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CareConnect Community Documents

  • Updated

Overview
Phase 1: VC Adult MHSU teams using Profile EMR
Phase 2: Primary Care teams using Profile EMR
Core Functionality
Short Codes
Toolkit: Profile EMR POS Changes (New, Modify, Decommission)
Toolkit: Profile EMR Form and Encounter Note Changes (New, Modify, Delete)
 

Overview

Profile EMR clinical documentation is accessible in CareConnect Community Documents resulting in improved continuity of care across organizations with clinician access to longitudinal patient information and reduced workflow gaps and improved care coordination. Functionality enables automated extraction and transmission of Profile EMR encounter notes and assessment forms to CareConnect Community Documents.

Phase 1: VC Adult MHSU teams using Profile EMR

  • Original POSes included: GWM, KPM, NEM, RSM, SMH, SOM, TBM
  • Data from July 1, 2023 onward (historic load + ongoing nightly feeds)
  • See EMR-6759

Phase 2: Primary Care teams using Profile EMR

  • In progress as of May 2026
  • See EMR-8088

Core Functionality

  • Extract completed assessment forms and encounter notes from Profile EMR
  • Transform data into HL7 with embedded PDFs
    Sample: MSH|^~\&|VCHA_Intrahealth|VCHAGMH|||20260311102043||ORU^R01|20260311102043000001|P|2.4
  • Send to CareConnect via Iguana interface and secure transmission via HTTPS
  • One-time historical load + scheduled nightly batch processing (system task running macro EXPORT_CARECONN) + retry handling for failures
  • Requires CareConnect collaboration and validation

Data Included

  • Patient demographics
  • Encounter details (date, provider, location, type)
  • Assessment data (Psych, Intake, Discharge, etc.)
  • Diagnosis codes (ICD-10)
  • Medications
  • Encounter notes with valid Contact Titles

Key Business Rules

  • Prioritization: Psych assessments → encounters → other forms
  • Only completed forms included
  • Empty Contact Titles excluded
  • Standardized Contact Titles mapped where needed
  • Encounters combined into single PDF with bookmarks to reduce CareConnect clutter
  • Filtering configurable by patient ID, date range, POS, note/assessment type

Short Codes

End-to-end, the system filters Profile EMR data using configured Encounter/Form POS, Titles, and Form Lists, extracts only eligible records, then maps them to CareConnect standards (including title and POS name), converts content into PDFs embedded in HL7 messages, and securely transmits them via Iguana. 

These controls are important because they ensure only relevant and appropriate data is sent to CareConnect while standardizing how encounters and forms are categorized and displayed. This improves data quality, reduces clutter for clinicians, and allows flexible configuration without code changes, ensuring alignment with CareConnect requirements and better usability.

  1. CareConnect Encounter POS
    Ensures only encounter notes from listed POSes are transmitted to CareConnect
  2. CareConnect Encounter Titles
    Controls which encounter contact titles are transmitted to CareConnect and how they appear
    Maps Profile EMR contact titles to CareConnect-friendly titles (or defaults to "Encounter")
    Ensures consistent labeling in CareConnect
  3. CareConnect Form POS
    Ensures only forms from listed POSes are transmitted to CareConnect
  4. CareConnect Form List
    Controls which forms to include (e.g., Psych Assessment)
    Acts as primary inclusion list for forms
    Forms are converted to PDF, embedded in HL7, and transmitted to CareConnect

Toolkit: Profile EMR POS Changes (New, Modify, Decommission)

Scope

Applies to all Profile EMR POS changes that aim to or already send encounters/forms to CareConnect

Change Types:

  • New POS
  • Modify POS code and name
  • Decommission POS code

Key Principles

  • CareConnect must be engaged BEFORE any production change
  • QA validation is mandatory prior to prod
  • First message defines CareConnect facility mapping behavior
  • Late engagement risks data gaps, rejected messages (see below screenshot of System Task 'Export Forms and Encounters to CareConnect' error observed in EMR-10511), or blank Team/Service (see below screenshot)

Engaging the CareConnect Team

  • Ideal: At design phase (as soon as POS code and name are finalized)
  • Minimum: 5–10 business days BEFORE planned go-live

Email Template:

To: eHealthOpsTS@phsa.ca 

CC: [Profile EMR team manager]; [Profile EMR team lead]

Subject: Profile EMR POS Code and Name Changes for [POS Code and Name] - Target Go Live: [Date]

Hello CareConnect Team,

I am reaching out to coordinate a POS (Place of Service) change in Profile EMR that will impact CareConnect integration and requires your support for QA and Production alignment.

1. Change Summary

  • Change Type: [New / Modify / Decommission]
  • Clinic/Service: [Clinic Name]
  • Business Context: [Move / Rename / Code Change / Service Update]
  • Planned Go-Live Date/Time: [Date + Time]
  • Priority: [Standard / Urgent]
  • If new, expected message volume: [x] messages per day
  • Encounters/Forms send to CareConnect: Yes
  • Historical records expectation: [Remain unchanged / Update to new description / To be confirmed]

2. POS Details and CareConnect Table Impact: [modify sample table below]

Current FacilityCode Current FacilityName New FacilityCode New FacilityName
VCHAGWM Grandview MHSU
VCHAKPM Kits Pacific MHSU
VCHANEM Northeast MHSU
VCHARSM Raven Song MHSU
VCHASMH Strathcona MHSU VCHAGMH Groundspring MHSU
VCHASOM South MHSU
VCHATBM Three Bridges MHSU

Could you please confirm receipt and assign a point of contact? I am available for a quick working session to walk through the change and validation plan.

Thank you,
[Your Signature]

Working with the CareConnect Team

Requested Support from CareConnect Team

  • Confirm facility code + description setup approach
  • Update QA environment for validation
  • Confirm production deployment steps and timing
  • Confirm whether Team/Service will dynamically update post-change, if applicable

QA Testing Plan

  • Target QA Testing Window: [Dates]
  • Profile EMR analyst to create new encounter for test patient: PHN 9892651498 (Testing Process Overview)
  • Profile EMR analyst to ask developer to run macro manually: EXPORT_CARECONN
  • Profile EMR analyst to launch CareConnect for test patient and navigate to Community Documents

Production Configuration and Validation Steps:

  • Profile EMR Team
    Configure POS changes in People & Places
    Update CareConnect POS short codes
    Nightly System Task runs around 0115hrs
    Validation Steps
    • Profile EMR analyst to confirm night system task ran via stored reports
    • Launch CareConnect for POS patient and navigate to Community Documents
      Expected: Blank Team/Service
  • CareConnect Team
    Update CareConnect facility table AND legacy/alternate lookup location in a different database
    Reset/clear cache of old lookup
    Validation Steps
    • Launch CareConnect for POS patient and navigate to Community Documents
      Expected: Team/Service has dynamically updated to new FacilityName
      Note: Historical rows may not update immediately (likely cache issue) but CareConnect team aware

Toolkit: Profile EMR Form and Encounter Note Changes (New, Modify, Delete)

This section is in progress.