Policy Directive: compliance is mandatory. Video Conferencing Technology Policy Directive

Transcription

1 Policy Directive: compliance is mandatory Video Conferencing Technology Policy Directive Policy developed by: ehealth Systems Approved at Portfolio Executive on: 01 July 2013 Next review due: 31 July 2014 Summary Video Conferencing (VC) technology is used within SA Health for a number of purposes including the provision of remote health care (Telehealth) as well as remote clinical supervision, meetings, exams, education and training. SA Health has made a significant investment into the SA Digital Telehealth Network (DTN) implementing a technology solution that supports the business requirements for VC. The Video Conferencing Technology Policy Directive mandates that the SA Digital Telehealth Network is the only Video Conferencing technology platform for Telehealth activity within SA Health. This Policy Directive also governs the processes relating to the purchase of any non-desktop PC VC equipment. Keywords Digital Telehealth Network, DTN, Video Conferencing, VC, Video Conferencing Technology Policy history Is this a new policy? Y Does this policy amend or update an existing policy? N Does this policy replace an existing policy? N Applies to All SA Health Portfolio Staff impact All Staff, Management, Admin, Students; Volunteers PDS reference D0324 Version control and change history Version Date from Date to Amendment /07/2013 Current Initial issued version Department for Health and Ageing, Government of South Australia. All rights reserved.

2 SA Digital Telehealth Network Video Conferencing Technology Policy Policy Statement Video Conferencing (VC) technology is used within SA Health for a number of purposes including the provision of remote health care (Telehealth) as well as remote clinical supervision, meetings, exams, education and training. SA Health has made a significant investment into the SA Digital Telehealth Network (DTN) implementing a technology solution that supports the business requirements for VC. The DTN meets the Standards requirements for Telehealth as approved by National Health Chief Information Officers Forum. The DTN allows for video conferencing within SA Health, between SA Health and other SA Government agencies as well as external parties. This policy: Mandates that the SA Digital Telehealth Network, as endorsed by the ehealth Steering Committee, is the only Video Conferencing technology platform for Telehealth activity within SA Health. Mandates that all non-desktop PC VC equipment purchases conform to the defined DTN platform and are procured through the SA Health preferred supplier of VC solutions. Mandates that all non-desktop PC VC equipment purchases are approved by the Telehealth Reference Group prior to purchase. Mandates that all non-desktop PC VC equipment is managed in a consistent fashion through the Telehealth Operational Support Structure. Mandates that all Desktop PC VC equipment and associated software connecting to the DTN, also conforms to the procurement, approval and management requirements of the DTN platform. Policy Exclusions: Desktop PC VC software for non-telehealth purposes, covered under the ICT Applications Selection Policy. Queries relating to this policy should be directed to the SA Digital Telehealth Network address (SADigitalTelehealthNetwork@health.sa.gov.au). Compliance with this policy is mandatory. Sanctions may apply for non-compliance to the ehealth Systems Standards as specified in the ehealth Systems Standards Framework document.

3 Contents 1. Purpose Scope Responsibilities Telehealth Reference Group Telehealth Organisational Support Structure Obligations SA Health Employees Authorities/Delegations Exemption Authority Compliance Summary Exemption Scope Exemption Process References/Related Documents... 5 Video Conferencing Technology Policy Page 2 of 5

4 1. Purpose Video Conferencing (VC) technology is used within SA Health for a number of purposes including the provision of remote health care (Telehealth) as well as remote clinical supervision, meetings, exams, education and training. SA Health has made a significant investment into the SA Digital Telehealth Network (DTN) implementing a technology solution that supports the business requirements for VC. The DTN meets the Standards requirements for Telehealth as approved by National Health Chief Information Officers Forum. The DTN allows for video conferencing within SA Health, between SA Health and other SA Government agencies as well as external parties. This policy: Mandates that the SA Digital Telehealth Network, as endorsed by the ehealth Steering Committee, is the only Video Conferencing technology platform for Telehealth activity within SA Health. Mandates that all non-desktop PC VC equipment purchases conform to the defined DTN platform and are procured through the SA Health preferred supplier of VC solutions. Mandates that all non-desktop PC VC equipment purchases are approved by the Telehealth Reference Group prior to purchase. Mandates that all non-desktop PC VC equipment is managed in a consistent fashion through the Telehealth Operational Support Structure. Mandates that all Desktop PC VC equipment and associated software connecting to the DTN, also conforms to the procurement, approval and management requirements of the DTN platform. Policy Exclusions: Desktop PC VC software for non-telehealth purposes, covered under the ICT Applications Selection Policy. Queries relating to this policy should be directed to the SA Digital Telehealth Network address (SADigitalTelehealthNetwork@health.sa.gov.au). Compliance with this policy is mandatory. 2. Scope The policy covers the whole of SA Health including The Department of Health and Aging, Local Health Networks, hospitals, health units, SA Ambulance Service, and allied agencies and is referenced as SA Health. It is applicable to all users, whether employed (casual, agency, contractors or permanent staff), working in (work experience or medical/allied health students), visiting (medical specialists or consultants) or volunteers, as referred to as users. This policy applies to relevant tenders, facility/equipment upgrades or Audio Visual integration activities. The policy applies to VC equipment that currently forms part of the SA DTN as well as all future purchases of VC equipment or capability. All future purchases of VC equipment will form part of the DTN. The only exclusion is desktop PC VC software applications that are used entirely for non- Telehealth purposes and do not access the DTN. Legacy VC units not included in the DTN rollout may apply for connection to the network. This connectivity to the network will depend on the age and interoperability of the legacy unit with the DTN platform. The policy ensures that the DTN continues to deliver a reliable and consistent experience to all users. To achieve this, the technology platform chosen by SA Health to deliver the DTN is the Cisco Tele- Presence platform. Video Conferencing Technology Policy Page 3 of 5

5 3. Responsibilities 3.1 Telehealth Reference Group With respect to the implementation of this policy, the Telehealth Reference Group as defined by the Telehealth Governance Model is responsible for: Approving the purchase of any new Video Conferencing equipment or capability. Ensuring that any new equipment purchase will be appropriately supported by the Telehealth Support Organisation. Endorsing the technology policy and charge model prior to formal approval by the ehealth Systems Steering Committee. 3.2 Telehealth Organisational Support Structure With respect to the implementation of this policy, the Telehealth Organisational Support Structure as defined by the Telehealth Governance Model is responsible for: Providing operational support for the DTN units and users of DTN units. 4. Obligations 4.1 SA Health Employees Any SA Health employee wishing to purchase a VC unit must: Ensure that there is sufficient capital and recurrent funding available for the unit as defined in the SA DTN Charge Model. Ensure that the Local Health Network CEO approve any unit purchase. Be responsible for the decommissioning of any old equipment including any associated costs. Request approval from the Telehealth Reference Group. o The request must include the purpose that the unit will be used for. Nominate a local site contact who will be the ongoing super user responsible for the unit. This Video Conferencing Site Contact will receive the required training to fulfil this role. Engage the SA Health preferred vendor to supply and install the unit. 5. Authorities/Delegations Authorities and Delegation Summary Action Authority Delegate Approve access to the SA DTN Telehealth Reference Group Not Applicable Approve new equipment purchases Telehealth Reference Group Not Applicable Endorse this policy Telehealth Reference Group Not Applicable Endorse the charge model Telehealth Reference Group Not Applicable Endorse charge model amounts Telehealth Reference Group Not Applicable 5.1 Exemption Authority The Telehealth Reference Group has the authority to approve exemptions to this policy based on clear business need. The Telehealth Reference Group has the authority to place conditions upon exemptions. 6. Compliance Summary Compliance with this policy is mandatory. Video Conferencing Technology Policy Page 4 of 5

6 6.1 Exemption Scope Exemptions from this policy may be granted to meet a specific business need. 6.2 Exemption Process Exemptions maybe requested by following the ehealth Systems Standards Framework Common Exemption Procedure. 7. References/Related Documents Refer to the ehealth Systems Standards Glossary located on the SA Health Intranet for definitions of terms used in this document. The following documents are referenced in this document: ehealth Systems Standards Framework Common Exemption Procedure. SA Digital Telehealth Network Charge Model. SA Digital Telehealth Network Governance Model. SA Digital Telehealth Network Telehealth Reference Group Terms of Reference. Video Conferencing Technology Policy Page 5 of 5