HL7 Onboarding Guide for. May 2015 v3

Transcription

1 HL7 Onboarding Guide for Connecting to the WVHIN May 2015 v3

2 Contents Purpose... 3 Intended Audience... 3 Introduction... 3 HL7 Onboarding Timeline Overview... 4 A Collaborative Effort: Roles and Responsibilities... 4 Onboarding Process... 6 Pre work Phase: Preparation and Readiness... 6 Technical Integration Phase: Project Kickoff and HL7 Data Readiness... 6 Testing Phase: Validation in WVHIN Test... 7 Helen Demoski Test Patient... 7 Production Go live Phase: Validation in WVHIN Production... 8 Transition to Ongoing Support

3 Purpose The goal of the WVHIN Onboarding Project Team is to deliver comprehensive services to our customers during the onboarding process. The following manual is designed to be a step by step guide for submitting HL7 data to the WVHIN and validating the registered data in the WVHIN Web Client. Detailed information is provided to help you understand the expectations and standards of onboarding to the WVHIN. This guide also contains practical information about the onboarding process. Intended Audience This document is intended for all Participant team members (including EHR vendor resources) that will be involved in the HL7 connection to the WVHIN. Introduction A Truven Health Analytics Project Manager (PM) will be assigned to facilitate the submission of your HL7 data to WVHIN and integration of the WVHIN HIE at your facility. During the kickoff call, the Truven Health Analytics Project Manager will review and confirm all data and technical requirements discussed during the Preparation and Readiness phase and will also provide a detailed project schedule. After the kickoff call, the Project Manager will facilitate onboarding status calls with the designated WVHIN team at the facility in order to assure rapid progress. As a key component of the onboarding process, the Truven PM and a Truven HL7 Integration Engineer will assist your EHR Interface Engineer and analysts with the integration and testing of the following HL7 data types: ADT Allergies Vitals Problems Labs Procedures Medications Reports Diagnoses Other data types as determined by WVHIN and participant Following integration and testing, your WVHIN Representative will provide you with Site Administrator and Patient Notice training and support you with initiating a patient notice process at your facility. Following the completion of Patient Notice and Site Administrator training, the system will be transitioned to a production status. You will also be provided with a Train the Trainer session and Audit training. The Train the Trainer session will provide your selected staff with the knowledge to perform the on going training of clinicians and other users of the Health Information Exchange. At the conclusion of the onboarding effort, your Truven PM will transition you to long term application support from your WVHIN Representative. In addition to your WVHIN resource, you will also have access to technical support from the Truven Health Analytics Product Support team. 3

4 HL7 Onboarding Timeline Overview A Collaborative Effort: Roles and Responsibilities Integrating your data into the WVHIN will require collaboration between a dedicated team of resources. These Truven Health Analytics representatives below will guide you through the data integration process and are available to answer your questions. A listing of Participant roles is also included. One person may serve in multiple roles and the engineering roles will be the responsibility of the EHR vendor. WVHIN/TRUVEN HEALTH ANALYTICS ROLES Role WVHIN Representative Project Manager Responsibility Participates in the Preparation and Readiness phase. During onboarding, serves as the escalation point for governance and operational items that may arise during onboarding. Facilitates patient notice initiation and provides training sessions. Primary liaison with Public Health, the WV End of Life Registry and other resources. Manages the onboarding process, working with you to submit your HL7 data in 4

5 the correct format and layout. During testing and at go live in production, the Project Manager will serve as your main contact, responsible for providing process information as well as project documentation. HL7 Integration Engineer Client Services Director Serves as Subject Matter Expert on HL7 specifications. Analyzes and provides feedback on HL7 messages and data submitted during the onboarding project. Leads the Participant team through the Preparation and Readiness phase. During onboarding, provides high level account management support, escalates actions and assists in eliminating barriers if progress is slowed or stalled. PARTICIPANT ROLES Role Executive Sponsor Project Manager Network Engineer EHR Interface Engineer (EHR Vendor) End User EHR Web Application Developer (for Trusted Application Integration) Responsibility & Time Estimate Oversees the project, ensures resource availability, and removes any barriers for the team, as needed. Also serves as the escalation point and decision maker for governance items that may arise throughout the Preparation and Readiness and Onboarding phases. Time estimate: 30 minutes bi weekly, additional time as needed Works with the technical staff to complete the items required during the Preparation and Readiness and Onboarding phases. Ensures a comprehensive set of HL7 data is sent. During onboarding, collaborates with the Truven Health Project Manager to track the project schedule and escalate issues as needed. Time estimate: 2 3 hours per week during onboarding project (estimated duration: 11 weeks) Configures the VPN tunnel and allows outbound data to Truven Health. Troubleshoots and resolves connectivity issues as needed. Time estimate: 2 3 hours during Technical Integration phase Completes the HL7 Pre work form and provides EHR HL7 specifications to Truven Health. Configures the HL7 interface(s), initiates HL7 data feed(s), and troubleshoots and resolves HL7 data/interface issues as needed. Time estimate: 4 5 hours during Pre work phase; hours during Technical Integration, Testing, and Production phases Registers test patient (Helen Demoski) and validates the patient data in the WVHIN test and the WVHIN production systems. Time estimate: 5 10 hours during Testing and Production phases Implements a web based application that supplies encrypted information to WVHIN systems. Trusted Application Integration allows Participant end users to access WVHIN within their own EHR display/workflow. 5

6 Time estimate: 4 5 hours during Technical Integration phase Onboarding Process The onboarding process ensures your ability to produce and send HL7 messages in the agreed to format and successfully complete a series of validations in order to authorize a go live in the WVHIN Production environment. The onboarding process covers a series of steps including data feed preparation, connectivity, and data validation. Pre work Phase: Preparation and Readiness Read and complete onboarding documents: Onboarding documents include this HL7 Onboarding Guide, the HL7 Data Requirements and Pre work, the VPN form, and the Team Contact List. These documents will also be reviewed during the kickoff call and referenced throughout the onboarding project. Confirm HL7 data requirements and complete pre work: To ensure an understanding of the HL7 message types and fields that the WVHIN requires, the WVHIN and Truven will review the HL7 Data Requirements and Pre work with you and your EHR vendor prior to your onboarding project. You will also complete the sensitive health information and historical data backload questions as well as provide information about your facilities and source systems in the pre work section of the HL7 Data Requirements and Pre work. Establish VPN connectivity: The Truven Client Services Director will provide a VPN form for your network engineer to use as a reference for configuring the VPN tunnel at your facility. Please note your network engineer should configure the VPN tunnel to allow outbound data to Truven. After configuring your VPN tunnel, your network engineer should complete the Participant information section of the VPN form and return the completed form to Truven. Submit HL7 specifications: Your EHR vendor will provide EHR HL7 specifications for data that meets the WVHIN requirements outlined in the HL7 Data Requirements and Pre work to Truven. Qualify to move into onboarding queue: Upon completion of the Pre work phase and requirements therein, you will be placed into the onboarding queue. Your onboarding project will begin when a slot becomes available. The Truven Client Services Director will contact you as your onboarding start date approaches to ensure your resources are available. Technical Integration Phase: Project Kickoff and HL7 Data Readiness Kickoff onboarding project: The Truven PM will schedule a kickoff call to mark the official start of your HL7 onboarding project. All team members will be introduced and the PM will review the onboarding process, project schedule and next steps. If you re implementing Trusted Application Integration (TAI), the Truven PM will provide you with an instruction sheet for your EHR vendor to begin developing TAI. 6

7 Complete VPN connection and install listener(s): A Truven Network Engineer will work with your Network Engineer to complete and test a secure VPN connection. The Truven HL7 Integration Engineer will then install listeners on the port(s) required for your HL7 data feed(s). Trusted Application Integration (if applicable): Using the TAI instruction sheet, your EHR vendor should develop a small web application that supplies certain encrypted information to Truven. The Truven web server will then allow your EHR system to access the WVHIN web client without a separate login screen. This is a special development project; therefore, the duration is highly dependent on your EHR vendor s capabilities. TAI should be completed prior to data validation in the Testing phase. Initiate HL7 feed(s): After the VPN is connected and the listener(s) are installed by Truven, you will be asked to start your live, production quality HL7 data feed(s) and send data to Truven s test IP and port(s). The HL7 data submitted in your data feed(s) should be a representative sampling of the workflow at your facility. Testing Phase: Validation in WVHIN Test Complete data analysis & data driver development: During the time when your data feed is being sent to Truven, the data will be analyzed and feedback provided on missing data fields and/or values as well as other items that may arise during data analysis. Truven will also complete development work on the data driver to interface your facility to the WVHIN. A time estimate for completing the data driver development work will be provided during the HL7 data analysis. Submit test patient: A specific test patient will be referenced during the validation phase in the WVHIN Test environment. As part of the data feed, you should register test patient Helen Demoski and include all demographics included the table below (see Helen Demoski Test Patient). During the testing phase, each WVHIN participant registers the same test patient during their testing phase in order to validate that they can view clinical data from other data sources. Helen Demoski Test Patient First Name Last Name Middle Name Address Helen Demoski Blah 1 New Street Greenville, WV Date of Birth 08/27/1987 Phone Number (999) SSN Gender Female Truven loads data to WVHIN Test: The data will be loaded to the WVHIN Test environment soon after data driver development work is completed. The WVHIN will provide a link and user IDs so that users can access the WVHIN Test Web client. 7

8 Participant validation: The Truven PM will provide you with a Data Validation Test Plan. Using the HL7 Data Validation Test Plan, your end user will verify the HL7 data loaded into the WVHIN Test environment aligns with the data in your source systems. Your end user should validate the data and complete the Data Validation Test Plan within 5 days of receiving the plan. If you ve implemented TAI, your end user will access the WVHIN web client via your EHR user interface. The Truven PM will schedule calls to discuss any discrepancies and will also escalate any governance items that may arise during data validation. Once the data is validated, your end user should sign off on the Test Plan to allow for go live in production. Patient notice and participant training: A WVHIN Representative will work with you to implement a patient notice process as well as provide training to your Site Administrator. The Truven PM will confirm that your registration staff has begun the patient notice process prior to go live. Site Administrator training must also be completed prior to go live. Other training sessions include Clinician training, Audit training, Record Reviewer, and Product Support training. These can be held before or after go live and do not impact your go live date, however it is critical that clinicians are trained so your organization will get the full benefit of connecting to the WVHIN s Health Information Exchange. Production Go live Phase: Validation in WVHIN Production Confirm go live date and move to production: Upon confirmation of successful data validation in the WVHIN Test environment, your onboarding team and WVHIN/Truven will jointly determine a go live date. On the date of go live, the Truven PM will ask you to move your data feed(s) to Truven s production IP and port(s). If you ve implemented TAI, your EHR vendor should move this functionality into your production environment at this time. If you re loading historical data, the Truven PM will work with you to determine the method and timing of your data backload. Participant validation: Using the Production Validation Plan, your end user will verify the HL7 data loaded into the WVHIN Production environment matches the same data in your source systems. Once the data is validated, your end user should sign off on the Production Validation Plan and it to the Truven PM. Purge data from WVHIN Test environment: Any production data loaded to WVHIN Test during the Technical Integration phase will be purged by Truven 30 days after your go live date. Transition to Ongoing Support Congratulations! Once Production validation has been successfully completed, all historical data have been loaded and all operational and administrative tasks are complete, you are ready to transition to ongoing support. The Truven PM will schedule a Transition to Support call to mark the official completion of the onboarding project and provide information about ongoing product support. 8