Modify POS: Name, Address, Phone Number, Fax Number, and Code

Updating POS Name or Clinic Contact Details
Updating Clinic Code

Any requests to update POS name, address, phone, fax number, or code should be entered into JIRA and handled as a full CC.

Updating POS Name or Clinic Contact Details

There are several things to be analyzed before any updates to a clinic contact details as this might impact results delivery, incoming faxes and any clinic specific forms/letters.

Copy and paste this list onto your JIRA and note what has been processed and what are not applicable. For example:

1. SysConfig POS Details - 
2. Batch POS Update (PC POS and Alt POS) and other Batch Macros - 
3. Labs, Excelleris, and Transcription Services - 
4. Inbound RightFax/EMRScanFax Folder and Outbound RightFax -
5. Letterhead - 
6. Short Codes - 
7. Macros - 
8. Forms/Letters/Typing Templates -
9. Extracts and Reports - 
10. Health Records Encounter View Filter - 
11. Zendesk Articles - 
12. Other View Filters - 
13. Task and Signing Groups - 
14. Generic Columns (Resources) - 
15. Billing - 
16. Appointment Reminder - 
17. Extracts, Reports, and Stored Queries - 
18. Documents in the EMR Library -
19. User Access Form - 
20. PARIS Impact - 
21. Communications - 

1. Consult with Health Records 

Since "HR approval" is a pre-requisite for creating the work item, confirm that CIS had consulted with Health Records about the changes and got HR approval:

• [e-mail]
• [e-mail]
• [e-mail]

Note: In case the Change Request didn't go through the HR successfully, pause proceeding with changes and bring the Jira back to Intake.

2.Labs, Excelleris, and Transcription Services 

If the clinic orders labs and receives results electronically in Profile EMR:

a) Contact LM Labs ([e-mail]) to obtain a new #C . LM Labs will issue new #C because they do not change name with existing #C but inactivate the existing one. 

Email example:

To: [e-mail]

Subject: [POS Full Name with C#s] Address/Phone/Fax Number Change Effective [Date]

Hello Lower Mainland Labs, 

Effective [Date], please see changes to [POS Full Name with C#s]. Please update all associated clinicians as well.

	FROM	TO
Team/Clinic Name	Enter from People & Places	Enter change or No Change
Address	Enter from People & Places	Enter change or No Change
Phone	Enter from People & Places	Enter change or No Change
Fax	Enter from People & Places	Enter change or No Change

b) All ordering clinicians must fill out a new AUA form with the new clinic information to continue receiving Excelleris transactions electronically in Profile EMR.

c) When you receive the new #C from LM Labs and AUA forms, send the email notification to the following:

Lifelabs ([e-mail] ),

Transcription Services ([e-mail]), and

Excelleris ([e-mail]; [e-mail]) 

Email Template:

To: [e-mail]; [e-mail];[e-mail]; [e-mail] ;  [e-mail]; 

Subject: [POS Full Name with C#s] Address/Phone/Fax Number Change Effective [Date]

Hello Lifelabs, Transcription Services, and Excelleris,

Effective [Date], please see changes to [POS Full Name with C#s]. Please update all associated clinicians (AUA forms attached) as well.

	FROM	TO
Team/Clinic Name	Enter from People & Places	Enter change or No Change
Address	Enter from People & Places	Enter change or No Change
Phone	Enter from People & Places	Enter change or No Change
Fax	Enter from People & Places	Enter change or No Change

Ensure you have received a confirmation of the change from all four recipients prior to closing the JIRA.

3. Inbound RightFax/EMRScanFax Folder and Outbound RightFax

If the clinic has requested an update to the inbound fax number, verify if the current fax number is a Right fax number and linked to a network folder. Verify if there is any fax forwarding set up to the Right fax number. If needed reach out to [e-mail] to confirm the details.

Fax number should only be updated after above analysis has been completed.

Check if the clinic will be changing their network department folder name which houses the EMRScanFax folder. If so, the network access team needs to be involved as well as RightFax team to ensure that faxes continue to flow appropriately after changes.

If clinic has Outbound RightFax, consider changes to staff's cover letter. Typically name displays as John Smith at Pender Clinic.

4. Letterhead

If hardcoded, the POS Letterhead template may need to be updated. Update the letterhead template to use Print Variables for clinic name, address, phone and fax numbers after verifying with the clinic.

Exception: Some clinics might have a different POS name/address but another name/address in the letterhead due to multiple teams within the same POS. For example, PCN POS.

Note: Letterhead Clinic Name is pulled from POS Financial tab, Letterhead Name field.

5. Short Codes/Macros/Forms/Letters/Typing Templates

Any forms, letters, and typing templates with clinic details might need to be updated if the clinic details are hard coded.

• Work with the clinic to identify the list of commonly used forms, letters, and typing templates. Review the documentation to determine if they need to be updated
• Create a developer subtask to search the typing templates (TTs), macros, and forms. Name the subtask Tech Impact Analysis and assign it to the developer, providing them the POS Code and POS Name (see similar analysis workflow with Modify Form Name)

6. Health Records Encounter View Filter

For POS Name change only, ensure that the Health Records view filter label is updated. When a new clinic is implemented in Profile EMR, a new encounter view filter is created for the Health Records role. This view filter only displays encounters that have been created at that specific POS for ease of printing Request of Information (ROIs). The view filter label format is: "Full Encounter History <POS Name>". 

7. Zendesk Articles

Search for the previous name in both Internal and External Zendesk and update as appropriate. In particular, update the Profile EMR Clinic Details Zendesk article to include any POS updates made in Profile EMR.

8. Other View Filters (Description)

Check for any view filters that may include the POS name and consider if they need to be updated. Some examples include: task view filters, payment summary report filter, form filters, etc.

9. Task Groups (Description)

Check for any task groups that may include the POS name and consider if they need to be updated.

10. Extracts, Reports, and Stored Queries

Investigate if there are any existing stored queries that need to be updated (e.g. query folder name, query name/description, etc.).

• Review Stored Queries by manual one-by-one check of Stored Query Live list noting POS code/name in the Description and POS columns

11. Documents in the EMR Library

Search through the EMR Library for any documents that need to be updated. You may have to work with the clinic to determine which documents they regularly use from the EMR Library. 

12. Batch Update Macros

Determine which parts of the client record need to be batch updated including PC or Alt POS, etc. See Batch Macros.

Updating POS Code

As above with updating the POS name and clinic contact details, there are also things to be analyzed before making any changes to the POS code. Updating the POS code can have larger implications that include considerations around existing data, data mapping, etc. If you have any questions on how the POS code could technically impact different areas of the application, it is best to reach out to a developer.

1. Labs and Excelleris

The lab repository that lives outside of Profile as well as the Excelleris job that resides within Profile need to be updated when the POS code changes. Reach out to a System Administrator for more information on how to make these changes.

2. Forms/Letters/Typing Templates

Any forms, letters, and typing templates that include the POS code may have to be updated. Work with the clinic to identify the list of commonly used forms, letters, and typing templates. Review the documentation to determine if they need to be updated.

3. Zendesk Articles

Search for the previous POS code in both Internal and External Zendesk and update as appropriate. In particular, update the Profile EMR Clinic Details Zendesk article to include any POS updates made in Profile EMR.

4. View Filters (Code)

Check for any view filters that may include the POS code and consider if they need to be updated. Some examples include: task view filters, payment summary report filter, form filters, etc.

5. Task Groups (Code)

Check for any task groups that may include the POS code and consider if they need to be updated.

6. Clinic Resources (e.g. generic appointment columns)

Check for any clinic resources that may include the POS code and consider if they need to be updated.

7. Short codes (e.g. PARIS referral)

Check for any existing short codes that may include the POS code and consider if they need to be updated. 

8. Macros (e.g. Shadow Billing macro)

Check for any existing macros that may include the POS code and consider if they need to be updated. 

9. Billing

10.  Stored Queries

Investigate if there are any existing stored queries that need to be updated (e.g. query folder name, query name/description, etc.).

11. Extracts and Reports (e.g. OAT Client Tracking report)

Need to consider both the front end (system tasks) and the back end reports (window tasks).

12. PC POS and ALT POS in the Yellow Banner

The PC POS and ALT POS are currently hard coded in Alter Client. 

13. Does the clinic have a corresponding PARIS team?

Coordinate with PARIS resources to check if the requestor is also wanting to update their code in PARIS as well, as there can be implications to our Profile to PARIS interface.

14.  Is this clinic Appointment Reminder enabled?

If the clinic has appointment reminder enabled, two changes should happen to the Scheduled Task:

1. Update the Schedule Task name to use the new POS code. The naming convention is eMessage Service "Twilio SMS - <POS Code>"
2. Opening the properties window, the post process macro needs to be updated:
   

15.  Does this clinic's information need to be updated in the User Access Form?

http://communitysystems.vch.ca/published/AF_-_VCH_and_PHC_Access_to_EMR_and_PARIS_(VCH).pdf 

16. Batch Update Macros

Determine which parts of the client record need to be batch updated including PC or Alt POS, etc. See Batch Macros.

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