PH-Doc Enhancement Committee Minutes

PH-Doc Enhancement Committee Minutes Date: May 19, 2017

Facilitator: Leah Espinda-Brandt Minute taker: Julie Schrum Agencies Represented: In person: Laurie Brovold- Anoka, Jeri Seegmiller – Cass, Trisha Kvenvold – Freeborn, Julie Schrum – Meeker, Amy Herold (10:15), Fran Dosh – Morrison, Lynn Choromanski – MVNA, Leah Espinda-Brandt, Daniel Jensen, Nancy Pick – Olmsted, Deana Callahan – Todd, Melea Marple – Wilkin Webinar: April Sommerville – Bloomington, Mary Frahm – Clay, Jennifer Needham – Freeborn, Denise Smith – Goodhue, Pam Kellogg – Mower, Coral Ripplinger – Dakota, Joan Brandt – Ramsey, Kristi Wentworth – Ottertail, Carol Wentworth - Carver Conduent: Jill Betzold, Deb Castellanos, Rojean Forystek, Brian Prom, Tanya Ruth, Mary Thompson

Action- Agenda-Minutes Recommendation 1. Introductions 2. Approve minutes Correction: Deana Callahan did not attend March 17, but is listed as for March 17 and present. April 21 meetings Motion by Lynn C. to approve minutes with correction, 2nd by Melea M. Motion Carried.

3. Hours Used vs Mary noted that at the User group meeting on 4/28/17 50 more hours approved report were allocated to work group and 150 more hours to enhancements. – Conduent The Hours Used vs. Approved report was updated since last meeting – approved enhancements are shown on current report.

2017.21 & 2017.22 – Proof of Concept Estimates: Proof of concepts 4. Enhancements for SQL encryption and attachments folder were approved by user from November group. As part of Proof of Concepts the ISSG group will meet with contacts to discuss some of these proposals. Will come back to this meeting that group with recommendations after their June meeting. Deb stated she needed more will write program and send to sites to analyze attachments folders for discussion/follow agencies. 2017.24 – Edema Documentation: Leah talked to Paula from Fillmore up and they are okay with letting this wait. Lynn C. proposed that the Q.A. Group will look at the whole vital signs tab, keeping in mind this -2017.21 and request to change the edema documentation. This enhancement 2017.22 Proof of concept request will be retired. 2016.79 – Omaha System – shrinking Problem comment area – 17 estimates hours total. This request came from QA. Enhancement Group authorized cues and reminders area for KBS to support more -2017.24 Edema characters and rich text and that was delivered in Version 43. This request is to put Pathway Problems to the top of screen along with SDOH problems. QA is requesting adding hours to this request to add documentation room to screen. Make cues & reminders larger, comments area smaller. Will have same capacity, but will need to scroll to view. -2016.79 Omaha 2016.62 Integration with MD Toolbox ePrescribing: Requested by System- shrinking Problem Polk County, but there was not much interest when presented. Dan J. comment area. 17 hours suggested exploring the capability to get medication histories. Will be total. ongoing cost and not certain what that cost will be. Waiting for cost quote and how that expense will be handled. Need to determine if there is a value to agencies - if cost is reasonable is there interest? -2016.62 Integration Would like feedback. Olmsted would use for individuals that cannot with MD Toolbox for e- get CCD. Home care agencies would use it; other agencies did not think they would. Todd, Cass and Beltrami expressed interest – for prescribing home care and EW. Olmsted grant may pay for programming, need to determine how to pay for annual subscription costs. Dan J.: MD Toolbox is not HDI certified, was identified that PH-Doc will need HDI certification, which is a state certification. The certification could be used for other data also, so need to talk to all governance groups in MCCC to explore this issue. Leave MD Toolbox and HDI Accreditation on agenda item as standing items to get updates.

Review Wish List Estimates from Spreadsheet: 5. Review Wish list 2017.04 - On-Base estimates from Mary – No estimate yet. Dakota’s request is to create letter form to spreadsheet push to OnBase. Question was - can this be done in generic fashion? That is probably not possible. Deb is working with Dakota on this. Will -2017.04, 2017.08, report next meeting. 2017.08 Skip Logic: Request by MVNA. 2017.09, 2017.10,2017.13, Brian: would add new tab to form to add skip logic. Could set up 2017.16, 2017.20 multiple questions linked with and/or. Ability to copy rule set to other forms. Won’t support on date/text/count fields - that adds another level of complexity. Also won’t add to demographic forms. Could fix old -Estimates for new forms to include skip logic. Changes import/export. mandate requests - 2017.32M Estimate: 42 hours. 2017.09 Enable Dashboard in Client Visits. Additional components -Estimates for new would add a couple hours of programming. If it’s on the care plan tab today it would be available on the dashboard. 485 Data and participatory requests Community Resources are separate (not as listed, together on quote). 2017.26 – 2017.33 Request – could you re-word “485”? Request was referred to Q.A. They will come up with name and send enhancement request. Estimate: 70 Hours. 2017.20 – Allow multiple answers for interventions. Request by Dakota. Affects multiple procedures – many considerations for views/pop-ups. Estimate: 43 hours. 2017.13 – on-line help access. Submitted by Conduent. Move help files to Conduent hosted website. On-line access - 20 hours. Options – enable context sensitive help and link screens to multiple documents – 60 hours. Request by Leah to add indicator so you know it’s searching. 2017.16 – Form answers in Population reports – request to analyze all answers. Count total answers per form. Add new column. Estimate: 10 hours. 2017.20 – form auto-fill and hook to other charts. New field in question that would be auto-fill. Rather than pulling from last form, would pull from chart components. Estimate 28 hours. Add 2 hours to add birth profile. Adding new hook to add form for another family member. Estimate: 18, 12 or 30 for combination

Estimates New Mandate Requests:

2017.32M – MIIC submission for IMMS via SOAP. 6 hours estimate. Information is there, but isn’t currently being pulled. Make fields mandatory – currently optional.

Estimates for New Participatory Requests: 2017.34P – Winona Co needed a program to correct a billing error that split bills that had more than 1 month on the claim. Work completed – 10 hrs

2017.26 6. Review new Ability to get to chart from Pending Referrals enhancements Priority – High Estimate – tiny requests from the 2017.27 wish list Add new SAN auth – have list of paysources filter to only those for spreadsheet – give which the client has a billing paysource – change to “rise to the top”. Some counties requesting option to turn off the filter. rank/ballpark Can add URL to paysources – Jill will add to a newsletter. estimate, request Priority – Medium Estimate – Tiny estimates (2017.26 2017.28 – MVNA through 2017.38) Add logic to system to identify bad dates, especially in client visits (contact notes). Add warning for bad dates. Add certain number of add 39-40 dates in past and no dates in future. Already working this in another area, so this will be added to that job. Disregard this request and take off wish list. 2017.29 – MVNA On Home Page – My Charts- Display child age as months when less than 2 years old. Priority – High Estimate – tiny 2017.30 – MVNA Gestational Age on forms Bi-directional node to IPO Priority: Medium Estimate: Tiny 2017.31 – HFA Workgroup Add element to birth profile for days of gestation. Add once and flow to all areas where information is needed. Deb – may be smart to bundle with 2017.20 – overlaps. Or take birthweight/gestational age out of 2017.20 and add it to this – the 2 hours will be added to 2017.31 instead of 2017.20. Priority – High Estimate – Small 2017.33 – Olmsted Spreadsheet Import. Need clarification on this request before moving forward. Conduent to work with Olmsted. Priority: High Estimate: Depends 2017.35 – MVNA Ability to set dashboard as default component instead of chart folder. Request is for My Chart screen only. Suggestion – Add dashboard icon right next to chart icon. Employees, organizations, events, my client and client book and client list. Change icon? Priority: Medium Estimate: Tiny 2017.36 MVNA Provide functionality to add hyperlinks and Excel tables in dashboard. Priority: Low Estimate: Small/medium 2017.37 – Add meds verification date and allergy verification dates. Priority: High Estimate: Tiny

2017.38 – MVNA Modify reports for dashboard to present data in reverse chronological order. Want newest at the top. Forms, client visits and dailies. Priority: High Estimate: Tiny 2017.39 – Anoka Population Group Reports – currently need to back out every time and rebuild for another report. Would like drop down to use same population report and choose program to apply it to. Priority: High Estimate: Small 2017.40 – Olmsted Word Forms – would like second button for initials. Size as small square box. Jump to box to sign in when clicking on box. Priority: High Estimate: Small 2017.41 – Kandiyohi Add a tab to the overview screen for organizations. It is currently very cumbersome to get to owner’s information. Would like to use dashboards. Suggestion – use current contact area for owner’s information. Priority: Medium Estimate: Tiny

2015.52 and 2016.22 7. 2017 Wish list Focus group met – MVNA, Olmsted, Dakota, Wright and Bloomington. Focus group will meet again and present to this group in July. No hours approved at this time – will need hours for this in the future. Approve any wish list items from the wish list Motion by Lynn C. to approve hours for 2016.79 - 13+4 hours and spreadsheet that have an 2016.80 - 16 hours = total 33 hours. Second: Melea M. Motion carried. estimate (old or new) 2016.24 – 13 hours Motion by Deana C. to approve, second by Nancy P. Motion Carried

2017.32M - 6 hours Motion by approve by Melea M., second by Deana C. Motion Carried

2016.40 – up to 37 hours and 2016.74 – 4 hours Motion to approve by Melea M., second by Lynn C. Motion Carried

2016.75 – ability for copyright information and formatting options – 26 hours. Motion to approve by Lynn C., second by Jeri S. Motion Carried

Total hours approved: 113 plus 6 mandate.

8. Version status Dakota, Olmsted, Otter Tail and Polk counties testing version 43. report Going well. Issue with Office 2016 and Word Form Letters. Looking -Version Release for sign-off from Beta Agencies by June 2nd. installation and Beta testing update 9. Ongoing Mary Thompson presented report of hours being used beyond the Participatory Enhancement Group hours. Will consider programming for enhancement MIECHV/FHVRES changes. status report Power Builder release will be this year – sometime after the Version 43 release.

10.Committee QA – referral screen. Working on standardizing tasks. KBS templates. reports Deb: reviewing tasks for ASQ reminder - Form, task and query. Will -QA Committee be out on repository after the QA team reviews it. Will be addressed in -Training the next newsletter. Committee Training Committee: Mary reported they have had favorable reviews -HFA Workgroup of the Supervisor training May 10th. -Records June 20th – Omaha System training. Retention HFA Workgroup – not actively meeting because they finished their Committee – work. New standards coming out in July – they will resume then. update on Deliverable – may be sent out next week. In order to do HFA Site enh#2014.40 Survey (50 questions) – added questions to FHV to be used to collect site survey at end of year. Only HFA sites will be impacted by these new forms. Survey is due in June. Queries will be sent out 1-2 weeks after

Dan: Records Retention Committee – making progress. 11.New -- issues/concerns 12.Next meeting, June 16, 2017- WebEx; July 21, 2017 – Conduent, Note taker: Kandiyohi 13.Adjourn Motion to adjourn by Nancy P., second by Lynn C.