceclip0.png

2. Email filled out HL7 form to: Excelleris-support <Excelleris-support@lifelabs.com>

Template:

Hello Excelleris,

Please find attach HL7 form including provider list. Go Live is [insert date]. [Each of the providers' AUA Form are also attached.]
This clinic has been receiving transactions via [Launchpad]. [Please load two weeks' worth of transactions (13 Nov 2023 and earlier).]

Please also ensure that any duplicate delivery modes to this clinic and associated providers is removed. Electronic distribution only.

 

Fill Out Excelleris AUA Form

The Excelleris AUA Form needs to be completed by all clinicians who should be receiving Excelleris transactions at the new POS in Profile EMR.

Pre-Requisites

  • Clinic setup in DEV (New Clinic Set Up - 9a Demo) or Template Excelleris AUA form PDF
  • Confidentiality Undertaking form (if no digital signature in user account)
  • POS name has been finalized (with C#s)

Tools and Resources

Point Person

  • Lead Analyst

Instructions

Important! Consider using the Template Excelleris AUA form PDF in the work item folder as well as the Confidentiality Undertaking form to capture digital signature (only eLearning modules and no in person training to gather digital signature). Send to admin supervisor for them to have their clinicians fill out, sign, and scan back to you.

The Excelleris AUA form can be accessed in Profile EMR under Admin forms shortcut (should be logged in as CSC or clinician user).

mceclip1.png

Save the pdf of the form from EMR (If printed from EMR DEV after the POS set up, clinic information, name, address, phone and fax, will be defaulted) and send it to the clinic contact with below instructions.

mceclip2.png

Fill Out Provider Information Update Form

The Provider Information Update Form needs to be completed for all clinicians who will order and receive results under the clinic. Final check before Go Live to confirm setup and in addition, user list may have changed.

Pre-Requisites

  • Send at least 3 weeks prior to Go Live 

Tools and Resources

Point Person

  •  

Instructions

Important! Consider emailing the labs and Excelleris with this information using the same email thread as the C# emails for context (instead of using the Admin Forms).

New Profile EMR Clinic going live:

  1. Provider information form can be accessed in Profile EMR under Admin forms shortcut (should be logged in as CSC or clinician user).
  2. For larger clinics, use the <> template to send the provider information
  3. After receiving the HL-7 form and provider information, Excelleris will schedule the go live for the clinic. The security CERT and PIN will be sent a few days before the go-live.
  4. Both labs will send confirmation that provider information has been updated.

Send Communication to LifeLabs, LM Labs, Transcription Services, and Excelleris

Confirm Provider Information Update Form and Go Live date was received and processed.

Pre-Requisites

  • All steps above

Tools and Resources

  •  

Point Person

  •  

Instructions

  1. Send the email notification to PHSA (LM) Labs, LifeLabs and Excelleris with below details.

    Clinic Name:

    Address:

    Clinic Name in EMR (with C#s):

    Phone:

    Fax:

    Go-Live Date:

    Attach the HL7 form, provider information forms/spreadsheet, and AUA forms (if applicable).


     

  2. Send the email notification to Transcription services with below details (if any of the providers would like to update their Transcription Services inbox)

Receive Excelleris Certificate and Password

Excelleris will acknowledge the go-live and will send the CERT and password a few days before go-live.

Once the CERT and password are received, the SAs will create an eMessage scheduled task. Each POS typically has only one scheduled Excelleris download (sometime in the morning before 0900hrs), except for CPS which has a second download at noon due to their volume of results. If no specific time is given to SAs for when to run Excelleris download, it will be given the next available slot (before 0900hrs). The SAs will alert the team when no slots are available before 0900hrs.

Tip! Create a reminder for yourself 1 week prior to Go Live to ensure that you have received this Excelleris acknowledgement. Otherwise, you will need to escalate by calling or emailing your Excelleris contact

Pre-Requisites

  • Excelleris acknowledgement of Go Live

Tools and Resources

  • CC submission template
  • Emailed certificate sample:

Point Person

  • Lead analyst

Instructions

  • After Excelleris acknowledgement of Go Live is received, submit CC to SAs
  • On day of Go Live, SAs follow their own steps to setup new Excelleris eMessage
    • The Excelleris eMessage gets unlocked by phone (SAs could be on hold for hours)
  • The SA
  • After SAs confirm that eMessage is setup, ask for a manual download of results to confirm at the clinic
    • Until this is done, the clinic should continue to check their transactions per previous workflow (e.g., Excelleris Launchpad)
    • Otherwise, scheduled downloads are typically setup once a day very early in the morning before any EMR POSes open
  • For awhile, there will be a transition from previous distribution to EMR distribution and there may be duplicate faxed or mailed transactions but this should decrease overtime, however, a phone call to the original lab may be helpful to ensure there are no duplicate distributions for providers

Optional: Request Historical Download

Some clinics may want a historical download of their Excelleris transactions. If so, this is a separate CC from Results Distribution (enabling of Excelleris eMessage) since this happens AFTER Go Live.

Cost: the fee for a History download is $150.00 per provider for up to two years of historical patient records. The fee must be agreed upon before a History download occurs. 

Timing: History downloads will begin at 3:30pm (Monday – Friday), on a date that is mutually convenient for the SAs and Excelleris. This means that the transactions will start accumulating in the backend but won't be seen by end users in their Unsigned Transactions yet. The downloads are scheduled to start after hours to avoid performance impact and could take all night. The system has a maximum processing limit of 101 reports per pull and the reports will be reloaded from the oldest to newest. IMPORTANT: You will not be able to retrieve any new content until all the historical reports have been downloaded.

Once a date has been confirmed, Excelleris will send you a confirmation with an approximate number of accessions, the date range of the history reload, the date the history download will occur as well as the total cost.

Pre-Requisites

  • Historical download of Excelleris transactions has been requested by the clinic
  • Clinic leadership has approved $150 per provider fee and has given a contact of who the invoice should be sent to

Tools and Resources

  • History Download Request form (work item folder)

Point Person

  • Lead analyst
  • SAs

Instructions

  •  
  • Email filled out History Download Form to: Excelleris-support <Excelleris-support@lifelabs.com> and copy SAs

Hello Excelleris,

Please find attached History Download form. Go Live is [insert date].

We would like a historical reload of transactions to start the day after Go Live for transactions in this date range: [28 Nov 2021 - 12 Nov 2023].

  • Below steps only required if pulling historical results:
    • Load remaining historical results through a Scheduled Task
    • Configure eMessages
    • Enable Excelleris System Task
    • Confirmation from Excelleris that they are complete
    • Validation (after Excelleris has distributed results) - Check pcc emr repository shared folder
    • Validation (after Excelleris has distributed results) - In Profile, check results showing in manual matches (Control Centre --> Manage --> Manual Matches)
    • Validation - In Profile, run system health check - numbers increasing
    • Validation - Autosign
    • Send out email update to PCC EMR Team - Validation pass or fail
    • Check System Tasks to to ensure "catchup" run is successful.
    • Save a copy of the system health report in the clinic folder

Go Live: Configure Excelleris eMessage to Receive Transactions

Sys admin will configure the clinic inbox to receive results

Pre-Requisites

  • Certificate and password received
  • Certificate unlocked on Go Live date

Tools and Resources

  • SA instructions

Point Person

  • SAs

Instructions

  • On day of Go Live, SAs follow their own steps to setup new Excelleris eMessage
    • The Excelleris eMessage gets unlocked by phone (SAs could be on hold for hours)
    • SAs also update the Excelleris User ID under Registry tab of the POS record on People and Places
  • After SAs confirm that eMessage is setup, ask for a manual download of results to confirm at the clinic
    • Until this is done, the clinic should continue to check their transactions per previous workflow (e.g., Excelleris Launchpad)
    • Otherwise, scheduled downloads are typically setup once a day very early in the morning before any EMR POSes open
  •  Continue to monitor the incoming results for a few days to ensure that set-up is correct and each provider has started receiving transactions in EMR electronically
  • For awhile, there will be a transition from previous distribution to EMR distribution and there may be duplicate faxed or mailed transactions but this should decrease overtime, however, a phone call to the original lab may be helpful to ensure there are no duplicate distributions for providers

Optional: Historical Download

 

Post Go Live: Monitor Results Distribution

Pre-Requisites

  • Excelleris eMessage has been setup for the POS

Tools and Resources

Point Person

  • Lead analyst
  • Clinical informatics

Instructions

  • Review with clinic leadership: Clinician of the Day, Manual Matches, Aging Report, etc.
  • Review with clinic leadership ongoing maintenance of results distribution when onboarding and offboarding physicians/clinicians