SO036 Profile EMR Only Client Creation

Standard Order Category:	Category 3
Who should fulfill this SO?	SO Analyst as point of contact/lead, EMR SA for execution
Link to the SO request form:	See Reference File(s) section

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
     SO Analyst: Forward request to EMR SA
     EMR SA: Execute Profile EMR-only client creation macro
     Validation and Post Deployment
Resource File(s)

Background

Majority of cases, clients should exist in both the EMR and PARIS systems. When Client Registration is used, it pushes the client created into PARIS. There are a handful of cases where the POS would benefit if the client existed only in the EMR system (e.g., shadow billing for CPS - see EMR-9108). It was approved during the May 20th 2025 ATP to handle it as a Standard Order.

Prerequisite: Requester to Complete the SO Request Form 

1. Download the attached fillable PDF under the Resource File(s) section
2. Send PDF to the requester
3. After receiving the response, ensure that all the required fields in the PDF are completed before requesting for CIS approval. 
   
   Note: If any information is missing, review the information on the POS & Payee ID Notes section for values defined for specific POSs. If information is still missing after reviewing the POS & Payee ID Zendesk, reach out to the requester to gather the remaining details. 

Prerequisite: Approval from Clinical Informatics

Clinical Informatics approval is required. Once the requester has completed the SO request form and the main SO JIRA has been created:

• Set the JIRA status to Waiting for Approval
• Attach the SO Request Form to the JIRA
• Create a subtask for SO036 CIS Approval for EMR-XXXXX, where EMR-XXXXX is the JIRA ID. Assign it based on the CIS based on the Clinical Informatics Specialist (CIS) - Matrix

Fulfillment Instructions

SO Analyst: Forward request to EMR SA

Once ready for fulfillment, forward the information to [e-mail] by copying and pasting the below to an email, attaching the completed PDF, and replacing EMR-##### with the JIRA ID:

Email Subject: SO Request: SO036 Deployment of Profile EMR only Client Creation (EMR-#####)

Email Body:

Hello EMR SAs,

Please complete the following approved SO. See attachment for details. Reminder to do the following:

1. Create the Implementation subtask and assign both this subtask and the main JIRA to yourself once you begin to fulfill the request
2. Complete this SO by following this Zendesk article: https://imitspccs.zendesk.com/hc/en-us/articles/38775167315476-SO036-Profile-EMR-Only-Client-Creation
3. Save any related files to the SO work item folder
4. Resolve the JIRA when its completed 
5. Notify the requester with the [e-mail] email CC'd
6. Send out the SO Completed email with the [e-mail] email CC'd
7. Move any related emails of this work to the 01 Completed folder in the [e-mail] mailbox

Thanks

EMR SA: Execute Profile EMR only client creation macro

Create a subtask for SO036 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.

1. Sign into EMR Production using a Sys Admin account, into the requesting POS
2. Launch the Client Registration form and search the PHN
3. If there are results, contact the SO analyst and let them know there is a conflict. If no are results found, continue with the steps below.
4. Navigate to Special\Run Macro

5. Paste the below script into the body of the Run Macro window

   Set objPatient = Profile.NewPatient
   objPatient.Status = psActive
   objPatient.PatientType = ptPatient
   
   'Names
   objPatient.LastName = "#VALUE#"
   objPatient.FirstName = "#VALUE#"
   objPatient.Title = "VOID - DO NOT USE"
   
   'PHN
   objPatient.NationalIdentifierSystem = "BC"
   objPatient.NationalIdentifier = #VALUE#
   
   'SEX
   objPatient.Sex = "#VALUE#"
   
   'DOB
   objPatient.DOB = "#VALUE#"
   objPatient.StreetAddress.Street = "Local Fake Client for #VALUE# Billing. Do Not Change Name/DOB/PHN"
   objPatient.PostalAddress.Street = "Local Fake Client for #VALUE# Billing. Do Not Change Name/DOB/PHN"
   
   objPatient.Save
   
   Profile.Messagebox "Client created. File Num: " & objPatient.FileNum

6. Replace #VALUE# texts with the provided values from the PDF form, except the Street Address and Postal Address fields which the #VALUE# should be the POS code.
7. Click green arrow to run. A message box will display when the process is completed. Note: if the PHN is not valid, it will throw an error pointing at the NationalIdentifierSystem line. If this happens, contact the SO analyst who provided the information.
8. If it runs successfully, note the File Num in the resulting message box and add it as a comment to the JIRA.

Validation and Post Deployment

Once the EMR SA has completed the SO in EMR Production:

• Let the original requester know its completion, including the generated File Num for the client. Save this email exchange to the SO folder.

• Let the PARIS team know about fake PHN added to system so it can be added to their future exception table to EMPI. Save this email exchange to the SO folder as well.

Resource File(s)

Attached to this article is the fillable SO request form to be provided to the requester upon request. 

Note: this is not available in the community systems website like other Standard Order forms as we do not want to advertise this work to all users.