<office> Welcome Package
Table of Contents 1. Introduction 2. IT 2.1. Computer and Cable Standards 2.2. Hardware Requirements 2.3. Internet Access 3. Contact Information 3.1. Practice / Department Management 3.2. IT Management 3.3. Clinical Expert 4. Practice /Clinic Plan 4.1. Legend 5. Checklist Training 6. Your customization 7. Material to be provided 8. Conclusion Addendum Ground Plan Attachments Picklists for your individual customization Encounter type History Anterior Exam Posterior Exam Treatment Plan Diagnosis
1. Introduction Thank you for selecting ifa united i-tech as your partner for your electronic medical record. To make the implementation of your new ifa EcMR as smooth and comfortable as possible, it is necessary to maintain close correspondence between you and ifa united i-tech. Therefore, we developed this document to give us the opportunity to get to know you better. We would be especially thankful if you took a small amount of time to fill out the documents and send them back to us. Furthermore, you would help us tremendously by sending us at least 3 samples of your paper records. Thank you in advance for your assistance. Welcome to the ifa family! Your ifa united i-tech team ifa united i-tech Dale Cook Vice President Sales US Direct line: 704-345-4811 Fax : 888-817-5847 dale.cook@ifa-united-i-tech.com
2. IT We have some requirements for your IT infrastructure. Please read these IT recommendations and forward them to your IT manager as well. A contact person should be provided so that we can discuss all IT-related questions. 2.1. Workstations When setting up the workstation and the monitor, it is important to you make sure that enough air circulation is available. In addition, it is important that approximately 5 inches of space is left open for the cables. We recommend having at least 4 electrical sockets and 2 Network ports per workstation. The electrical sockets are used for the PC, the screen, additional instruments, printers, etc. One network port is used for the PC and there should be a spare port for any additional equipment such as network printers or medical equipment using a network port. If your telecommunication lines (phones) are also using your network structure, an additional network port is needed. Please keep in mind where you will be positioning each ifa Workstation to avoid having cables running along the floor to these power and network outlets. 2.2. Server The Server should be located in a separate room. Preferably in the same room as the rest of your IT infrastructure (e.g. patch panels for networks, etc.) Your Server should be protected by a UPS to prevent it from power outages and lightning. If you want to use Microsoft Terminal Services, Citrix Clients or other technologies, please contact us for further details 2.3. Network Your network infrastructure should be in place. You will need a central point where your network switches are located. Network ports should be available in each room to connect all PCs and other equipment. It is important that an ifa Administrator user name is created with administrator rights on your network. This will allow for the installation of ifa to go more smoothly and eliminate the need for constant contact with your local IT support.
2.4. Internet Access It is important now that each workstation has internet access. This allows for easy support access for the ifa Support Team, as well as allows for meeting certain Stimulus Criteria such as E-Prescribing, Electronic Patient Portals, and Doctor to Doctor Communications. 2.5. Hardware requirements Hardware File-Server Up to 10 workstations minimum: Pentium IV 3.4 GHz, 250 GB HDD, 3072 MB RAM Recommended: Intel Core2Duo E6300 (2 x 1.86 GHz), 300 GB HDD (RAID 1), 4 GB RAM Please contact us for individual recommendations Hardware Terminal-Server Up to 10 Thin-Clients: Intel Core2Duo E6300 (2 x 1.86 GHz), 300 GB HDD (RAID 1), 4 GB RAM Please contact us for individual recommendations in case you want to use more than 10 Clients Software Server Windows 2008 Server, Windows 2003 Server with the necessary patches and service packs SQL Server Express 2008 R2 Network protocols TCP/IP required Security System RAID arrays in server UPS for the server Redundant power supply Redundant network interface Backup System Minimum and recommended: professional backup system for example LTO, DLT, DAT, RDX or GoVault Backup Server software, e.g. Symantec Backup Exec
Workstations (Fat-Clients) Minimum: Intel Pentium IV 3.0 GHz, 100 GB hard disk, 2048 MB RAM Recommended: Intel Core2Duo E8200 (2x 2.66 GHz), 300 GB hard disk, 3072 MB RAM Operating system: XP Professional, Windows Vista, Windows 7 (32bit recommended) To use Word for ifa, a license for Microsoft Word is necessary (Word 2003 or later versions recommended) For any instrument to connect via a serial connection a COM port is required.net Framework (minimum Version 2.0) Microsoft Silverlight Adobe Reader Workstations (Thin-Clients) Minimum and recommended: Intel ATOM CPU, 80 GB hard disk, 1024 MB RAM Operating system: XP Professional, Windows Vista, Windows 7 (32bit recommended) To use Word for ifa, a license for Microsoft Word is necessary (Word 2003 or later versions recommended) For any instrument to connect via a serial connection a COM port is required Grafic adapter/monitor Printers Scanners Absolut minimum 15 TFT resolution 1024 X 768. Optimum resolution can not be guaranteed when using a 4:3 screen with a 1280 X 1024 resolution Recommended: Wide Screen Displays with a minimum of 1280 X 800, e.g. 22 TFT with a resolution of 1680 X 1050 if using e.g. chart review Dual Monitor Systems for advanced users recommended (image review) Standard laser printers (e.g. HP, Samsung, Brother, etc.) Standard inkjet printers (e.g. Canon, HP, Samsung, Brother, etc.) Please contact us for individual recommendations Standard Twain-Interface scanners possible Direct file saving models like Fujitsu ScanSnaps possible Please contact us for individual recommendations
Authentication device Special finger print mouse with direct connection to ifa patient manager user authentication system Hardware specifications have to be provided and hardware has to be in place at least two weeks prior to ifa installation.
3. Contact information Please complete the below table with the following information regarding the appropriate contact persons: Practice/Department Management This person should be familiar with the internal procedures and workflows. She/he is also our first contact when we are on site. IT Management This person is responsible for the maintenance, configuration, and infrastructure of computer hardware in your office. She/he is our first contact for all questions regarding IT. Name Role/Title/Responsibility Location (if > 1) Phone Email address Please submit a complete list of all team members. You can use the above example.
Address main location: Address satellite location (if applicable): Address satellite location (if applicable):
4. Practice/Clinic Plan If more than one workstation is being installed this requires custom cabling for each workstation in the practice. In order for the cables and connecting element requirements to be calculated, it is necessary that we are given a detailed, scaled plan of the practice. In order to estimate how much cable will be necessary for your practice, a "Practice Plan" with measurements should be made. Please find attached a paper where you can draw a ground plan of your practice (Appendix). Please also add the workstations to the rooms. You can use the legend below to show us where a workstation, printer, instrument etc. is located. Legend PC Workstation/Computer Instrument <Brand and type> Instrument (e.g. Zeiss Stratus OCT) (including the brand and type of instrument) P Printer
5. Checklist training To ensure a successful and seamless training we kindly ask you for your cooperation and require the following prior to our on site visit: Training essentials - Room for all training participants - Space on wall or projector screen to demonstrate to audience - We will bring a projector Team list - Please provide a list of team members whom are supposed to be trained using ifa - Please also provide their responsibilities so we can figure out what portions of ifa each person will need to be trained. Patient load - During training there should be no patients scheduled - For shadowing/stand by training there should be only 50% of the regular patient load scheduled - Try to schedule more follow up appointments than full exams - In the first week of ifa documentation you should schedule less patients than usual and increase the patient load step by step
6. Your customization ifa has worked diligently with Eye Care Professionals for delivering default software with exam workflows that follow the Preferred Practice Protocols of the Academy of Ophthalmology. Ifa also has defined picklists based on individual classification codes (ie. Past Ocular History, Cornea, Vitreous, ect), so the software could be used as is with the default software. However, because ifa is aware that each practice has their own practice protocols, grading methods for different tests and pathology, as well as demographics for common pathology and exam types; we have included the following documents for customizing our default software. Areas of Customization (Exam Forms, Reviews, Letters/Reports, Picklists, Modifiers, Colleague Data, and User Permissions) Each picklist should contain the most common selections for each classification area. Abbreviation Discription Database PICKLIST Example of a Cornea area within an ifa EMR
Instruction for picklist selection: Enclosed with this welcome package you will find a list of all available findings and diagnoses for each observation class within the ifa database. Please select your 14 most common findings/diagnoses in each observation class (anterior chamber, lens, cornea etc.) and mark them in order to show your selection to us. If you need more than 14 findings/diagnosis, there is a possibility to chose 22. For this please mark, which one you would like to use prior (mark with a 1) or less (mark with a 2) In case a finding/diagnosis is missing please feel free to add it to the list. Please provide the list to us by fax, mail or email. Example: anterior chamber observation class
7. Material to be provided Copy of superbill (please mark the 20 most used CPT codes) Copy of typical patient chart Retina / Glaucoma Surgery (Cataract) General (e.g. conjunctivitis, etc.) List of all referring doctors, hospitals etc. (for presetting letter address database) List of all team members (see chapter 3) Copy of prescription form glasses / contact lenses Copy of prescription form medication Copy of referring letters Copy of patient education letters Practice/Clinic Plan (see chapter 5) Picklists for your customization (diagnosis and findings) (see chapter 5) Gonioscopy Anterior Chamber Cornea Optic Nerve Iris Eyelids Macula Lens Conjunctiva Periphery Vitreous Pupil Vessels Allergies Chief Complaint Encounter Family History Ocular Procedures Optic Nerve Past Medical History Past Ocular History Social History Treatment Plan Motility Lacrimal System List of contact information (see chapter 3) Office manager (coordinator) Hardware partner Clinical supervisor (physician) Office logo (if available) Other information
8. Conclusion To guarantee a seamless and successful installation and training process at your office we kindly ask you for your cooperation and require the following prior to our on site visit: - 6 weeks in advance of installation/training o 50% deposit payment o Fixed appointments in order to guarantee capacities - 4 weeks in advance to installation/training o Completed welcome package and customization information o Confirmation that all hardware is in place and functioning on a network o Confirmation in order to make travel arrangements I have read the welcome package carefully and agree to take care of all required duties within the above stated time frames. Signature, date Thank you very much for taking the time to fill out this document. We appreciate this, as we know that your time is valuable. Please send these documents back via fax or email. After reviewing this document you will be contacted by your ifa project manager to discuss the next steps. Your ifa united i-tech team
Appendix Ground Plan