Articles in this section

Process to Create or Update Standard Order Types

  • Updated

Criteria for New/Update SO Nomination
Nomination Process
Approved New SO Checklist
Approved Update SO Checklist
Publish PDF to the Community Systems Website
     With edit rights to the website repository
          Submission
          Validation
     Without edit rights to the website repository

Criteria for New/Update SO Nomination

  • Tried and tested - Has been completed at least once through the Change Request process
  • Low effort - 
    • little to no analysis required (<1 day)
    • straight forward work
  • Low risk - 
    • limited/localized area of impact
    • deployment could be done by any analyst (with special cases where an EMR SA or Developer deploys)
    • easy rollback option
  • Repeatable - anticipate that users in future may commonly request this
  • Urgency - users require a faster turnover rate compared to a Change Request

Nomination Process

Standard Orders are nominated and approved at Analyst Touch Point Meeting (ATP). Add an item in the Process Discussions section of the ATP agenda (OneNote). 

For a streamlined discussion on new SO nominations, prepare to present why this work should become a sanctioned SO type using the criteria from above as a guide.

For nominating changes to an existing SO, prepare to outline the current pain point(s) and if you have a proposition on how to resolve it, present the recommendation. It is acceptable to raise a need to change an SO without having a recommendation as discussion in ATP would result in a solution.

Approved New SO Checklist

Once a new SO is approved at ATP, the assigned analyst must complete the following:

  1. View and edit the SO Categories and SO Type IDs Definitions and Lists article. Select the next increment name for SO Type ID and add it to the Summary List Table. Reminder: it must be unique across active and retired SOs.

  2. Create and publish an Internal Zendesk article using the New SO Article Template as a base. See the Article Settings section at the top of the template article for formatting and standards expectations.

  3. Once published:

    1. Rearrange the SO article so that it is sorted appropriately by descending SO Type ID in the Standard Order Processes section.

    2. Edit the Summary List Table on the SO Categories and SO Type IDs Definitions and Lists article once more, to link the SO Name to the new article.

  4. Create a new SO work item folder category (typically) under the Standard Order > User Requests subfolder. Name the folder the same as the Zendesk article title.

    1. Create a subfolder named _SO Request Form within this newly created folder

  5. Create a URL shortcut to the Zendesk article inside the SO work item folder
  6. Create a test case in TestRail under Functional Testcase>Standard Order
  7. For user requested SOs:
    1. Create the SO Request Form. For more details, see the Standard Order Request Form Editor Guide article.
    2. Publish the SO Request Form to the Community Systems Website. See Publish PDF to the Community Systems Website section.
    3. Under the _SO Request Form subfolder:
      1. Save the SO Request Form. The name should be the same as what is used or the website.
      2. Create a URL shortcut to the published version. The name should default to the filename.
    4. Prepare a bulletin article to announce the new SO
  8. Once completed and ready for usage, send a notification email to VCH PCC EMR Team and VCH Clinical Informatics community

Approved Update SO Checklist

Once changes are approved in ATP, the assigned analyst must complete the following:

  1. Update the instructions for the SO in Zendesk
  2. If the category type changed, update the Summary List Table in the SO Categories and SO Type IDs Definitions and Lists article
  3. If saving changes the SO list order, rearrange the SO article so that it is sorted appropriately by descending SO Type ID in the Standard Order Processes section 
  4. If required, rename the SO work item folder
  5. If required, update the URL shortcut in the SO work item folder (if updating the Zendesk article title)
  6. If required, update the test case in TestRail associated to this SO under Functional Testcase > Standard Order
  7. If the SO is user requested and requires changes to the SO Request Form:
    1. Update the associated SO Request Form found on the Community Systems Website. For more details, see the Standard Order Request Form Editor Guide article.
    2. Publish the SO Request Form to the Community Systems Website. See Publish PDF to the Community Systems Website section.
      1. If the URL link changes because of a form rename, ensure the SO Zendesk is updated to match
    3. Under the _SO Request Form subfolder:
      1. Rename the current SO Request Form PDF file to start with YYYYMMDD where YYYYMMDD is the date of the replacement
      2. Save this new version here. The name should be the same as what is used or the website. 
      3. If required (e.g. the publish version's filename changed), update the URL shortcut
    4. If the change is significant, prepare a bulletin article to announce the changes to the SO
  8. If the change is significant, send a notification email to VCH PCC EMR Team and VCH Clinical Informatics community

Publish PDF to the Community Systems Website

With edit rights to the website repository

Submission

If you have rights to update and upload to the Community Systems repository website, follow these steps below. If you are unsure if you have the rights, follow the steps up to step 3 to confirm.

  1. Go to the repository website: http://communitysystems.vch.ca/original/Forms/AllItems.aspx?InitialTabId=Ribbon.Library&VisibilityContext=WSSTabPersistence
  2. Locate the file to replace (tip: use the search bar)

  3. For the file to replace, click the [...] > [...] > Edit Properties 
    Note: If this is disabled or missing, follow Without edit rights to the website repository steps instead

    Publish-EditProperties.png
     

  4. Note the following values to be used in a future step:
    • PCCIS Application
    • Program
    • Document Type
    • Service Area
    • Source Path
  5. For the updated file, rename the file to match the original one in the repository and add "_new" at the end
  6. Drag and drop the file. It should show at the top of the list
  7. On the new file, click [...] > [...] > Edit Properties
  8. Update the following and save:
    • Use all values for the fields listed in step 4
    • Add New/Update Existing/Remove? = Update Existing document
    • File Status = Ready to be published
    • Assign To = Ponting, Hannah [VCH]
    • (optional) Required By = date it must be published by
      Note: the typical turnover rate is 48hrs
  9. For the original file/file to replace, edit the following properties:
    • Add New/Update Existing/Remove? = Remove document
    • File Status = Document to be Removed
    • Assignment To = Ponting, Hannah [VCH]

Hannah will receive automatic notices for this. She will then execute her part and notify you when it's ready for review/validation.

Validation

  1. Go to the front end: http://communitysystems.vch.ca/ and locate the file's link. It should be under User Requests > Standard Orders
  2. Validate the following:
    • The hyperlink text is under the Profile EMR section, inserted alphabetically in the list
    • The hyperlink text wording is correct
    • The link is not broken
    • The link opens the file in a new tab
    • The file it opens to is the expected version of the PDF
  3. If the validation fails, message Hannah and have this resolved. If not, proceed with the rest of the steps
  4. To to the repository website: http://communitysystems.vch.ca/original/Forms/AllItems.aspx?InitialTabId=Ribbon.Library&VisibilityContext=WSSTabPersistence
  5. Validate the older version, which should be renamed to have "zzYYYMMDD" at the front (where YYYYMMDD is the date), and the File Status = Removed
  6. Validate the new, published version, which should it's original name without the "_new" at the end, File Status = SME Review, and Assigned To = you
  7. On the newly published file, Click the [...] > [...] > Edit Properties
  8. Update the following and save
    • File Status = Active
    • Clear Assigned To field
  9. Hannah will typically send an amalgamated CC Completed email of all the work done to the Community Systems website at the end of the work week.

Without edit rights to the website repository

  1. Contact Hannah Ponting, the Community Systems Website SME, regarding the request to publish a new/updated SO PDF. 
  2. Hannah will guide you through the process. In preparation:
    • If the request is to update an existing PDF, ensure the PDF is named the exact same name as what is published to do a quick replacement (assuming the SO type name did not change)
    • If the request is to add a new SO PDF, name the PDF as you would like it to appear on the User Request > Standard Orders section
    • If the request is to retire an SO, request to remove the link to the PDF the User Request > Standard Orders section and unpublish the corresponding PDF
  3. Hannah will typically send an amalgamated CC Completed email of all the work done to the Community Systems website at the end of the work week.