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Decommission/Inactivate Clinic (POS)

  • Updated

Background
Checklist of Areas to Review and Address
Labs, Transcription Services, and Excelleris Updates

Scenario 1 - POS moving to another system
Scenario 2 - POS ceasing operations
Contact Excelleris, LifeLabs and LM Labs: Email Template

List of Decommissioned POSs
 

Background

Clinics/POSs should be decommissioned/inactivated if they no longer use Profile EMR for one reason or another. The typical scenarios to decommission are if the clinic is moving to Cerner, or merging/restructuring with another site, or shutting down completely.

For POSs that have transitioned to another documentation system such as CST Cerner but have remaining Profile EMR workflows, they cannot be fully decommissioned; see Hybrid Workflow POSs.

Checklist of Areas to Review and Address

When decommissioning a POS the following areas must be reviewed and addressed appropriately. Not all are relevant as some are optional workflows or features that the POS may opt into.

  1. Inactive POS 
    • This is the last step of sysconfig
    • Set POS status to INACTIVE and add Note
    • Do not blank out any other fields such as Excelleris ID
    • Coordinate with ESAs to remove users from POS membership (Important! Do NOT remove Sys-Admin and Health Record accounts from membership)
  2. Batch POS Update (PC POS and Alt POS) and other Batch Macros - see Batch Macros
    • Populate Run Macro tab of sysconfig
  3. Lab, Transcription Services, and Excelleris - see subsection for more details
    • Populate Excelleris eMessages tab of sysconfig
    • Ensure no remaining Unsigned Transactions and Manual Matches
    • SA disables Excelleris System Task
    • Notify Excelleris and labs
  4. Inbound RightFax/EMRScanFax and Outbound RightFax 
    • Coordinate with RightFax team around decommissioning inbound RightFax number and outbound RightFax access of users
    • Ensure EMRScanFax folder is empty
    • Inactivate ScanFax Folder (email to Dennis Doyle)
  5. Tasks, referrals, appointments, interventions (see Batch Macros)
    • Populate Run Macro tab of sysconfig
    • Validate actions for the above. Consider Cancelling tasks, Closing referrals with decision description, Cancelling appointments, and Closing interventions or blanking out intervention POS/clinician
  6. Letterhead
    • Populate Jaffa Files tab of sysconfig
    • Backup and delete letterhead letter template
  7. Short Codes - see subsection for more details
    • Populate Short Codes tab of sysconfig
  8. Macros/Forms/Letters/Typing Templates 
    • Tech Impact Analysis is required to identify
    • Populate Jaffa Files tab of sysconfig
    • Remove specific ones for this POS or references to it
  9. Extracts, Reports and Stored Queries - may be specific for this POS or referenced. A Technical resource is required to review
    • Tech Impact Analysis is required to identify
    • May include items under System Tasks and in DRT (populate DRT tab of sysconfig)
  10. Health Records Encounter View Filters 
    • Do not delete Health Records Encounter view filters!
  11. Zendesk articles 
    • Search both internal and external zendesk for references and update 
  12. Other View Filters 
  13. Task and Signing Groups
    • Take screenshots for backup as these get deleted
  14. Generic Resources 
    • Inactivate generic resources
  15. Billing 
    • Do not inactivate Payee ID (this will be handled by physician compensation)
    • Med lead may request to inactivate Facility ID with Teleplan
  16. Appointment Reminder 
  17. Recurring Appointments 
    • Delete or move to another POS recurring appts
  18. Appointment Rules 
    • Delete historical and current appointment rules
  19. Documents in the EMR Library 
  20. User Access Form 
    • Remove POS from the Access Form: http://communitysystems.vch.ca/access?src=/
  21. Encounter Note Breadcrumb 
  22. PARIS Impact 

Labs, Transcription Services, and Excelleris Updates

Scenario 1 - POS moving to another system

If the clinic is no longer using Profile EMR, but using a different system or charting on paper, it is important NOT to direct the labs and transcriptions services to close the files.  Excelleris requires closure of the Excelleris mailbox linked to Profile EMR.

  • Notification to Excelleris that electronic results should not be directed to the Excelleris id mailbox, and instead the clinic will use another means (e.g. LAUNCH PAD or receiving by FAX or mail, or another system). See sample below
    • This includes sending an email to Excelleris-distribution@lifelabs.com current and new name, Excelleris ID, and all clinicians currently listed with that clinic for order/receiving reports

Scenario 2 - POS ceasing operations

If the clinic is being shut down completely (e.g. Migrant Worker clinic was no longer required), then the Labs, Transcription Services, and Excelleris must be notified of this closure. In most cases the clinic will inform labs to inactivate their account. Regardless here are the steps for our team to properly decommission the labs.

Steps to disable Excelleris System Task in Profile EMR

  1. Create a sub-task under the "Decommission POS" Jira to disable the Excelleris System Task 
  2. Contact Excelleris, LifeLabs and LM labs and ensure that the Excelleris account has been inactivated
  3. Submit CC to disable the daily lab task for the POS
Contact Excelleris, LifeLabs and LM labs: Email Template

Recipients: Excelleris-distribution <Excelleris-distribution@lifelabs.com>, Lab Physician Updates [PHSA] <labphysupdates@phsa.ca>; CIC BRL <cicbrl@lifelabs.com>

Subject: Request to Discontinue Excelleris Account –  POS Name-[LifeLabs C#]/[LM Labs C#]

Hi there,

Effective <insert date>, the POS Name-[LifeLabs C#]/[LM Labs C#] clinic has ceased/will be ceasing all operations. As a result, the clinic will no longer require the Excelleris account with the following details.

  • Clinic Name: POS Name-[LifeLabs C#]/[LM Labs C#]
  • Clinic Address on file: 
  • Phone Number: 
  • Excelleris ID/EMR user id: (retrieve from POS account window under Registry tab)

Below is list of providers who should be mapped to this clinic:

Provider Name Provider MSP

Please let us know once the account has been deactivated, or if any additional information is required from our side.

 

Short Codes

Known areas where clinics may be referenced or have clinic specific requests (use Short Code search function to search for "POS" in short code type:

  1. Auto Create Outward Referral POS List
  2. CareConnect Encounter POS
  3. CareConnect Form POS
  4. Caseload Manager POS List
  5. Gender Enabled POSs
  6. MHSU POS List
  7. PARIS POS
  8. Primary Care POS List
  9. Simplified Billing POS
  10. Client MRN Type
  11. Client Reg Form Record Type
  12. Contacts
  13. Form Links
  14. Form Restriction
  15. Form URL links
  16. Inpatient Form Note Types
  17. PARIS Referral Reason
  18. Stock Location

List of Decommissioned POSs

The list below only includes fully decommissioned POSs. For POSs that have transitioned to another documentation system such as CST Cerner but have remaining Profile EMR workflows, see Hybrid Workflow POSs.

Date of Decommission POS Code POS Name JIRA Reference
In Progress QDE qathet Diabetes Ed. Ctr EMR-10526
In Progress QYC qathet Youth Clinic - C13210 EMR-10525
In Progress THC Texada Health-C5963/C00804 EMR-10524
May 2026 HLY Heatley CHC - C5106 EMR-9990
May 2026 PEN Pender CHC - C1368 EMR-9990
Pending RAA Rapid Access Addiction Clinic EMR-6544
Pending ICO Integrated Community Outreach Team EMR-6118
Dec 2023 RYC Raven Song Youth-C5155/C12133 EMR-4974
Aug 2022 DTT COVID19 Assessment Centre - 3B EMR-2899
Jul 2022 RPS Richmond Hospice Palliative Care Services EMR-2761
May 2022 TFW Migrant Worker-C5473/C12910 EMR-2675
May 2022 MMU Mobile Medical Unit EMR-2675
Mar 2019 BRG Bridge Clinic - C1437 DMT 139704
Mar 2019 SAP South Asian Pap Clinic - C3157 DMT 139704
Mar 2019 POR Primary Outreach Services - C09858 DMT 139704
May 2017 (ETA) EVR Evergreen Clinic - C0143 Unknown
May 2017 (ETA) PST Pacific Spirit - C0253 Unknown
May 2017 (ETA) STH South Clinic - C1678 Unknown
May 2017 (ETA) PIN Pine Clinic - C0223 Unknown
Not officially decommissioned RSG Raven Song Clinic N/A
Not officially decommissioned QDE qathet Diabetes Ed. Ctr N/A