TL/UC - New Clinic Toolkit - 14 Training and User Set Up

Purpose
Develop and Communicate Training Plan
Confirm Users Completed Foundation Training
Schedule Users to Site-Specific Training
Develop Site-Specific Training Materials
Conduct Site-Specific Training
Setup User Accounts in Profile EMR
     Setup User Accounts in Profile EMR - NET NEW POS
     Setup User Accounts in Profile EMR - EXISTING POS
Setup User Accounts in PARIS
Out of Scope: Setup Remote Access

Purpose

Develop and Communicate Training Plan

Pre-Requisites

• Identify users with existing Profile EMR accounts in EMR Bulk Access Management Template

Tools and Resources

• EMR Bulk Access Management Template (in Discovery and Workbooks folder)

Point Person

• Clinical Informatics
• Lead Analyst
• Access, Communication, Training, and Support (ACTS) Team (Contacts: Umut and Amrit)
• Clinic Leadership

Instructions

• Prepare training plan: Foundation training (LearningHub module) and clinic-specific training
• Share the filled out EMR Bulk Access Management Template with ACTS team via email copying clinic leadership/delegates
  • The ACTS team will send LearningHub links for the users to complete and track different activities such as completion, signing of confidentiality pledge, icon provisioning, and account creation
  • LearningHub course for clinical staff takes about 90 mins to complete (do not share this link. Link comes from ACTS team directly to user/clinician)
  • LearningHub course for admin staff takes about 120 mins to complete (do not share this link. Link comes from ACTS team directly to user/clinician)
• Clinical Informatics to set deadline on when Foundational training should be completed (considerations are when clinic-specific training starts and if any manual cutover is required by existing staff)
• Clinical Informatics to book training rooms, prepare clinic-specific training lesson plans, and prepare clinic-specific user reference guide
• Provide Self Train help file (with test user accounts and test clients) if the clinic users would like to practice
• Book places on PARIS training courses if necessary
• Update User Readiness Material if required

Confirm Users Completed Foundation Training

Pre-Requisites

•  

Tools and Resources

•  

Point Person

• Lead Analyst

Instructions

•  

Schedule Users to Site-Specific Training

Pre-Requisites

•  

Tools and Resources

•  

Point Person

• Lead Analyst

Instructions

•  

Develop Site-Specific Training Materials

Pre-Requisites

•  

Tools and Resources

•  

Point Person

• Lead Analyst

Instructions

•  

Conduct Site-Specific Training

Pre-Requisites

•  

Tools and Resources

• If needed, there is a generic training LAN ID:
  Username: vrhb\parist
  Password: Fr@nce111

Point Person

• Lead Analyst

Instructions

•  

Setup User Accounts in Profile EMR

User account changes are handles by the ACTS Team, which involves provisioning of icons (VPP Applications Folder and Citrix), verifying training, verifying Confidentiality pledge received, creating/modifying user accounts, and sending login and password info.

**Requesting for Generic LAN Accounts and subsequent icon provisioning is under review**

Pre-Requisites

• User List has been received
  User Account setup can start prior to training

Tools and Resources

• User Account Management help files
• Clinic Implementation User Access Process

Point Person

• Lead Analyst
• ACTS Team (Contact: IMITSPCCOMMUNITY)

Instructions

• There are two sets of instructions depending if the clinic implementation is for a NET NEW POS or an EXISTING POS.
• Once the ACTS team has setup the user/clinician accounts, it is always a good idea for the analyst to check each account for correct setup including task groups and appointment views.
• If there is a Soft Launch, prior to Go Live, encourage users/clinicians to try to log into Profile EMR in case you need to reset password. It is important that they log out and not start documenting until Go Live.

Setup User Accounts in Profile EMR - NET NEW POS

	No Training Yet	Foundations Complete (or alternate) + Pledge Received	Soft Launch (Analyst will notify ESAs when POS is in Production and actual Go Live)	A few days before Go Live (Analyst to send signature for provider accounts)
New Users	Icons provisioned Create EMR account – Clinicalreadonly Role, ZRO POS, and Locked Create Note – “Clinicalreadonly Role, ZRO POS, and Locked until POS XXX live.” Update bulk spreadsheet	Save pledge Update bulk spreadsheet to note that all requirements met	Update Role, Add to POS, and Unlock If ZRO only added as holder, remove Clinicalreadonly Role and ZRO POS Otherwise, configure top role by POS Create Note Send email to user with Login Info + Instructions NOT to login until actual Go Live date Update bulk spreadsheet	Users will be asked by Project Team to validate EMR Logins but no clinical work to start in EMR until Go Live Add digital signature to provider accounts
Existing Users – Inactive	N/A	Validate pledge in folder Update bulk spreadsheet to note that all requirements met	Activate and update user account including Role and Add to POS Create Note Send email to user with Login Info and that they have been added to POS + Instructions NOT to log into POS until actual Go Live date Update bulk spreadsheet	Users will be asked by Project Team to validate EMR Logins but no clinical work to start in EMR until Go Live Add digital signature to provider accounts
Existing Users – Active	N/A	Validate pledge in folder Update bulk spreadsheet to note that all requirements met	Update user account including Role and Add to POS Create Note Send email to user that they have been added to POS + Instructions NOT to log into POS until actual Go Live date (offer to reset password) Update bulk spreadsheet	Users will be asked by Project Team to validate EMR Logins but no clinical work to start in EMR until Go Live Add digital signature to provider accounts

Setup User Accounts in Profile EMR - EXISTING POS

	No Training Yet	Foundations Complete (or alternate) + Pledge Received	Soft Launch (Analyst will notify ESAs when accounts need to be unlocked)	A few days before Go Live (Analyst to send signature for provider accounts)
New Users	Icons provisioned Create EMR account and add to existing POS but Locked Create Note – “Locked until POS XXX live.” Update bulk spreadsheet	Save pledge Update bulk spreadsheet to note that all requirements met	Unlock account Create Note Send email to user with Login Info + Instructions NOT to login until actual Go Live date Update bulk spreadsheet	Users will be asked by Project Team to validate EMR Logins but no clinical work to start in EMR until Go Live Add digital signature to provider accounts
Existing Users – Inactive	Add to existing POS but Locked Create Note – “Locked until POS XXX live.” Update bulk spreadsheet	Validate pledge in folder Update bulk spreadsheet to note that all requirements met	Activate, update user account, and unlock Create Note Send email to user with Login Info and that they have been added to POS + Instructions NOT to log into POS until actual Go Live date Update bulk spreadsheet	Users will be asked by Project Team to validate EMR Logins but no clinical work to start in EMR until Go Live Add digital signature to provider accounts
Existing Users – Active	N/A	Validate pledge in folder Update bulk spreadsheet to note that all requirements met	Update user account including Role and Add to POS Create Note Send email to user that they have been added to POS + Instructions NOT to log into POS until actual Go Live date (offer to reset password) Update bulk spreadsheet	Users will be asked by Project Team to validate EMR Logins but no clinical work to start in EMR until Go Live Add digital signature to provider accounts

Setup User Accounts in PARIS

User Setup for PARIS (not required unless the clinic needs access for immunization documentation)

Pre-Requisites

•  

Tools and Resources

• Template - PARIS Config - New Team PARIS6
• Only required for new PARIS team

Point Person

•  

Instructions

•  

Out of Scope: Setup Remote Access

Clinic requests this

Pre-Requisites

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Tools and Resources

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Point Person

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Instructions

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IMITS