Nursing Home Facility Implementation Overview

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1 DrConnect Improved Communication; Improved Care Nursing Home Facility Implementation Overview clevelandclinic.org/drconnect Cleveland Clinic All Rights Reserved.

2 Table of Contents Table of Contents...2 Introduction...3 Requesting DrConnect Access: Nursing Home Facility Nursing Home Medical Director / Administrator Which Employees are Appropriate?...4 Preliminary Checklist and Authorization...5 Administration Security Agreement...6 Confidentiality and Use Agreement (bottom of page)...6 User Login Request Form...7 Release of Information Form Use (ROI)...8 Nursing Home Care Team Members Preliminary Checklist and Authorization...9 Confidentiality and User Agreement...10 User Login Request Form...11 Checklist for Requesting DrConnect Access...12 Getting to Know DrConnect Home Page Navigation & How to Look-up Your Patients...13 Viewing Your Patient s Medical Information...14 Release of Information Form Use (ROI)...15 Customer Support...16 Frequently Asked Questions...17 Appendix Release of Information Form (ROI)...18 Notes

3 Introduction Welcome to DrConnect We value the collaborative relationships we share with our physician and clinical staff colleagues that choose to refer patients to Cleveland Clinic. Our goal is to continuously enhance your patient referral experience when you or a member of your staff utilizes DrConnect. We pledge to work in close partnership with you to provide high quality, coordinated care that your patients deserve. We invite you to discover how DrConnect can continue to improve the communication and efficiency of our ongoing professional interactions and we look forward to being a part of the care team for the benefit of your patients. DrConnect Process Flow Diagram For a brief description on how the DrConnect process flow works, please review the diagram below. Once reviewed, follow the proceeding steps to learn how to create your secure DrConnect account. 1 Patient received care at a Cleveland Clinic Health System Hospital. Treatment encounter information is entered into MyPractice Electronic Medical Record system. DrConnect Selected clinical staff Patient discharged from 4 hospital and placed in 2 at Nursing facility can securely access DrConnect to review Nursing Home (NH). patient information. NH completes and faxes Release of Information form to DrConnect team. 3 Nursing facility will have access to patient information in DrConnect for 365 days. 3

4 Requesting DrConnect Which Employees are Appropriate? Access: Nursing Home Facility In an effort to safely and effectively manage the access requests to Cleveland Clinic s EMR system, our DrConnect management team advises that only those personnel needing patient health information to assist in the clinical management of the patient s care request a DrConnect log in. Which employees are most appropriate to request and receive access to DrConnect should be determined by your facility s Medical Director / Administrator. The decision should be based solely on the employees need to receive patient health information in order to make key clinical decisions about the patient s ongoing healthcare needs. Our recommendations are the following personnel: Nursing Directors Nurse Practitioners and Physician Assistants Nursing Supervisors and Shift Managers Nursing Home Administrators Admissions Personnel Medical Records Personnel We will not be able to grant DrConnect access for operational, financial, or marketing personnel at your facility. If you have further questions regarding personnel that you would like to request have access to Cleveland Clinic s DrConnect service, please contact our DrConnect Customer Support at or 4

5 Requesting DrConnect Access: Nursing Home Facility Preliminary Checklist and Authorization for Nursing Home Medical Director / Administrator The Nursing Home (NH) Medical Director must complete the DrConnect Administration Security Agreement found online at the DrConnect website. However, if the NH Medical Director is a Cleveland Clinic physician (affiliate), the NH Administrator must sign it instead. The NH Medical Director / Administrator can authorize proxy rights to nursing home care team members granting access into the patient s electronic medical record as your patient receives treatment at Cleveland Clinic. Visit https://drconnect.clevelandclinic.org and click the Not Registered? button Review the DrConnect Sign-up Checklist thoroughly before clicking Next. Please make note of the following important items: The Administration Security Agreement must be completed during a single registration session. Cancellation will void current process Our system will generate an Account ID specific to your nursing home facility and it will be located in the top right corner of the DrConnect Confidentiality and Use Agreement (see page 5). Please make note of your Account ID at that time As the Principle Owner, you will authorize proxy registrations by providing the practice Account ID to your nursing home care team members The NH Medical Director / Administrator must complete the DrConnect Administration Security Agreement first before others within your care team can sign-up for DrConnect. Once completed you will be assigned an Account ID that will be used as authorization for nursing home care team members needing proxy DrConnect registration. Click the Yes, click here button 5

6 Requesting DrConnect Access: Nursing Home Facility Administration Security Agreement / Confidentiality and Use Agreement for Nursing Home Medical Director / Administrator The NH Medical Director / Administrator must complete all required areas of the DrConnect Administration Security Agreement. At the bottom be sure to select the check box indicating you are the person identified on this form and then click the Agree button. The Confidentiality and Use Agreement page will be pre-populated from the DrConnect Administration Security Agreement. Complete the required areas Important!! Please note your Account ID. As the NH Medical Director / Administrator, the Account ID will be required to authorize proxy registrations for any care team members that will need a DrConnect User ID and Password At the bottom be sure to select the check box indicating you are the person identified on this form and then click the Agree button 6

7 Requesting DrConnect Access: Nursing Home Facility User Login Request Form Process for Nursing Home Medical Director / Administrator When you reach the User Login Request Form: Select the Non-Physician option from drop-down box at the top of the page In the box marked Supporting Physicians, please type in NH Your Nursing Home Facility s Name in the box Click the Add button to the right Complete the required fields noted with a red (*) and click Submit. You ve now completed your DrConnect request for access! When your account has been created by the DrConnect Customer Support team, a formal letter will be ed to you within 2-3 business days, providing you with your User Id and Password for logging into the DrConnect secure site. Within this time frame you will also receive an copy of the approved Administration Security Agreement for your Nursing Home Facility. 7

8 Requesting DrConnect Access: Nursing Home Facility Release of Information Form Use for Nursing Home Medical Director / Administrator A Release of Information Form (ROI) will need to be filled out for each patient within your nursing home facility. The ROI form will also need to be signed by each patient. Locate the Nursing Home Release of Information in the right-hand column of the DrConnect login page Fill out the form with the patient s general demographic information, along with the NH Medical Director / Administrator s name and the nursing home facility of where the patient information is being release to. Authorization will expire after 365 days from the date written on the form If someone other than the patient signs the ROI, legal documentation must be submitted along with the ROI form to confirm consent Fax all completed forms to the DrConnect Customer Support team:

9 Requesting DrConnect Access: Nursing Home Facility Preliminary Checklist and Authorization for Nursing Home Care Team Members After the NH Medical Director / Administrator completes the online DrConnect Administration Security Agreement, each nursing home care team member requiring DrConnect access will need to complete the online Confidentiality and Use Agreement and User Login Request Form. Visit https://drconnect.clevelandclinic.org and click the Not Registered? button Review the DrConnect Sign-up Checklist thoroughly before clicking Next. Please make note of the following important items: As a nursing home care team member, you must complete the Confidentiality and Use Agreement as well as the User Login Request Form Click the No, click here button. The NH Medical Director / Administrator will receive an Account ID that will be used as authorization for any nursing home care team members needing proxy DrConnect registration. Please enter the Account ID provided by your NH Medical Director / Administrator and then click Next 9

10 Requesting DrConnect Access: Nursing Home Facility Confidentiality and User Agreement for Nursing Home Care Team Members Fill out the required fields on the Confidentiality and Use Agreement page. Any areas that are indicated in green have been pre-populated from your DrConnect nursing home facility account information. Complete the signature section of the Confidentiality and Use Agreement. Be sure to select the check box indicating you are the person identified on this form and then click the Agree button If you need any assistance with the DrConnect site, please contact the DrConnect Customer Support team by phone at (877/CCHS-EMR) or by at 10

11 Requesting DrConnect Access: Nursing Home Facility User Login Request Form Process for Nursing Home Care Team Members When you reach the User Login Request Form: Select the Non-Physician option from drop-down box at the top of the page In the box marked Supporting Physicians, please type in NH Your Nursing Home Facility s Name in the box Click the Add button Complete the required fields noted with a red (*) and click Submit. You ve now completed your DrConnect request for access! The DrConnect Customer Support team will a formal letter within 2-3 business days providing you with your User Id and Password for logging into the DrConnect secure site. 11

12 Requesting DrConnect Checklist for Requesting DrConnect Access Access: Nursing Home Facility Nursing Home Medical Director / Administrator 1. Completed the online DrConnect Administration Security Agreement (refer to page 6 of this manual) 2. Completed and signed (for self) the Confidentiality and Use Agreement (refer to page 6 of this manual) 3. Completed the DrConnect User Login Request Form (refer to page 7 of this manual) 4. Release of Information (ROI) signed for each existing patient and any new patients (refer to pages 8 and 15 for directions, actual document is page 18 of this manual) Nursing Home Care Team Members 1. Each identified nursing home care team member needing proxy access completed the online Confidentiality and Use Agreement (refer to page 10 of this manual) 2. Identified employee completed the User Login Request Form (refer to page 11 of this manual) Additional Information 1. Review Nursing Home Facility Implementation Overview Manual 2. Post the DrConnect Customer Support Page (refer to page 16 of this manual) for quick and easy reference 12

13 Getting to Know DrConnect Home Page Navigation & How to Look-up Your Patients Important Notices and Tips - View important DrConnect updates the DrConnect team would like to inform you about (i.e. downtime), as well as important navigation tips for you to remember. Cleveland Clinic DrConnect Customer Support is available during regular business hours, 8 a.m. to 5 p.m. (EST) Monday through Friday. We can answer your questions or help you navigate through the DrConnect site should you require assistance. Phone: (877.CCHS.EMR) Fax: Patient s List Tab - View the patient s list tab to view the entire list of patients at your nursing home care facility that you currently have access to. You can also view the What s New section - By clicking this you can view what patients you have new health information on. You can set your date by selecting the calendar date to show past patients. 13

14 Getting to Know DrConnect Viewing Your Patient s Medical Information Radiology Images Now Available As a registered DrConnect user, you are now enabled to view the radiology images as well as the reports for the patients you refer to Cleveland Clinic. This new functionality within the DrConnect portal is a read only application and provides you with access into 4 years worth of your patient s radiology images as long as your patient had their imaging done at one of our Cleveland Clinic locations. To learn how to use the new imaging functionality within DrConnect, please log into your account and click the Imaging Quick Reference Guide link or icon from the Home page. Chart Review - This will be your main dashboard for viewing the care your patient received while at the Cleveland Clinic. Snap Shot - Clicking on Snap Shot brings up several key details about the patient all in one screen. View your patient s: Demographics Health maintenance Reminders Allergies, Medications, and Health history Please remember that the medical information within DrConnect is read only. 14

15 Getting to Know DrConnect Release of Information Form Use A Release of Information Form (ROI) will need to be filled out for each patient within the nursing home facility. The form will also need to be signed by the patient. Locate the Nursing Home Release of Information in the right-hand column of the DrConnect login page Fill out the form with the patient s general demographic information, along with the NH Medical Director / Administrator s name and the nursing home facility of where the patient information is being release to. Authorization will expire after 365 days from the date written on the form If someone other than the patient signs the ROI, legal documentation must be submitted along with the ROI form to confirm consent Fax all completed forms to the DrConnect Customer Support team:

16 Getting to Know DrConnect DrConnect Customer Support If you require assistance with DrConnect related matters please contact customer support. Cleveland Clinic DrConnect customer support is available during regular business hours, 8 a.m. to 5 p.m. (EST) Monday through Friday. Cleveland Clinic DrConnect Operations Phone: (877/CCHS-EMR) Fax: Our Address: Cleveland Clinic DrConnect Operations Euclid Avenue / CL28 Cleveland, OH United States 16

17 Getting to Know DrConnect Frequently Asked Questions 1. What are all of the documents I need to submit to gain access into DrConnect? Cleveland Clinic s legal department requests the following contracts/ documents be completed and on file for each nursing home: Nursing Home Medical Directory / Administrator: DrConnect Administration Security Agreement Confidentiality and Use Agreement User Login Request Form Nursing Home Care Team Members: Each identified nursing home care team member will need to complete the Confidentiality and Use Agreement User Login Request Form 2. Does the Nursing Home Medical Director at each facility have to sign the DrConnect Administration Yes, the DrConnect Administration Security Agreement must be tied to the facility s Medical Director in order to comply with the appropriate regulations. However, if the NH Medical Director is a Cleveland Clinic physician (affiliate), a Cleveland Clinic Affiliate or a private practice physician with privileges at a Cleveland Clinic hospital, the facility administrator must sign the contract instead. 3. Will physicians practicing at multiple nursing homes have access? Physicians that work at multiple facilities will need to complete the DrConnect Administration Security Agreement for each facility at which they see patients. This will ensure that they have access to the appropriate patients at each nursing home. 4. Is there a limit to the number of nursing home care team members at each nursing home that can request DrConnect access? The number of nursing home care team members identified as having proxy rights at each nursing home is at the discretion of the nursing home s Medical Director. However, we recommend that access be limited to nursing staff and/or administrative staff in an effort to maintain privacy control over patient information. 5. Will the nursing home care team member, such as nurse liaisons who visit hospitals, be granted access (i.e. if called to assess a patient at a particular hospital) to DrConnect to review referrals? 6. Do nursing home care team members that already have DrConnect access through the Cleveland Clinic lab system need to sign up again? No, the nursing home care team members do not need to sign up again. BUT, a Release of Information (ROI) form must be completed for every nursing home patient that uses Cleveland Clinic facilities or services. 7. Who is responsible for obtaining the signed Release of Information (ROI) form for each patient? At what point in the process should it be obtained? The nursing home care team is responsible for obtaining the signed ROI form for each patient. Cleveland Clinic hospital staff (including case management) will not be responsible for obtaining the ROI from the patient. The ROI is often signed by the patient upon arrival to the nursing home. However, the ROI may also be completed while the patient is still in the hospital. If the patient is unable to sign the ROI form, a family member with legal documentation must sign the form confirming access. There is a restriction if the ROI is signed prior to arriving at the nursing home. This restriction includes: Nursing homes are only permitted to obtain a signature on the ROI after the patient has been confirmed and scheduled for admission to that nursing home or as requested by a case manager for assessment. 8. Once the identified nursing home staff members have approved DrConnect access, when will we be able to see patient information? Once the Release of Information (ROI) form is signed by the patient, the staff members with DrConnect proxy access will be able to view their entire medical record through DrConnect for 365 days. Information such as inpatient psychiatric medical records will be blocked from view due to privacy regulations. 9. If one of the nursing home staff members identified as having proxy rights leaves the nursing home, how does access to DrConnect get discontinued? The NH Medical Director / Administrator would have to contact our DrConnect Customer Support desk at or via and inform our staff member which person needs to be removed from the DrConnect proxy list. No. DrConnect may not be used to view referral information. Referral data will remain with AllScripts. 17

18 AUTHORIZATION FOR THE RELEASE OF MEDICAL INFORMATION THROUGH DRCONNECT NURSING HOME RELEASE OF INFORMATION FORM Cleveland Clinic DrConnect Operations Euclid Avenue / CL28 Cleveland, OH Phone: (877.CCHS.EMR) Fax: Patient: SSN: Clinic #: Date of Birth: / / Address: City: State: Zip: Telephone: I hereby authorize the Cleveland Clinic and its affiliates (collectively, Cleveland Clinic ) to release my health information as indicated below. I understand and acknowledge that this release will include records of any treatment I have received for physical and mental illness, alcohol/drug abuse, and or HIV/AIDS test results, diagnoses and treatment. This authorization does not include permission to release Psychotherapy Notes as defined below.* The release of Psychotherapy notes requires a separate authorization. Release To: Telephone: Address: City: State: Zip: Reason for disclosure:. Information to be disclosed: I understand and agree that my complete and full medical record will be released regardless of dates of treatment. The information released will include, but not be limited to, the following records: Alcohol and/or drug abuse treatment records Mental health treatment records including treatment for mental illness HIV tests, results, diagnosis and treatment Discharge summaries History & physical Laboratory reports Operative reports Pathology reports Medications Clinic/Progress notes Diagnoses This authorization is subject to revocation at any time except to the extent the action has been taken thereon. I may revoke this authorization at any time by contacting Cleveland Clinic at the contact information listed above. I understand that the recipient of my health information may be charged for the service of releasing medical information. This authorization will expire three hundred sixty-five (365) days from the date written below, unless I specify an earlier date:. I understand that information released pursuant to this authorization may remain part of my permanent medical record at Recipient. My health care (or payment for care) will not be affected by whether or not I sign this authorization. Once my health information is released, redisclosure of my health information by the Recipient may no longer be protected by law. NOTICE TO RECIPIENT OF INFORMATION & ADDITIONAL PATIENT ACKNOWLEDGEMENT The information disclosed pursuant to this authorization will contain any and all information contained in my medical record that is protected by Federal confidentiality rules relating to treatment provided by Alcohol and Drug Abuse Program (42 C.F.R. Part 2) and state law pertaining to the disclosure of HIV/AIDS information. These rules prohibit Recipient from making any further disclosure of this information unless further disclosure is expressly permitted by the written consent of the person to whom it pertains or as otherwise permitted by 42 C.F.R. Part 2 relating to the disclosure of alcohol and drug abuse program information or state law pertaining to disclosure of HIV/AIDS information. A general authorization for the release of medical or other information is NOT sufficient for these purposes. The Federal rules restrict any use of the information to criminally investigate or prosecute any alcohol or drug abuse patient. / / / Signature of Patient/Patient s Personal Representative** Printed Name Date Signed Relationship if not Patient *Psychotherapy Notes are defined as notes that document private, joint, group, or family counseling sessions that are separated from the rest of a patient s medical record. **If other than the patient s signature, a copy of legal paperwork verifying the patient s personal representative MUST accompany the request (i.e. court appointed guardian, durable power of attorney for health care). For a deceased patient: A death certificate coupled with executor or administrator of estate paperwork must accompany authorization. Exception: parent signing for patient under the age of 18. Revision: 12/13/12

19 Notes 19

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