Access Reference Guide Part A – Nursing & Allied Health Students Student Access To the PHSA Network and Clinical Information Systems For Use by PHSA and Affiliated Academic Institutions Supporting Practice Education and Research Training Updated: 13 April 2017 Prepared by: Student User Access Working Group
16
Embed
Access Reference Guide - Provincial Health Services … · Access Reference Guide Part A – Nursing & Allied Health Students Student Access To the PHSA Network and Clinical Information
This document is posted to help you gain knowledge. Please leave a comment to let me know what you think about it! Share it to your friends and learn new things together.
Transcript
Access Reference Guide
Part A – Nursing & Allied Health Students
Student Access
To the PHSA Network and
Clinical Information Systems
For Use by PHSA and Affiliated Academic Institutions
Supporting Practice Education and Research Training
Updated: 13 April 2017
Prepared by: Student User Access Working Group
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
GLOSSARY OF TERMS USED IN THIS GUIDE ............................................................................................................ 4
OVERVIEW: STUDENT USER ACCOUNT PROVISIONING ......................................................................................... 6
User Account Provisioning Process .................................................................................................................... 6
Methods for Provisioning User Access............................................................................................................... 7
How to Request Additional Access for Students ................................................................................................ 9
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
5
IMITS is an abbreviation for PHSA Information Management, Information Technology Services. The
IMITS User Readiness Team issues Cerner and Provincial eHealth Viewer accounts.
M*Modal is an e-system for dictation and transcription. Reports are viewed in Cerner PowerChart.
Personal Information is information about an identifiable individual, but does not include business
contact information (e.g. a person’s job title, business/email address, telephone/fax number).
Placement refers to a unit of experiential learning assigned to a student from an affiliated academic
institution. It includes start and end dates with one or more physical locations or destinations. It is
associated with a single student or trainee, educational program, educational institution and health care
organization.
Clinical placement refers to a placement that supports direct patient care and involves access to
patients and/or their personal information.
Placement coordinator (PC) refers to an academic institution’s representative acting in the role of
practicum coordinator for one or more education programs, who sends placements requests to the
receiving agency and ultimately confirms accepted requests
POD refers to the PHSA intranet. You must be connected to the PHSA Network to access POD.
Practice education is the experiential component of an educational program in which students learn and
practice in a community, clinical or simulated setting. It provides the ‘hands-on’ learning that helps
students acquire the necessary skills, attitudes and knowledge to practice effectively in their field.
Provincial eHealth Viewer (CareConnect) is a secure, view only Electronic Health Record (EHR) that
delivers patient information required to support healthcare providers in their delivery of patient care.
The application provides authorized healthcare providers with an integrated, provincial view of some
clinical information, including:
Registration Information and Contacts
Encounters
Documents
Community Summaries
Provincial Laboratory Information Solution (PLIS)
Provincial Diagnostic Imaging Viewer (PDIV)
Access to the Provincial eHealth Viewer is for providing or supporting direct patient care. The Provincial
eHealth Viewer is accessible through Cerner PowerChart for C&W authorized users and as a stand-alone
application at other PHSA sites. (See Appendix 2 for more information).
Receiving/Destination Coordinator (RC/DC) refers to a receiving agency destination manager, educator,
or designate who receives, coordinates, and responds to placement requests from academic
institutions.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
6
Student means a learner who is involved in a practice education experience as follows: undergraduate; graduate; postgraduate (e.g., post-doctoral fellowship); or post-professional (e.g., medical resident, nursing specialty). Web API – an HSPnet web-service that authorized users can access to retrieve current data about students who require network/computer access during an upcoming placement at their sites.
OVERVIEW: STUDENT USER ACCOUNT PROVISIONING
User Account Provisioning Process
Processes are in place to provide PHSA with the information needed to provision individual user accounts for students. These processes enable their access to the Network, and for students placed in clinical settings, additional access to Cerner PowerChart and, as appropriate, M*Modal Dictation and the Provincial eHealth Viewer. The processes require validation of identity for each user plus confirmation that the user is educated and understands his/her role and responsibilities to protect the personal information of patients. Figure 1: Overview of User Account Provisioning Process
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
7
Methods for Provisioning User Access
There are two main methods by which student user accounts are provisioned: 1. Automated: this method is supported by the Health Sciences Placement Network (HSPnet)
database and is used for medical, nursing and allied health professions students registered at institutions that use HSPnet to track placements. This method automatically uploads confirmed placement data from HSPnet to auto-generate Network accounts and further supports provisioning of Cerner PowerChart and, for disciplines that require it, access to M*Modal Dictation, the Provincial eHealth Viewer and EVE (historical view only). Medical, nursing and allied health professions students includes, but is not limited to, the following disciplines: Audiology, Biomedical Engineering, Child Life, Diagnostic Imaging, Dietetics, Health Information Management, Medical Genetics Counselling, Medical Laboratory, Medical (covering 3rd and 4th year undergraduate students), Medical postgraduate students (covering residents all years), Music Therapy, Nursing, Nurse Practitioner, Occupational Therapy, Paramedic, Pharmacy, Physical Therapy, Psychology, Recreation Therapy, Respiratory Therapy, Social Work, Speech and Language Pathology, Spiritual Care, and Unit Clerk.
2. Manual: this method involves submission of an individual eform for students with confirmed placements (i.e. using a POD eform) for the generation of Network, Cerner PowerChart and Provincial eHealth Viewer accounts. Manual enrolment is used for visiting medical students (non-UBC), midwifery and dental post-graduates students.
Deactivation of User Accounts All user accounts are deactivated at the end date of the student placement date or if there is no activity in the account for five (5) months. Students who have been asked to leave their education program will have their account deactivated immediately.
PHSA requires that affiliated academic institutions obtain student consent for:
Release of the student’s personal information from HSPnet or other sources to PHSA for the purpose of provisioning user accounts.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
8
Table 1 – Basic Access Provided for Nursing & Allied Health Students in Clinical Placements
Student Type Requestor Approver Basic Access for Duration of Student’s Placements
Automated Enrolment-HSPnet**
Nursing / Allied Health* Placing Coordinator at academic institution
Receiving/Destination Coord. at PHSA site
Network (with email)
Cerner PowerChart
UBC Medical: 3
rd & 4
th year Undergraduate
See Access Reference Guide Part B
UBC Medical: Residents (1
st year and new
to UBC)
Manual Individual Enrolment- eForm on POD** (for students not provisioned through HSPnet enrolment)
Visiting Medical Undergrads (non-UBC)
See Access Reference Guide Part B
UBC Dental: Post-graduate
PHSA Dental Program Assistant
Chief of Dentistry, BC Children’s Hospital
Network (with email)
Cerner PowerChart
Provincial eHealth Viewer
M*Modal Dictation
EVE (historical view only)
UBC Midwifery PHSA Program Manager or designate
Manager of Program where student is placed
Network (with email)
Cerner PowerChart
M*Modal Dictation
EVE (historical view only)
* Exception - Nurse Practitioner students also receive access to Provincial eHealth Viewer and M*Modal
Dictation ** See page 9 regarding how to request access for a student who needs to enrol as an individual or who needs
more access than the basics described in Table 1 (e.g. “v” or “w” drive).
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
9
How to Request Additional Access for Students
Table 1 (page 8) describes basic electronic access that is provided for students in various disciplines. In some disciplines or placement settings, students have additional access requirements beyond what is described in Table 1, for example, access to shared Network drives (e.g. ‘v’ or ‘w’). Note: as of Sept 22, 2014 students who are auto-provisioned a network account will also receive an email account. Additional access requests should be made as follows:
If the student’s access is requested through automated enrolment (see page 7), then after the Network account is issued, a C&W staff member can make a manual individual request for additional access for the student, using the appropriate eform on the POD.
If the student’s access is requested through manual enrolment using the POD eform, then a C&W staff member can request additional access (e.g. ‘v’ or ‘w’ drive) at the same time that the request is made for a Network account and a Cerner account.
Remote Access
Remote access to the PHSA network is only provided to those students who need it to perform their
role. There is a charge of approximately $75/user for the software token that supports remote access.
To make a request for remote access, a PHSA manager or designated program assistant completes the
Technology Services Request Form as directed on the POD requesting remote access. A PHSA Program
Manager’s approval is required to support the request.
REQUIRED E-LEARNING PRIOR TO RECEIVING ACCESS
Students must register for a PHSA LearningHub account and complete required e-learning modules prior
to their clinical placement (and at least one week prior to their start).
Learners should allow 2 – 6 hours to work through the modules depending on requirements for their
discipline and practice setting.
Table 2 (p. 10) indicates the required courses for various placement locations/disciplines as follows:
by all students/in clinical placements at the C&W site
by students in various disciplines rotating through specific clinical programs as part of their placement
Table 3 (p. 11) indicates the required courses for clerical roles (Nursing Unit Clerks, Medical Office
Assistants/Hospital Support Specialists and Health Information Management)
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
12
ACCESS PROVISIONING PROCEDURES: ROLES AND RESPONSIBILITIES
Nursing and Allied Health Professions Students
An automated process is used to provision Network accounts for nursing and allied health professions students. Once an affiliated academic institution updates HSPnet with information on confirmed student placements, the automatic feed between HSPnet and BCCSS enables creation of Network accounts. The Enrolment Analyst with the IMITS User Readiness team is informed that the network account is in place, and then sets up the PowerChart account and EVE (historical view only) access,
provided that training requirements have been completed as described in Table 2 & 3.
1. PLACING COORDINATOR AT ACADEMIC INSTITUTION – completes the following at least 4-6 weeks prior to student placement: - Enters or confirms student placements in HSPnet. This information must include the student’s school-issued email account.
- Informs the student regarding training requirements described Table 2 & 3.
2. STUDENT – 4-6 weeks prior to placement (and at least one week prior to their start) enrolls on the LearningHub, registers for, and completes the mandatory online training requirements as described
in Table 2 & 3 (p. 10). Directions on training requirements are also outlined in Step 4 of Preparing for Your Practicum on the PHSA website. On arrival at practicum site, activate PHSA network account, following instructions provided by BCCSS in step 3 below.
3. BCCSS AUTO-PROVISIONING SERVICE – up to 4 weeks prior to placement start date, provisions a Network account for the student based on the HSPnet Web API of confirmed placements and: - Emails instructions and an activation code to each student via his/her school-issued email. These instructions are re-sent the day before the placement start date to the student. - Provides IMITS access, via link to shared Excel spreadsheet, to the list of students provided with
Network accounts.
4. IMITS SECURITY ENROLMENT ANALYST – provisions a Cerner PowerChart account and EVE (historical view only access) for students who completed training and accepted Cerner Terms of Use and have been auto-provisioned a Network account. - Emails a unique user ID, temporary password, and log-in instructions to the student via his/her school-issued email account. - Provides Transcription Services with list of student users who require M*Modal dictation access and have completed required Cerner training.
5. TRANSCRIPTION SERVICES – provisions M*Modal Dictation ID from information provided by IMITS. - Emails a Dictation user ID and log-in instructions to the student via his/her school-issued email.
6. PHSA STAFF SUPERVISING THE STUDENT - Once the student’s Network account is activated, if additional access beyond Network, PowerChart and EVE is needed, the student and PHSA supervisor apply for a student account through the IMITS Request for Services on the POD. A PHSA Program Manager’s or designate’s approval is required to support the request.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
14
Appendix 1 – Student User Access Working Group
Working Group of the PHSA Student Education Coordinating Committee and the Clinical Information
Systems Department of BC Children’s Hospital and BC Women’s Hospital and Health Centre:
1. BC Children’s Hospital and BC Women’s Hospital and Health Centre 2. BC Clinical & Support Services (BCCSS) - formerly Health Shared Services BC (HSSBC) 3. Information Management Information Technology Services (IMITS) 4. Provincial Health Services Authority 5. Provincial eHealth Services 6. University of British Columbia 7. Lower Mainland Health Information Management Diane Gulbransen1, Director, Clinical Informatics Elaine Fink5, Manager, Deployment, Provincial eHealth Services Elizabeth Kinney4, Manager Research Policy Grace Mickelson4, Corporate Director, Academic Development Kelly Sytsma3, Security Enrolment Analyst, User Readiness Marguerite Ferreira1, Business Analyst, Clinical Informatics Catherine Palmer3, Team Lead, User Readiness Michelle de Jaray1, Academic Practice Coordinator, Learning & Development Sandra Harris1, Senior Leader – Clinical Education, Learning & Development Sarah Titcomb4, Coordinator, Academic Development Sharon Hsu5, Analyst, Provincial eHealth Viewer Access Tyler Lloyd2, Technical Architect & Senior Systems Analyst
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
15
Appendix 2 – Overview of Cerner eChart and eHealth Viewer Overview of Cerner eChart Cerner eChart: One Person. One Record. Better Health. Cerner eChart is an electronic health record that will provide access to patient encounters, lab results, and imaging. When fully deployed, eChart will allow clinicians to directly access accurate clinical information anytime, anywhere. eChart is made up of the following components which are granted to users based on their role:
Scheduling Appointment Book – view or create patient appointments
PMOffice – view or create patient registration and bed management.
Explorer Menu – view, manage, or generate reports from system (e.g., Scheduling Appointment Book, etc.).
eChart/PowerChart – the foundation of the patient’s electronic health record. Users may edit/sign transcribed documents, provide clinical documentation (e.g., discharge summary, etc.), and attach scanned items.
FirstNet – register and track patients in the Emergency Department.
RadNet – the radiology information system stores images and reports, and manages the day-to-day
departmental operations for medical imaging.
MTM – transcription services.
ProFile – health records management, such as chart tracking and chart deficiencies.
Overview of Provincial eHealth Viewer
The Provincial eHealth Viewer (CareConnect) is a secure, view only Electronic Health Record (EHR) that
delivers patient-centric information required to support healthcare providers in their delivery of patient
care. The application provides authorized healthcare providers with an integrated, provincial view of
clinical information, including:
Registration Information and Contacts
Encounters
Documents
Community Summaries
Provincial Laboratory Information Solution (PLIS)
Provincial Diagnostic Imaging Viewer (PDIV)
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
16
Access to information within the Provincial eHealth Viewer is determined by the user’s business role as governed by the Ministry of Health’s Provincial access model. Business roles are comprised of two components – role context (the type of service/clinical setting in which the user works) and Functional Description (the function of the user). This determines the user’s specific access permissions built on the principles of “need to know” and “least privilege”. Here is a high-level overview of the data availability within the Provincial eHealth Viewer: