SO023 EMR Library

Standard Order Category:	Category 2
Who should fulfill this SO?	SO Analyst
Link to the SO request form:	http://communitysystems.vch.ca/published/UR_-_EMR_Library_(VCH).pdf

Reminder to please follow the Standard Order Guidelines on top of the specific instructions outlined below.

Background
Prerequisite: Requester to Complete the SO Request Form
Prerequisite: Approval from Clinical Informatics
Fulfillment Instructions
     Add a PDF
     Add a URL Link
     Remove a Library Item
     Update a Library Item
     Validation & Post Deployment

Background

The Profile EMR Library contains Clinician and Client reference material, as well as Help Files created by the Profile EMR team. These items are added as URL links. This SO is approved for adding, modifying or removing from the library.

Prerequisite: Requester to Complete the SO Request Form

If a request was received for this Standard Order but without using the SO request form, send the form's URL link to the requester. After receiving the form submission, ensure all the mandatory fields are completed before proceeding. If not, discuss further with the requester.

Prerequisite: Approval from Clinical Informatics

Clinical Informatics approval is required. Once the requester has completed the SO request form, copy and paste the below to an email, replace #VALUE# with the appropriate information, then ensure the form PDF and requested PDF(s) are attached to the email before sending:

Email Subject: For SO Approval: SO023 EMR Library - Add PDF

Email Body:

Hello CSSEs,

Can you please review and approve this SO submitted by #VALUE - requester name # from POS #VALUE - POS code#? Please see attached form completed by the requester.

Note: If there are multiple requests within the request form, only the request to add a PDF file into the EMR Library requires your approval.

Thanks

After sending the email:

• Set the JIRA status to Waiting for Approval
• Create a subtask for SO023 CIS Approval for EMR-XXXXX, where XXXXX is the ID for this SO. Assign it to the person the email was sent to

Fulfillment Instructions

For Add/Update PDF Only: Create a subtask for SO023 Implementation for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it to yourself. Note: do not create this subtask earlier while waiting for CIS Approval; create it only once CIS has approved. If this is not followed, this will report inaccurate metrics for the monthly performance reports.

Add a PDF

1. Receive approval from Clinical Informatics first. See section above. 
2. Save the PDF to the Standard Order work item folder and name it as you would like it to show in EMR library
3. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
4. Go to Maintain > Library
5. Select the appropriate category in Patient Information or Provider Reference
          a. Note: if it is a help file, select 01 Help Files under Provider Reference
6. Click on Add Document to Library icon
   
7. Select PDF from work item folder (change File Type to PDF) and click Open
8. In the Set Documents Sharing window, select Shared for all and click OK
   
9. Verify that PDF resource is found in the Library
10. Follow the Validation and Post Deployment section
11. Reminder; complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.
     

Add a URL Link

1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
2. Go to Maintain > Library
3. Select the appropriate category/folder name in Patient Information or Provider Reference
          a. Note: if it is a help file, select 01 Help Files under Provider Reference
4. Click on Add New URL Resource icon
   
5. From the SO request form, Enter the Library Item Name as the Description and the URL Link as the URL
   
6. Verify that the URL resource is found in the Library
7. Follow the Validation and Post Deployment section
8. Reminder; complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so.

Remove a Library Item

1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
2. Go to Maintain > Library
3. Select the appropriate category/folder name in Patient Information or Provider Reference
4. Select the document/URL that needs to be removed
5. From toolbar, click on the Delete document icon
   
6. A pop-up will appear asking Do you want to delete 1 selected document?. Click Yes
7. Verify the document has been deleted from the Library
8. Follow the Validation and Post Deployment section
9. Reminder: complete deployment steps in VTM after completing in production. This will ensure the Self-Training environment contains this work upon next refresh. Use the generic ADMIN user account to do so. Note: back up not required for VTM.

Update a Library Item

There is no action option to update a PDF or URL link Library Item. To do so, you must first delete the original Library Item, then add one as if it is new.

Validation & Post Deployment

To validate, close the library and reopen it. Verify that the change completed is still present. After this, contact the requester regarding the request's completion.