1 NOVA SCOTIA DRUG INFORMATION SYSTEM Private Healthcare Organization Toolkit Department of Health and Wellness [Type text] Page 0 Version 1.0 (Jul. 1, 2015)
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3 The Nova Scotia Drug Information System Thank you for your interest in the Nova Scotia Drug Information System (DIS) This toolkit is intended for Private Healthcare Organizations (PHCOs) requesting access to the Drug Information System through the DIS Portal, the SHARE Clinical Portal, or both. Throughout this Toolkit you will see references to SHARE - DIS is a key component of SHARE, Nova Scotia s provincial electronic health record system. Due to the link between DIS and SHARE, the Department of Health and Wellness has incorporated DIS in its SHARE documentation as appropriate. So, expect to see SHARE documents and forms in this Toolkit.
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5 Table of Contents Introduction to this Toolkit.. 7 Department of Health and Wellness Contact. 7 Forms and Documents You Need. 9 Information You Need to Know DIS/SHARE Overview.. 11 Requirements for Accessing DIS through the SHARE Clinical Portal.. 13 Training Requirements DIS Portal 15 SHARE Clinical Portal. 17 Steps You Need to Take DIS Access Process 19 To Do List Step 1: Requesting Access 21 To Do List Step 2: Getting Your Technology Ready. 23 To Do List Step 3: Completing the Access Agreement.. 25 To Do List Step 4: Getting Access for Your Staff 27
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7 Introduction to this Toolkit Welcome to the Drug Information System (DIS) Toolkit for Private Healthcare Organizations! A Private Healthcare Organization is a private sector corporation, association, partnership or person that provides health care services in the Province of Nova Scotia. It does not include public sector health care organizations, such as the Department of Health and Wellness (DHW), the Nova Scotia Health Authority or the IWK Health Centre. This Toolkit is intended for the Organization/Clinic Sponsor and is to be used to obtain access to the Drug Information System through the DIS Portal, the SHARE Clinical Portal, or both portals. The Organization/Clinic Sponsor is the person who has the legal authority to hold a healthcare professional/staff person working at the organization/clinic accountable in the event of a privacy breach. The Organization/Clinic Sponsor will be the person who signs the legal agreement with the DHW and the User Access Request forms for all staff requiring access to DIS. Note: The Organization/Clinic Sponsor may designate a staff member to complete the activities outlined in this Toolkit, with the exception of the required signatures mentioned above. The Toolkit is divided into three sections as follow. Each section is described below. Forms and Documents You Need Information You Need to Know Steps You Need to Take Forms and Documents You Need This section includes a table of the forms and documents referenced in this Toolkit; some are available online on the DIS public website, some are available online at a location to be provided and some will be sent to you as you require them in the access process. Information You Need to Know This section contains information you need to know about DIS and SHARE. It provides an overview of the DIS and SHARE, describes the pre-requisite for accessing DIS through the SHARE Clinical Portal and outlines the training requirements. Steps You Need to Take This section describes the four-step process you need to follow to obtain access to the DIS. It provides you with a To Do list for each step, indicates the form(s) you need to complete and provides useful comments as appropriate. DHW Contact If you have questions about this Toolkit, the DIS Access Process or any of the forms, please send an email to the Department of Health and Wellness (DHW) at the following address: dis@novascotia.ca. You will receive a response as soon as possible.
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9 Forms and Documents You Need ID Process Step Form/Document Name 1.1 Step 1: Requesting Access Clinic Request Form 1.2 Step 1: Requesting Access DIS & SHARE Workstation Requirements 1.3 Step 1: Requesting Access Client Connectivity Requirements (VMware Horizon) 2.1 Step 2: Getting Your Technology Ready Site Profile Form 2.2 Step 2: Getting Your Technology Ready Site Profile Form Completion Instructions 3.1 Step 3: Completing the Access Agreement 3.2 Step 3: Completing the Access Agreement 3.3 Step 3: Completing the Access Agreement 3.4 Step 3: Completing the Access Agreement SHARE Access Agreement for Private Healthcare Organizations SHARE Privacy and Security Policy SHARE Remote Access/Terms of Use Agreement SHARE Password Protocol 4.1 Step 4: Getting Access for Your Staff DIS Portal Information Sheet for Prescribers 4.2 Step 4: Getting Access for Your Staff SHARE Clinical Portal Information Sheet for Clinical 4.3 Step 4: Getting Access for Your Staff SHARE Clinical Portal Information Sheet for Admin Staff Staff 4.4 Step 4: Getting Access for Your Staff SHARE User Access Request Form 4.5 Step 4: Getting Access for Your Staff SHARE User Access Request Form Completion Instructions 4.6 Step 4: Getting Access for Your Staff Challenge and Response Form 4.7 Step 4: Getting Access for Your Staff Challenge and Response Form Completion Instructions 4.8 Step 4: Getting Access for Your Staff NS Health Network Services User Access Request Form 4.9 Step 4: Getting Access for Your Staff NS Health Network Services User Access Request Completion Instructions 4.10 Step 4: Getting Access for Your Staff DIS Portal - Getting Started Guide 4.11 Step 4: Getting Access for Your Staff SHARE Quick Reference Guide 4.12 Step 4: Getting Access for Your Staff VMware Horizon Login Instructions 4.13 Step 4: Getting Access for Your Staff Introduction to the SHARE Clinical Portal (Clinical) 4.14 Step 4: Getting Access for Your Staff Introduction to the SHARE Clinical Portal (Admin) 4.15 Step 4: Getting Access for Your Staff VMware Horizon Download and Installation Instructions
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11 Information You Need to Know DIS / SHARE Overview The Drug Information System (DIS) is a part of Nova Scotia s electronic health record (EHR) system called SHARE (Secure Health Access Record). What is an Electronic Health Record? An electronic health record (EHR) is a secure and private lifetime record of an individual s health and care history, available electronically to authorized healthcare providers. It provides an integrated view of a person s medical records from all systems linked to it, creating a more comprehensive view of a patient s medical history. In Canada provincial EHR systems are funded, in part, by Canada Health Infoway and must include the following clinical information: Lab, Diagnostic Imaging (images and reports), Clinical Reports (e.g., discharge summary), and Drug DIS fulfills the Drug component of Nova Scotia s EHR. EHRs must also include a Client Registry (repository of patient demographic information) and a Provider Registry (repository of identifying healthcare provider information such as license number and office address). The following diagram depicts the structure of Nova Scotia s EHR, SHARE, which includes DIS and the mechanisms available to Private Healthcare Organizations for access to the DIS. continued
12 SHARE (www.novascotia.ca/dhw/share ) SHARE brings together patient health information from many sources into one electronic health record for every Nova Scotian and others receiving care here, making the information available to authorized healthcare providers in hospital and in the community. Currently, the Hospital Information Systems in the province, the provincial Picture Archiving and Communications System (PACS), and the Drug Information System are the sources of information for SHARE. With SHARE, authorized health care providers in Nova Scotia can access patient health information where and when they need it, no matter where in the province that care was provided; this results in better care, faster treatment, and improved access to information and services. DIS (www.novascotia.ca/dhw/dis ) The DIS is a provincial repository of information that contains a medication profile for everyone who has a prescription filled in a community pharmacy connected to the DIS. The medication profile includes information about prescriptions filled as well as important medication-related information, such as allergies, adverse reactions and medical conditions, added to the DIS by community pharmacies or other authorized healthcare providers in hospital or in the community. Accessing DIS As depicted in the diagram on the previous page, there are two ways for Private Healthcare Organizations to access patient medication profiles in the DIS: 1. DIS Portal 2. SHARE Clinical Portal 1. DIS Portal This portal will be used primarily by prescribers physicians, nurse practitioners, dentists, optometrists, midwives and dental hygienists. It will allow these users to see medication profiles in the system, to add information to or update existing information in patient profiles, to print three pre-defined patientspecific reports, and to create prescriptions electronically, or e-prescribe. Select Registered Nurses (RN) may also be granted access to the DIS portal - an organization/clinic would request this access only if an RN is required to add or update information in patient medication profiles. RNs will not have the ability to e-prescribe through the DIS Portal. 2. SHARE Clinical Portal This portal is view-only and will be used primarily by other clinical and administrative staff. It will allow these users to see patient medication profiles and to print pre-defined patient-specific reports; they will not be able to add or update information or e-prescribe. The DIS information is displayed on the Community Med Profile tab in this portal.
13 Requirements for Accessing DIS through the SHARE Clinical Portal The following pre-requisite exists if your organization/clinic requires access to the DIS through the SHARE Clinical Portal. The SHARE Clinical Portal is intended for use by: clinical staff (other than prescribers) required to see information in patient medication profiles administrative staff responsible for preparation of the paper chart administrative staff responsible for the creation of the daily work list. Requirements: Because SHARE/DIS contains information for patients across the province, an organization/clinic requesting access to the SHARE Clinical Portal must provide separate staff members to fill two distinct roles as follow. This requirement exists to protect patient privacy and the confidentiality of their information by allowing access to clinical information only for patients of the clinic. Role 1: Clinic Work List Creation - Admin This role will create a daily work list for the organization/clinic which contains the names of patients to be seen that day. This user will have access to patient demographic information only. This user will likely be an administrative staff member as they will not have access to the clinical information contained in the DIS. Role 2: Clinic Work List Access - Clinician This role will be able to read the daily work list and access DIS information for those patients on the list. This user (or users) will have access to DIS medication profiles for only those patients appearing on the daily work list. This user could be an administrative staff member(s) requiring clinical information in the DIS for paper chart preparation, or a clinical staff member(s) requiring access to the clinical information contained in the DIS for clinical purposes.
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15 Training Requirements DIS Portal: DIS Portal training for prescribers and select RNs as identified by the organization/clinic is outlined below. Reference materials for these users are also described below. Training: 1. Education Modules Users must complete the following Education Modules. Each module is approximately 20 minutes in duration and is available to users 24*7*365. Introduction to the DIS this module provides an overview of key DIS concepts and functions. DIS Functions this module describes the three key DIS functions: the Medication Profile, e- Prescribing, and Interaction and Contraindication Checking. Privacy and Access this module focuses on the privacy and confidentiality requirements imposed by the provincial Personal Health Information Act (PHIA) as they relate to the Drug Information System. 2. DIS Portal Getting Started Guide Users must also review the DIS Portal Getting Started Guide prior to accessing the DIS Portal. The guide provides key information on: Getting Help Privacy & Consent Logging on to the DIS Portal Masking Navigation and screen functions Portal Fundamentals Other Reference Materials: 3. DIS Portal Users Learning to Use the DIS Users will also have access to the Learning to Use the DIS Guide which provides step by step instructions. The Guide contains descriptions of fundamental DIS concepts and functions, screen descriptions and how to instructions for each function.
16 4. DIS Portal Help Once users receive their DIS Portal User ID, they are encouraged to explore the Help functionality within the DIS Portal. The Help feature, accessible through the? icon, provides further detail on using a particular screen /function including field descriptions.
17 SHARE Clinical Portal: SHARE training for administrative and clinical staff (other than prescribers) includes the following components. Reference materials for these users are also described below. Training: 1. DIS Education Modules Users that will be accessing the DIS must complete the following Education Module. The module is approximately 25 minutes in duration and is available to users 24*7*365. Privacy and Access this module focuses on the privacy and confidentiality requirements imposed by the provincial Personal Health Information Act (PHIA) as they relate to the Drug Information System. 2. Training Modules Note: You will be provided with the location of the Training Modules. Each SHARE Clinical Portal user will be required to submit an electronic form indicating that they have completed the modules (the form is located with the Training Modules). SHARE User IDs will not be distributed until this form is received. All staff receiving access to the SHARE Clinical Portal must complete the following online training modules prior to receiving their SHARE User ID. It will take approximately 30 minutes to complete both modules. Privacy Zone contains important information regarding the privacy of personal health information Fast Track contains the basics for using SHARE, including a functionality overview and basic patient search and system navigation information Upon completion of the modules, you will be provided with SHARE User IDs and temporary passwords for distribution to the staff members. This is the ID they will use to access the SHARE Clinical Portal. Note: Completion of the training modules is monitored by the Department of Health and Wellness through the receipt of the electronic form referenced above. SHARE User IDs will not be issued if the training modules are not completed. 3. Introduction to the SHARE Clinical Portal All staff must complete the Introduction to the SHARE Clinical Portal when they receive their SHARE User ID. This step-by-step introduction will walk them through their first logon, first patient search and first viewing of the Community Med Profile tab where DIS information is displayed (as appropriate). It will also help to ensure their user set up is correct and provide valuable tips for using SHARE. There are two versions of this document: Introduction to the SHARE Clinical Portal (Clinicians) Introduction to the SHARE Clinical Portal (Administrative Staff)
18 4. Community Med Tab - DIS Portal Getting Started Guide Users that are accessing the DIS must also review the DIS Portal Getting Started Guide prior to accessing the DIS Portal. The guide provides key information on: Getting Help Privacy & Consent Logging on to the DIS Portal Masking Navigation and screen functions Portal Fundamentals Reference: 4. Community Med Profile Tab Reference Guide This reference guide provides detailed information associated with the Community Med Profile Tab. Users are encouraged to read and be familiar with this guide. 5. Community Med Profile Tab Pocket Guide This pocket guide provides users with quick hints and tips for using the Community Med Profile Tab; users are encouraged to read and be familiar with this guide. While available online, it is recommended that copies be printed and made available at user work stations.
19 Steps You Need to Take DIS Access Process There is a four-step process for getting access to the DIS through the DIS Portal, the SHARE Clinical Portal, or both. Each step is described below; To-Do lists for each step follow. Step 1: Requesting Access To begin the process you will need to complete a Clinic Request Form. This form contains the information required by the Department of Health and Wellness (DHW) to initiate the access process. Once the completed form is received by DHW, you will receive an email requesting that you review the recommended technical requirements to access DIS. It is important that your computers and internet connection meets these requirements to maximize the response time and efficiency of your DIS connection. Step 2: Getting Your Technology Ready You will receive a second email requesting that you complete a Site Profile Form. The information included in this form is used by Health Information Technology Services Nova Scotia (HITS-NS), DHW s technology service provider, to determine the appropriate technical connection for your organization/clinic to DIS. DHW will notify you of the outcome of that determination. The Site Profile Form Completion Instructions provide additional information regarding the potential technical connection options. Step 3: Completing the Access Agreement The next step is completion of the SHARE Private Healthcare Organization Access Agreement. This is a legal agreement between your organization/clinic and the DHW. It governs access to personal health
20 information, outlines the services to be provided by DHW, and defines the obligations and responsibilities of the private healthcare organization (i.e., your organization/clinic) in relation to those services. This agreement must be signed by both parties before access will be granted. Step 4: Getting Access for Your Staff The final step in the process is the completion of a SHARE User Access Request Form, Challenge and Response Form, and NS Health Network Services User Access Request Form for each prescriber and staff member requesting access to the DIS Portal or the SHARE Clinical Portal. Completion of user training also takes place in this step.
21 To-Do List - Step 1: Requesting Access To Do Complete the 1.1 Clinic Request Form Review the 1.2 DIS & SHARE Workstation Requirements It is important that your computers and internet connection meets these requirements to maximize the response time and efficiency of your SHARE/DIS connection. Review the 1.3 Client Connectivity Requirements (VMware) Comments Note: If your organization/clinic does not meet the workstation requirements, any performance issues experienced will be your responsibility. Note: There is no cost to you for VMware Horizon. Note: If users in your clinic will access the DIS through the SHARE Clinical Portal, you will be required to download and install a software product call VMware Horizon. HITS-NS will determine if your clinic will require VMware for access to the DIS Portal; you will be notified of this determination. Things to know about requesting access: If requesting access to the DIS through the SHARE Clinical Portal, the following pre-requisite must be met. An organization/clinic requesting access to the SHARE Clinical Portal must provide separate staff members to fill these two distinct roles: Role 1: Clinic Work List Creation Admin and Role 2: Clinic Work List Access Clinician (See the Requirements for Accessing DIS Through the SHARE Clinical Portal section of this Toolkit) What will happen next? You will receive a Next Steps email from DIS describing your immediate next steps. You will be requested to complete the 2.1 Site Profile Form. You will also receive, by mail, two copies of the 3.1 SHARE Private Healthcare Organization Access Agreement which must be signed and returned to the Department of Health and Wellness (DHW); this is a legal agreement between the DHW and your organization/clinic which outlines the responsibilities of each party.
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23 To-Do List - Step 2: Getting Your Technology Ready To Do Review the Next Steps email received from DIS Review the 2.1 Site Profile Form and the 002.2 Site Profile Form Completion Instructions Comments Note: Out of Clinic Access Prescribers may request out-of-clinic access which will allow them to access the DIS when they are away from the clinic. For example, this would be appropriate for creating an e-prescription for a patient after clinic hours. If out-of-clinic access is required, an additional form will be sent to you for completion by the prescriber(s). The 2.2 Site Profile Form Completion Instructions provide additional detail regarding requests for this access. (See Futher Questions to Help Determine Agreements and Forms Required section of these instructions, question #8) Complete and return the 2.1 Site Profile Form Things to know about getting your technology ready: You will fax the complete Site Profile Form to HITS-NS for processing. If the form is incomplete or if there are questions, you will receive an email from DIS requesting completion or additional information. You may be required to access the DIS Portal through a software product call VMware Horizon; if so, you will be notified of this requirement. The technical connection to DIS for your clinic will be either Static IP or VPN; you will be notified of connection type and will be provided with instructions and additional forms as required. What will happen next? You will complete and return the 3.1 SHARE Access Agreement for Private Healthcare Organizations.
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25 Step 3: Completing the Access Agreement To Do Review the 3.1 SHARE Access Agreement for Private Healthcare Organizations you received from the Department of Health and Wellness (DHW) Review the 3.2 SHARE Privacy and Security Policy Review the 3.3 SHARE Remote Access/Terms of Use Agreement Review the 3.4 SHARE Password Protocol When you are ready to sign the agreement: 1. Fill in the day, month and year at the top of page 1 (This Agreement made ) 2. Sign and date the agreement under the name of your organization/clinic (bottom right on page 10) you will need someone to witness your signature and sign the agreement to the left of your signature Return the 3.1 SHARE Access Agreement for Private Healthcare Organizations (2 copies) to the Department of Health and Wellness Send an email to dis@novascotia.ca indicating that you have returned the 2 signed original copies of the 3.1 SHARE Private Healthcare Organization Access Agreement The email Subject line should read: Access Agreements Returned Receive an email from DIS indicating that your returned original copies Comments Note: This document is page 3 of the 4.4 SHARE User Access Request Form that must be completed for each user. It is provided as a schedule to the 3.1 SHARE Access Agreement for Private Healthcare Organizations to ensure you are aware of its contents. Note: Remote access means access to DIS from outside of hospital. Note: You are completing this information in two copies of the agreement. The return address has been provided.
26 To Do have been received by DHW Receive an email from DIS indicating that your signed copy of the 3.1 SHARE Private Healthcare Organization Access Agreement has been returned to you for your records Receive and file the signed copy of the 3.1 SHARE Access Agreement for Private Healthcare Organizations from the Department of Health and Wellness Comments Things to know about the 3.1 SHARE Access Agreement for Private Healthcare Organizations: You must complete and return 2 copies of the agreement; both copies will be signed by DHW one copy will be returned to you for your records What will happen next? You will receive a Next Steps email from DIS describing your immediate next steps. A 4.4 SHARE User Access Request Form, a 4.6 Challenge and Response Form, and a 4.8 NS Health Network Services User Access Request Form will need to be completed and signed for each prescriber, clinical and administrative staff member requiring access. All staff will need to complete the training as outlined in the Training Requirements section of this Toolkit.
27 To-Do List - Step 4: Getting Access for Your Staff To Do Review the Next Steps email received from DIS Provide the 4.1 DIS Portal Information Sheet for Prescribers to the prescriber(s) and RNs requesting access to the DIS Portal Provide the 4.2 SHARE Clinical Portal Information Sheet for Clinical Staff to the staff members who will be filling the Clinic Work List Access Role* Comments The information sheets are available online as follows: 4.1 DIS Portal Information Sheet for Prescribers 4.2 SHARE Clinical Portal Information Sheet for Clinical Staff 4.3 SHARE Clinical Portal Information Sheet for Admin Staff Provide the 4.3 SHARE Clinical Portal Information Sheet for Admin Staff to the staff members who will be filling the Clinic Work List Creation Role* See Pre-Requisite for Accessing DIS through the SHARE Clinical Portal section of this toolkit for further detail. Review the following forms and instructions: 1. 4.4 SHARE User Access Request Form 2. 4.6 Challenge and Response Form 3. 4.8 NS Health Network Services User Access Request Form 4. 4.5 SHARE User Access Request Form Completion Instructions 5. 4.7 Challenge and Response Form Completion Instructions 6. 4.9 NS Health Network Services User Access Note: VMware Horizon If your clinic will have clinicians or administrative staff using the SHARE Clinical Portal to access the DIS, you will be required to download and install VMware Horizon on the computer(s) in the clinic that these staff members will be using. To do this, follow the 4.15 VMware Horizon Download and Installation Instructions. There is no cost to your clinic for the VMware Horizon software. You will be notified if you are also required to use VMware to log into the DIS Portal.
28 To Do Comments Request Form Completion Instructions 7. 4.15 VMware Horizon Download and Installation Instructions Complete and Deliver Forms: 1. Complete a 4.4 SHARE User Access Request Form for each prescriber and staff member requiring access; follow the Completion Instructions provided 2. Complete a 4.8 NS Health Network Services User Access Request Form for each prescriber and staff member requiring access; follow the completion instructions provided 3. Have each prescriber and staff member complete a 4.6 Challenge and Response Form; have them follow the Completion Instructions provided 4. Have the individual with authority to sign on behalf of your organization/clinic (i.e., the person who has signed the SHARE Access Agreement for Private Healthcare Organizations): Sign the 4.8 NS Health Network Services User Access Request Form for each user Sign the 4.6 Challenge and Response Form for each users Read and sign the declaration portion of the 4.4 SHARE User Access Request Form (p. 2) for each user 4.4 SHARE User Access Request Form Note: The SHARE User Access Request Form contains a SHARE Remote Access/Terms of Use Agreement (page 3) which must be completed and signed. Remote Access for organizations/clinics in the community means access to DIS outside of the NShealth network which supports the hospitals in Nova Scotia. 4.8 NS Health Network Services User Access Request Form This form is required for users to obtain access to the NSHealth network which is where the Drug Information System and SHARE reside. Completion of this form will result in users being provided with a NSHealth User ID. Note: Users of the DIS Portal will use the NSHealth User ID as their DIS Portal login ID Users of the SHARE Clinical Portal will use the NSHealth User ID as their VMware login ID; VMware takes them to the SHARE login screen. They will receive a SHARE User ID once they complete the training modules; they will use this ID to log into the DIS through the SHARE Clinical Portal 4.6 Challenge and Response Form Note: The purpose of the Challenge & Response Form is to help HITS-NS Service Desk Analysts to confirm a caller s identity when required. The information in this form must remain confidential to the prescriber or staff
29 To Do 5. Complete the top section of the SHARE Remote Access/Terms of Use section of the 4.4 SHARE User Access Request Form (p. 3) User Name the prescriber/staff member s name Title Prescriber/staff member s title Clinic or Organization the name of your organization/clinic Telephone Number of your organization/clinic 6. Have the prescriber/staff member read the SHARE Remote Access/Terms of Use and sign as the User (p. 3) 6.a) Have the individual with authority to sign on behalf of your organization/clinic (i.e., the person who has signed the SHARE Access Agreement for Private Healthcare Organizations) sign this portion of the form (p. 3) 7. Once the 4.8 NS Health Network Services User Access Request Forms, and the 4.4 SHARE User Access Request Forms are completed and signed, fax them to 902-470-7458. Please allow at least two business days from receipt of the forms for the accounts to be set up. 8. Keep the completed the 4.8 NS Health Network Services User Access Request Forms, and 4.4 Comments member who completes it.
30 To Do Comments SHARE User Access Request Forms for your records 9. Have the prescriber/staff member fax the completed and signed 4.6 Challenge and Response Form to 902-425-7788. (The prescriber/staff member will keep the original for their reference) Have Prescribers/Staff complete Education and Training: Prescribers and staff must complete the education/training as outlined in the Training Requirements section of this Toolkit. Note: The completion of the SHARE training modules is monitored by the Department of Health and Wellness. SHARE User IDs will not be issued if the training modules are not completed. Note: The DIS Education and Training modules (for prescribers and select RNs who will have access to the DIS Portal) are available online. Note: You will be provided with the location of the SHARE Training Modules and Documents for clinicians and administrative staff who will use the SHARE Clinical Portal to access the DIS. Following completion of the SHARE training modules (Fast Track and Privacy Zone), each person must send an email to DIS@novascotia.ca indicating that they have completed the training modules. SHARE User IDs will not be distributed until this confirmation email is received. Download and Install VMware Horizon (if required) If users in your clinic are using the SHARE Clinical Portal to access the DIS, download and installation of VMware Horizon will be required. In addition, you may be notified that this software will be required for accessing DIS through the DIS Portal. Note: The computer(s) on which VMware Horizon will be loaded must have internet access. There is no cost to your organization/clinic for VMware Horizon. Follow the 4.15 VMware Horizon Download and Installation Instructions to complete this task.
31 To Do PHIA Notice of Purposes: Include the following (or similar) statement in your clinic s PHIA Notice of Purposes, as appropriate. Comments PHIA Personal Health Information Act For more information about the PHIA Notice Purposes, visit the PHIA website at the following address: http://novascotia.ca/dhw/phia/custodians.asp We are obligated under the Personal Health Information Act (PHIA) to inform you that we may be: accessing your medication profile contained in the provincial Drug Information System; and/or disclosing your medication-related information to the provincial Drug Information System. For more information about this system, go to www.novascotia.ca/dhw/dis. Receive User IDs: User IDs will be sent to you via a secure government email account; file download instructions will be provided in the email. If you have requested access to the DIS through both the DIS Portal and the SHARE Clinical Portal, you will receive User IDs in two batches: 1. NSHealth User IDs In this batch, you will receive NSHealth User IDs for all prescribers/staff for whom access to the DIS was requested through either portal. DIS Portal Users: Prescribers and select RNs will use the NSHealth User ID as their DIS Portal logon ID to
32 To Do Comments log into the DIS. SHARE Clinical Portal Users: Clinicians and administrative staff will use the NSHealth User ID to log on to VMware Horizon which will take them to the SHARE login screen. 2. SHARE User IDs Once DHW has confirmed staff completion of the SHARE training modules, you will receive SHARE User IDs. Distribute NSHealth User IDs Distribute these User IDs to all staff (both DIS Portal and SHARE Clinical Portal users) DIS Portal users (prescribers/select RNs) are now able to begin accessing DIS. Distribute SHARE User IDs: You will receive SHARE User IDs only when clinical and admin staff has completed the required training modules (Fast Track and Privacy Zone). A SHARE User ID will not be issued by the Department of Health and Wellness until the SHARE Training Completion Verification Form for the user is received; this form is located with the Training Modules. SHARE Clinical Portal users are now able to begin accessing DIS. They will use their NSHealth User ID to get to the SHARE login screen; they will user their Note: When you distribute a NSHealth User ID to prescribers/rns who will be using the DIS Portal, provide them with a copy of (or link to) the 4.10 DIS Portal Getting Started Guide Note: When you distribute a SHARE User ID, provide the user with a copy of (or link to): 4.11 SHARE Quick Reference Guide 4.12 VMware Horizon Login Instructions the appropriate Introduction to the SHARE Clinical Portal document: 4.13 Introduction to the SHARE Clinical Portal (Clinical) or 4.14 Introduction to the SHARE Clinical Portal (Admin) The Introduction to the SHARE Clinical Portal provides a step-by-step introduction that will walk the user through their first logon and describe how they access the functionality available to them. It will also help to ensure their user set up is correct and provide valuable tips for using SHARE.
33 To Do SHARE User ID to log in to the SHARE Clinical Portal. Confirm User Access: For DIS Portal users and SHARE Clinical Portal users: Send an email to dis@novascotia.ca, entitled DIS User Access Confirmation, to confirm: The user(s) was able to access the DIS, find a patient (through a patient search or from a work List, see the patient s Client Profile (i.e., medication profile)) For Admin users (i.e., Clinic Work List Creation role), the user was able to search for a patient and add the patient to the work list. Please include your clinic name and the name(s) of the user for whom access is being confirmed Comments Note: If users are unable to access DIS, call: 1-866-224-2555 You will be calling the Health Information Technology Services Nova Scotia (HITS-NS) Service Desk. HITS-NS provides support for DHW systems such as DIS and SHARE. When calling the HITS-NS Service Desk about DIS, users must be specific about which portal they are calling about. If they are a user of the DIS Portal, indicate they have questions about the DIS Portal If they are a user of the SHARE Clinical Portal, indicate they have questions about the SHARE Clinical Portal Things to know about getting access for your staff: If you have requested access to the Drug Information System through the SHARE Clinical Portal, you must request that user accounts be deactivated when users leave your clinic.
34 What will happen next? The process for access to the Drug Information System is now complete! For any questions about using the Drug Information System Portal, call the HITS-NS Service Desk at 1-866-224-2555. Tell them that you are calling about the Drug Information System Portal. For any questions about using the SHARE Clinical Portal, call the HITS-NS Service Desk at 1-866-224-2555. Tell them that you are calling about the SHARE Clinical Portal.