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New Clinic Toolkit - 16 SysConfig

  • Updated

Purpose
Determine a Deployment Plan
Create New Letterhead
Deploy at Soft Launch
Deploy at Hard Launch

Deploy at Post Hard Launch
Validate POS Configuration

 

Purpose

  1. Submit the CC (CC submission template and the new clinic sys config in the toolkit) for adding the new clinic record in POS 2-3 weeks before go-live date.
  2. New clinic POS can be added the day before go-live.
  3. For larger clinics, a soft launch might be required where POS record is added in 2 phases, for example:
  • Sys admin adds the POS record, letterhead, health record filters
  • Analyst adds the members to the POS, task groups on the day of go-live

Soft launch is required if

  • Client import is needed before the go-live
  • If there are a large number of new users and the TAC team needs time to add the user accounts after training
  • Go-live prep for larger clinics to register clients and schedule appointments (adding a few users to the POS before the main go-live so that they can add clients and appointments)
  1. Add a sub-task in the JIRA request to track the soft launch

Determine a Deployment Plan

Pre-Requisites

  • Go Live date
  • Optional - Soft Launch date
  • Optional - Additional work items that need to be deployed by SAs

Tools and Resources

  • Outlook Meetings

Point Person

  • Lead analyst

Instructions

  • At a minimum, 2 weeks prior to Go Live (or Soft Launch if there is one), engage with SAs to discuss the deployment plan
  • Schedule recurring meetings as needed

Create New Letterhead

Pre-Requisites

  • Full clinic name determined

Tools and Resources

Point Person

  • Lead analyst

Instructions

  • Letterhead naming convention:
    • Name: <Full POS Name without C#'s and no character limitations>
      Do not include text "Letterhead" in the name
      Letterhead name populates into two places:
      1. Clinic name print variable in letterhead «Letter.POS.LetterheadName»
      2. Appointment reminder SMS message 

Deploy at Soft Launch

CC Submission differences

The Soft-Launch follows a different CC workflow than the average CC workflow. Please see the diagram here:  \\vch\departments\PCAC_EMR\01 - PCCEMR\03-Guidelines & Tipsheets\EMR CC Submission Process - New Clinic.pdf (not a link, copy and paste into File Explorer to open)

Pre-Requisites

  • Discussed soft launch requirements with SAs

Tools and Resources

  • See Profile EMR Change Control Submission/Deployment Process: New Clinic Soft-Launch PDF above

Point Person

  • Lead Analyst

Instructions

  • See Profile EMR Change Control Submission/Deployment Process: New Clinic Soft-Launch PDF above
  • SA to deploy all Soft Launch for SA activities captured in SysConfig
  • Lead Analyst to deploy all Soft Launch for Analyst activities captured in SysConfig such as adding generic resources and setting up Appointment Rules
  •  

Deploy at Hard Launch

Pre-Requisites

  • Discussed hard launch requirements with SAs

Tools and Resources

Point Person

  • Lead Analyst

Instructions

  • See Profile EMR Change Control Submission/Deployment Process: New Clinic Soft-Launch PDF above
  • SA to deploy all Hard Launch/Go Live for SA activities captured in SysConfig
  • SA to configure the clinic inbox to receive Excelleris transactions
  • Lead Analyst to deploy all Hard Launch/Go Live for Analyst activities captured in SysConfig such as creating Task Groups and adding members to it

 

Deploy at Post Hard Launch

Pre-Requisites

  • Excelleris has notified you about assigning Excelleris user ID to the new POS,

Tools and Resources

Point Person

  • Lead Analyst
  • SA 

Instructions

  • Lead Analyst - Update Sys Config with the Excelleris ID Registry Key for the new POS and remind SA to deploy it
  • SA – Deploy the Excelleris ID Registry Key for the new POS in Production

 

Validate POS Configuration

Pre-Requisites

  • New POS CC has been approved and completed by SA

Tools and Resources

Point Person

  • SA
  • Lead Analyst

Instructions

  • Select the appropriate test cases to conduct your test run according to what have been deployed
  • Mandatory test cases to validate POS configuration:
    • Validate POS Setup
    • Validate Client Letter
    • Validate Excelleris ID