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SO002 Generic Resource

  • Updated
Standard Order Category: Category 2
Who should fulfill this SO? SO Analyst
Link to the SO request form: http://communitysystems.vch.ca/published/UR_-_Generic_Resource_(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
Prerequisite: Analysis
Fulfillment Instructions
     Create a Generic Resource
     Modify a Generic Resource

Inactivate a Generic Resource 


          Appendix: Rectify Clinical Type Generic Resources

Background

Generic Resource allow clinics to book appointments for providers who rotate (e.g. Foundry North Shore, UBC Brain Clinics, have different staff working on the same appointment slots). 

In some Clinics, generic resources are used for caseload. For example, #UNASSIGNED generic resource is used to denote specific care team role is unassigned. 

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: Analysis

Review the SO request form before proceeding with the fulfillment instructions:

  • Code
    • Maximum character length: 15
    • Unique in the system - search across Resources and Users in People & Places to ensure this is met
    • Follows the naming convention of #<POS Code> - <identifier> 
      • e.g.: #IHO-MODEWI1
  • Name/Description
    • Follows naming convention of <POS Code> <Short Descriptor> 
      • e.g.: IHO-MoDe Walk-Ins 1

If there are any issues with the naming choices, discuss with the requester to make proper adjustments.

Prerequisite: Approval from Clinical Informatics

Clinical Informatics approval is required. Copy and paste the below to an email, replace #VALUE# with the appropriate information, then ensure the PDF is attached to the email before sending:

Email Subject: For SO Approval: SO002 Generic Resource

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.

Thanks

After sending the email:

  • Set the JIRA status to Waiting for Approval
  • Create a subtask for SO002 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

Create a subtask for SO002 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.

Before Implementing Inactivation proceed with:

  1. Dev Tech analysis - ?
  2. Checking future (for year ahead) booked appointments by running the List of the Client App by Clinic and Date Range (No Alt POS freetext) stored queries
  3. If there are no Appointments, proceed with Inactivation otherwise connect with CIS to have the site re-booked the appointments from the Generic Resources.

Create a Generic Resource

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation  > People and Places 
  3. Select the clinic under the Organisational Structure then click on the New Resource icon

    IMPORTANT: DO NOT use Clinician/user as the Account type. Labs become hidden if they are assigned to Generic Clinican/User in error.

    gp1.jpg
     
  4. Set up the account as per the SO request form. Note: it is easier to fill in if AutoCase is unchecked
  5. Click Apply button at the bottom right. More tabs will then appear.
  6. Under Member Of, confirm the selected clinic is the sole POS listed and add the requested Appointment View/Clinician groups (e.g. Clinic View (appt), with code: CV).
  7. Click on OK to save and close the resource record
  8. Validate the new Generic Resource by checking Organisation > People and Places 
  9. Search for the newly created resource by code. They should show up in the search results
  10. 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.
  11. Reply back to the requester's email, reminding them that the Clinic/POS's Super user needs to create their own appointment rules to see the columns

 

Modify a Generic Resource

This is the ideal path (see Appendix for details on a different variation):

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation  > People and Places 
  3. Search for the generic resource by code
  4. Double Click on the generic resource to open their profile
  5. Edit the Code or Description as needed, then click OK
  6. Validate by searching Organisation  > People and Places. The change should show up in the search results.
  7. 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.
  8. Reply back to the requester's email to notify about the request's completion.

Inactivate a Generic Resource

  1. Sign into Production EMR using an account with a Sys Admin or Support Analyst role
  2. Go to Organisation  > People and Places 
  3. Search for the generic resource by code
  4. Double Click on the generic resource to open their profile
  5. Change status to Inactive
  6. Click on OK

Appendix: Rectify Clinical Type Generic Resources

Background: In earlier versions of Profile EMR, generic resources were created using the Clinician account type due to the absence of a dedicated Resource option. If a request is received to modify one of these resources, follow the steps above and proceed with the additional steps below.

Since these are Clinician-type resources, a generic password is required to proceed with any changes. This workaround was agreed upon during team huddles and ATP discussions and will remain in place until a full clean-up of these legacy resources is completed.