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New Clinic Toolkit - 8 Third Party Interface Setup (Medinet, Billing, Pixalere, CareConnect, Read-Only Access)

  • Updated

Verify Medinet Requirements
Verify Billing Requirements
Verify Pixalere Requirements
Verify CareConnect Requirements
Verify CST Cerner Requirements [Discuss with Team Lead/Manager]
Verify Read-Only Access Requirements [Discuss with Irvin/Kelsey re: workflow]

Purpose

Third Party Interface setup with Medinet, MSP Teleplan, and Pixalere are generally done in close coordination with the clinic. The Lead Analyst provides guidance on how to set these up.

Verify Medinet Requirements

Pre-Requisites

  • Introduction to Workbooks completed

Tools and Resources

Point Person

  • Lead Analyst

Instructions

  • Check Introduction to Workbooks to verify that Medinet requirements filled out as YES
    • Note Medinet administrator/contact for clinic
    • Note if they currently have Site ID or Pharmacy Equivalency Code (PEC) Code:
      • If no Site ID or PEC Code, email Site Administrator Jeb Dykema: jeb.dykema@vch.ca for Site ID or PEC Code to be created with ministry under vendor Medinet
        • Once PEC Code is approved by the ministry, Medinet will be notified, who will notify Jeb, who will notify the you as the requestor
      • If existing Site ID or PEC Code, continue with below steps

Request for Medinet Location ID and Medinet Administrator Access

Pre-Requisites

  • Site ID/PEC Code exists

Tools and Resources

  • Email template

Point Person

  • Lead Analyst

Instructions

  • Send email template below to Medinet, copying clinic's Medinet administrator

To: support@medinet.ca

Subject: Medinet Location ID for [POS Name]

Hello Medinet support,

Please setup a Medinet Location ID for [POS Name]:

  • Site ID or PEC Code: 
  • Clinic/team address: 
  • Clinic/team phone: 
  • Clinic/team fax: 

Please enable Restricted Medinet Administrator access for the clinic's Medinet administrator (GPID setup in progress):

  • Name: 
  • Email Address: 
  • Phone: 

[Signature]

Provide Instructions on PRIME Enrolment

Pre-Requisites

  • Medinet Location ID exists
  • Medinet administrator (and ideally, backup) identified and have administrator access to Medinet

Tools and Resources

  • Email template

Point Person

  •  Lead Analyst

Instructions

To: [Clinic's Medinet Administrator and Backup]

Subject: Medinet Access

Hello Medinet Administrator,

To gain Pharmanet/Medinet access, your staff must complete their PRIME enrolment. Everyone must have their own Medinet account with a secure email that is not “shared” with anyone else. Prior to PRIME enrolment, your staff must FIRST setup their BC Services Card app on a mobile device. Have your staff follow these steps: https://www2.gov.bc.ca/assets/gov/health/health-drug-coverage/pharmacare/prime_quickrefsheet.pdf. In addition, all nurses must include their Pharmanet ID when completing the agreement. It can be found in their BCCNM account: BCCNM Pharmanet ID Help.

Once your staff has completed their PRIME enrolment and when asked to share their GPID to administrator, have them enter your email address. You will then get an email from PRIME with a link to a GPID to setup their Medinet Account. Important: The GPID link expires 10 days from when it is shared with you!

Once you have received your first couple of GPIDs, please let me know so we can walk through creating their Medinet account together.

[Signature]

Provide Instructions on Medinet Access Creation

Pre-Requisites

  • Medinet administrator (and ideally, backup) has administrator access to Medinet
  • First couple GPIDs have been shared by clinicians to Medinet Administrator

Tools and Resources

  • Instructions from Medinet: Administrator’s Guide HA - MOH Rules and Administrator Responsibilities FULL RIGHTS (also saved in Work Item folder under Medinet and Billing)

Point Person

  •  Lead Analyst

Instructions

  • Setup Teams meeting to walk through how to create Medinet account
  • Medinet Administrator shares their screen:
    • Walk through steps in Administrator’s Guide HA - MOH Rules and Administrator Responsibilities FULL RIGHTS - 4) Managing your User Roster in Medinet
      • Click on Admin on the main menu on the left
      • Click on New User
      • Follow the rest of the steps to create account
        • Add their information into the clinic’s account, along with their GPID and any other information. (On your keyboard use “Ctrl” & letter “C” to copy, then “Ctrl” & the letter “V” to paste the GPID. This will reduce the chances of an error)
        • Remember to check the box at the bottom to send them the “Welcome Package”. Then they will receive the email with the link to access their Medinet account.
      • Send clinician their username and password by going to Manage Dept

Verify Billing Requirements

Pre-Requisites

  • Decision to do billing in Profile EMR
  • Identify a billing business contact person

Tools and Resources

Zendesk articles:

  • Teleplan Setup - POS
  • Teleplan Setup - Clinician

Point Person

  •  Lead Analyst

Instructions

Confirm with the billing business contact:

  • POS applied for a New Payee ID

Confirm with TELEPLAN:

  • The Payee ID is active and linked to the “VCH Community Data Centre # T7326 (call TELEPLAN 604-456-6950)
  • The Payee ID linked to a Bank Account (call TELEPLAN 604-456-6950)

Setup Providers to Create Billing Claims

Pre-Requisites

  • POS Payee ID
  • Provider MSP # and their roles 
  • Provider Payee ID #
  • Identified the type of billing for each role: physician - shadow billing, NP and RN - encounter reporting, longitudinal family physician billing, scheduled billing of 39 service code methadone clients.  

Tools and Resources

 

Point Person

  •  Lead Analyst

Instructions

  • Ensure that clinicians' profile EMR accounts updated accordingly: Service ID, Payee ID, Create Claims
  • Ensure that the clinicians attached to the clinic Payee ID (confirm with TELEPLAN) 
  • Update the table as per business requirements List of POS's & Payee ID's

Update Shadow Billing Macro

Pre-Requisites

  • Decision POS to do shadow billing
  • NP shadow billing set up completed Billing Setup

 

Tools and Resources

Point Person

  • Lead Analyst
  • Developer 

Instructions

Developer

Update Shadow Macro configuration as per Shadow Macro workbook of Sysconfig Add new clinic

  • add POS’s code to the Macro;

Lead Analyst

Update Shadow Billing Macro Zendesk article:

  • add POS’s code to the POS’s table;

 

Update Scheduled Billings View Filters

Pre-Requisites

  • Decision POS to do billing
  • Decision to do Scheduled Billings
  • POS billing set up completed
  • Providers billing set up completed Billing Setup

 

Tools and Resources

  • Billing Workbook in New Clinic Toolkig
  • Scheduled Billing View Filter in Sysconfig in New clinic Toolkit

 

Point Person

  •  Developer

Instructions

  • Update the Scheduled Billing View Filters

 

Document Billing Internal Zendesk

Pre-Requisites

  • Decision to do billing and billing requirements obtained
  • New POS Billing setup completed
  • Providers Billing setup completed
  • Shadow Billings setup completed

 

Point Person

  • Lead Analyst

Instructions

Update Shadow Billing Macro :

  • add POS’s code to the POS’s table;

Update List of POS's & Payee ID's :

  • add billing details of new POS

Verify Pixalere Requirements

Pre-Requisites

  • Introduction to Workbooks completed

Tools and Resources

Point Person

  • Lead Analyst

Instructions

  • Check Introduction to Workbooks to verify that EITHER of the Pixalere questions is filled out as YES

    • 1. Does your clinicians require FULL access to Pixalere for document wound, incision, tube/drain and ostomy care management? ☐ Yes ☐ No

    • 2. Does your clinicians require READ access to Pixalere to review wound, incision, tube/drain and ostomy care documentation? ☐ Yes ☐ No

    • Note if they currently have existing Pixalere users

Verify and Request Pixalere Treatment Location

Pre-Requisites

  • Pixalere access required

Tools and Resources

  • Email template

Point Person

  • Lead Analyst

Instructions

  • Send email template below to Pixalere team

To: lori.block@vch.ca, janine.macdougall@vch.ca, jessica.shen4@vch.ca 

Subject: Treatment Location for [POS Name]

Hello Pixalere Team,

Can you please confirm if an existing Treatment Location exists for the below program?

If not, please create one:

  • Clinic/team name: <>
  • Clinic/team type: <Primary Care or Community Care>
  • Clinic/team delegates: <>
  • Clinic/team address: <>
  • Clinic/team phone: <>

[Signature]

Existing Pixalere Users - Validate Email Addresses with Pixalere Team for Single Sign On of Pixalere Quick Launch

Pre-Requisites

  • Pixalere access existing

Tools and Resources

  • Email template

Point Person

  • Lead Analyst

Instructions

  • Send email template below to Pixalere team

To: lori.block@vch.ca, janine.macdougall@vch.ca, jessica.shen4@vch.ca 

Subject: Pixalere Email Verification for [POS Name]

Hello Pixalere Team,

[POS Name] is going live in Profile EMR. They have an existing Treatment Location in Pixalere and have existing clinicians with <full/read> access to Pixalere. Can you please confirm if the below clinicians and email addresses are captured in Pixalere for single sign on quick launch from Profile EMR?

Clinician Name Clinician Email
   

[Signature]

New Pixalere Users - Provide Instructions for Access Request to Pixalere

Pre-Requisites

  • Treatment Location exists in Pixalere

Tools and Resources

  • Email template

Point Person

  • Lead Analyst

Instructions

  • Send email template below to clinic leadership

To: <Clinic Leadership>

Subject: New Pixalere Users

Hello <Clinic Name> team,

During requirements gathering, it was determined that Pixalere access is required by your team. 

Launching Pixalere Viewer in Profile EMR
For those with Pixalere access, Pixalere can be launched from the quick-launch icon in the top horizontal toolbar in Profile EMR. The application will automatically sign-in the clinician and open the client record in the Pixalere Viewer in a new window.

Pixalere Viewer.jpg

Please fill out the Pixalere Access Form for your clinicians. Training is required for both full access and view only accounts. You will be directed to the Pixalere Learning Hub course after submitting the access request. Note: There is no batch access request for Pixalere.

  • VCH Pixalere Wound Documentation: Full Access (Nursing)
    Course description: This course is designed for nurses needing to do electronic charting for wound management. This is a 1 hour self paced eLearning course followed by a 4 hour virtual class led by instructor to go through charting scenarios.
  • VCH Pixalere Wound Documentation: View Only
    Course description: This course is designed for staff (Physicians, NPs, PT, OTs, RDs. etc) needing to be able to view electronic charting/photos done for wound, incision, tube/drain and ostomy care. This is a 30 min self paced eLearning course.

Treatment Location is under: <Primary Care or Community Care>.

[Signature]

Verify CareConnect Requirements

Pre-Requisites

  • Introduction to Workbooks completed

Tools and Resources

Point Person

  • Lead Analyst

Instructions

  • Check Introduction to Workbooks to verify CareConnect requirements:

    • 1. Do your clinicians need access to CareConnect? ☐ Yes ☐ No

    • 2. Do your clinicians have existing access to CareConnect? ☐ Yes ☐ No

  • If clinicians need access to CareConnect, send email template below to clinic leadership:

To: <Clinic Leadership>

Subject: New CareConnect Users

Hello <Clinic Name> team,

During requirements gathering, it was determined that CareConnect access is required by your team. Please follow the help file on how to Request Access to CareConnect. Please complete and submit a request with the Enrolment Form (must be on Health Authority network).

You will need the following information for the person who requires CareConnect access:

  • Active Network Account
  • Employee ID
  • Professional College / Association ID (if applicable)
  • Manager’s Contact Information (Name, Email, Phone Number)
  • Residency / Fellowship Start & End Date (if applicable)

[Signature]

Verify CST Cerner Requirements [Discuss with Team Lead/Manager]

Verify Read-Only Access Requirements [Discuss with Irvin/Kelsey re: workflow]

See toolkit here: "\\vch\departments\PCAC_EMR\01 - PCCEMR\08-EMR Toolkits\08-05 EMR Read Only - Pending approval\Toolkit - EMR Read Only - Pending approval.docx"