POS Membership Cleanup
Background:
Team Memberships are not updated regularly. Users remain active at the POS in Profile EMR even after they have left the clinic.
Remove users from POS team memberships in Profile EMR.
POS membership cleanup is scheduled for every four months, 3 times a year. First cycle started on January 25th 2023.
| Initiation Date | Completion Date | Result |
| January 25, 2023 | March 13, 2023 | Cycle completed |
| May 25 , 2023 | ||
| Sept 25, 2023 |
Process
Extract POS Membership list
In EMR Support go to Report and then select Stored Queries
Under stored queries- go to the Operational Reports- Clinical folder and select Team Membership Report
Right click and open the query for editing.
Remove the Clinician - Member of POS - Code filter from the second column.
Run query and save the excel file in Membership List under EMR-3455.
(G:\PCAC_EMR\01 - PCCEMR\Work Items\00 - All Items (JIRA)\EMR-3455 POS Membership cleanup)
Notify Clinics
Email the list to clinic delegates (managers/clinic coordinators). Use Profile EMR Clinic Details page for most up to date clinic contact details. Give two weeks deadline and include the following instructions in the email:
Instructions for POS Membership Cleanup
- Filter by clinic (POS)
- Review list of users at your POS
- If a user is no longer active at your clinic and needs to be removed from POS membership, in the Status column type Remove POS membership
3. Email the updated list back
4. Users with status Remove POS membership will be removed from that POS
Note: Users will only be removed from the POS requested. Users that work at multiple clinics will still remain active at other clinics.
Gather information
Monitor emails and gather the list from each clinic. Save all updated lists and emails from clinic delegates under POS-Replies folder in EMR-3455.
(G:\PCAC_EMR\01 - PCCEMR\Work Items\00 - All Items (JIRA)\EMR-3455 POS Membership cleanup)
This activity is strictly for updating POS Memberships, if clinics send other requests, ask them to use EMR Help email for questions and concerns.
Send for POS membership removal
After the deadline has passed, gather all the data, name the list “Remove POS Membership- <date of the run>”
Check the Status column to ensure that spreadsheet only contains users that need to be removed from POS membership.
Email the list to IMITSPCCommunity@vch.ca using the following template:
Dear ESAs,
Attached is the list of EMR users who need to be removed from the named POS. Please follow the instructions in the zendesk article to complete the process:
Modify User Account - Remove Team Membership – IMITS (zendesk.com)
These users are not to be deactivated from Profile EMR, only their Main POS membership needs to be removed. E.g. user Donald Duck is marked Remove POS membership at PEN (Main POS), only remove PEN team membership from Donald Duck’s account, and leave the rest as it is.
Post POS Membership Removal
Monitor EMR help emails, if a user has been deactivated from a POS in error, follow these steps:
- Confirm with the clinic delegate who asked to remove the user from their POS if the user was removed in error, copy the person requesting reversal of removed membership
- Once confirmed the user was removed in error, add membership back for POS and include all grants and access. Use Modify User Account - Add Team Membership help file for detailed instructions to add team membership
Note: Must add this information under Notes tab in user accounts
Document Notes
In Notes tab, document what was done as following:
<User was removed in error)
Added back to <POS> and <Distribution Groups>, requested by <Name of requestor> s\
Use s\ to insert signature and date/time stamp