Postponing External Portal Deactivation

Based on the feedback from our test user group, our internal UMC IT testing group, and discussions with Cerner, we are postponing the deactivation of the Cerner external portal (Cerner Physician Portal) website originally scheduled for 6/8. This means you may still access the following link when documenting offsite/externally: 

https://umctx.cernerworks.com/Citrix/PRODweb/

 

If you have already configured your devices to use the AppVPN solution, you may continue to use this solution, or access the portal directly at this URL.

 

We currently do not have a new ETA, but we are working closely with Cerner on an alternate solution and will provide further updates as they arise. If you have issues connecting, please contact the UMC IT Service Desk at (806) 775-9109. 

 

We deeply value your feedback and greatly appreciate your patience. Thank you.

Cerner Maintenance Event, May 27, 2021

During this time, Cerner will be available. There will NOT be a downtime; however, there will be brief interruptions in service during the following time periods:

 

8:00pm - 9:00pm

·    Pyxis

  • No new or transferred patients or orders will show

  • Pyxis machines will be placed on override during this time

    Radiology Imaging

  • No new or modified radiology orders will cross to McKesson PACS

  • No new reports will be available in PowerChart

  • OnRad reports will be faxed

  • A radiologist will be on standby for any STAT requests

·    RapidComm blood gas and RALS/Sofia results will not populate in PowerChart

·    Quest results will not populate into PowerChart and orders will not send to Quest.

·    Orchard Orders and Results will not post for TTU Student Health.

·    South Plains Rehab-Encompass, Lubbock Heart Hospital and Montford orders will not populate into Cerner and results will not pass to the vendors.

·    Telemetry strips will not show in Clinical Notes

·    Kronos will not show new or transferred patients

·    ePrescribing   

  • Prescriptions will queue up and be sent once the interfaces are back up

  • If a prescription needs to be sent immediately, please print or call in the prescription

·    Teletracking will not show new, updated or transferred patients

·    EasyID will not show new, updated or transferred patients

·    IDX will not show new, updated or transferred patients

·    Hill-Rom Dashboard will not show new or transferred patients and beds cannot be associated in Cerner.

** By 9:00pm, all patients and orders will be released and the above systems will be updated.  Radiology systems will receive the updates and the reports will cross over once the orders are reconciled.**

·    Scheduled reports will need to be printed manually (ex. Dietary reports)

·    Batch label printing (Meds/Labs) will be ran early, but any new orders during that time will need to be ran manually

       ** At 10:30pm, all scheduled reports and batches for label printing will resume as scheduled **

 

You will be prompted to log out at least once during the upgrade.  If you receive this notice, then please log out.  You will be able to log right back in without issue.

 

With the system being available during the upgrade, there is a potential for odd issues to occur.  If you experience issues, we will have to wait until the upgrade is complete to troubleshoot.  

IT staff will be available during the upgrade. If you experience issues, please call the IT Helpdesk at 59109.

MyTeamCare Patient Portal- Removing 72-Hour Result Delay

On June 7, 2021, the 72-hour delay currently on Diagnostic Imaging and Pathology will be removed. The Cures Act addresses patient information blocking and covers many aspects of the patient’s electronic record but targets “NO Delayed Results” to patient portals. A disclaimer will be placed on both sections to communicate these results may be released before provider review.

 

Currently: Diagnostic imaging and Pathology results are set on a 72-hour delay. When the final sign occurs by the radiologist/pathologist, the result does not post to MyTeamCare for 72-hours.

 

Future: Diagnostic imaging and Pathology results will be released immediately. When the final sign occurs, the results will post to MyTeamCare instantly for the patient to review.

 

Members should be aware of the “why” behind the change to releasing the results. By managing this change, we are hopeful this will be a positive experience for our patients as they engage in their health journey. Below is the “why”:

Inmate PHI Dissemination

WHO is impacted by the change: Clinical staff caring for inmate patients.

WHEN does the change take effect: June 11, 2021

WHY is the change being made: Ensure the safety of our frontline clinicians, reduce time and work effort addressing multiple requests for clinical updates, comply with hospital policy and protocol for PHI dissemination and the care of inmates.

WHAT is the change:

Inmate 1a.jpg

Changes to Consult for Sitter/Telesitter Orders

The Go Live date is May 19, 2021, for this change.

There will now be two separate orders for Consult for Sitter and Consult for Telesitter. When you search for ‘sitter’ in the orders search bar, they will both show up. Please choose the appropriate order.

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There will be a drop-down box added to “Reason for Consult:” This a required field.

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If ‘Behavioral Concerns’ is chosen from the list, please fill out freetext box with specific behavioral concern (i.e., pulling at lines or tubes)

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Upgrade to Demographics for Dynamic Documentation Users

We have come up with a way for providers to see who the referring provider is in the Demographics screen in Dynamic Documentation:

During intake the nurses have the ability to populate the fields so that this information is stated in the Demographics page for all providers to see the referring provider. 

The nurses would populate the information in the Ambulatory SWCC Visit/Intake Powerform

  1. Click Referring Provider

  2. On Referring Provider choose NONE, NONE

  3. On 'If you can't find the physician in the list, choose 'None, None' and enter the name here

Demo 1.png

This will then populate in the Demographics page for all UMC Cancer Center providers to see who the referring provider here:

Demo 2.png

Cerner External Portal Update

We are reaching out to make you aware of an upcoming change that may impact you and your providers if accessing Cerner off the TTUHSC or UMC Network. This has been a common process for providers and some staff.

 

What:

The external Cerner portal for accessing Cerner Citrix applications (such as PowerChart) outside of the TTUHSC and UMC network will be disabled by Cerner in June 8th 2021.

 

Why:

This update is being made to reduce the risk of a security breach and it will impact mobile device, laptop and desktop access outside the TTUHSC or UMC Network. 

 

Resolution:

The below options are the current set up for TTUHSC students, residents, attending’s, staff and TCN coders. Please note all of these process may already be set up for TTUHSC except the UMC VPN option.

 

  • Medical Students:  Citrix environment for TTUHSC - citrix.ttuhsc.edu

  • Residents:  UMC VPN instructions

  • Attending’s: Remote desktop to a device at work if no institutional device (personal computer)

    • VPN if using an institutional device

    • UMC VPN instructions if you do not have either of the above options already setup.

  • Staff: Remote desktop to a device at work if no institutional device (personal computer)

    • VPN if using an institutional device

    • UMC VPN instructions if you do not have either of the above options already setup

  • TCN Coders:  Use UMC VPN instructions

The UMC VPN is an alternate method to access these Cerner Citrix published applications, a secure “app VPN” will allow you to connect to the UMC network first and then access Cerner Citrix published apps using the Citrix Workspace app. Yes, this is a two-step process, and we can understand that results in more clicks to access Cerner, but this is the recommended workflow from our System Admin and IT Security standpoints.

TTUHSC Clinical Transformation is happy to help get you set up with the new process.

UMC will have some Provider Fairs in the McInturff May 24th , 26th, and 27th from 7am to 4pm where providers will be welcome to come and get their devices set up with the assistance from the UMC System Admin team. 

 

Lastly, attached you will find the instructions on how to set this up yourself. We encourage you to share this with your providers and staff, as we know most are technically inclined. The UMC System Admin team did a great job on the instructions, pictures included! If you are having issues with TTUHSC VPN or Citrix environment for TTUHSC please call TTUHSC IT at 806-743-1234. You may also access the TTUHSC SolveIT page for more information.

 

If you have any questions or concerns, feel free to reach out to us at the EMR Helpdesk.

Multi-Patient Task List and Task List Issue

The Multi-patient task list and the individual patient task list will appear differently  on Monday after the upgrade. There will be large spacing that will appear on each task line.  The large spacing will increase scrolling on the Multi-patient task list.  

This issue will be there until we can take a package to correct it which should be the 1st or 2nd week of May. There is no current workaround at this time until the package is installed.  

task list.jpg

Cerner (ALL applications) Upgrade Saturday, April 24 from 10:00pm – 5:00am

During this time, Cerner will be available. There will NOT be a downtime; however, there will be brief interruptions in service during the following time periods:

 

10:00pm – 11:00pm

  • Pyxis

    • No new or transferred patients or orders will show

    • Pyxis machines will be placed on override during this time

  • Radiology Imaging

    • No new or modified radiology orders will cross to McKesson PACS

    • No new reports will be available in PowerChart

    • OnRad reports will be faxed

    • A radiologist will be on standby for any STAT requests

  • RapidComm blood gas and RALS/Sofia results will not populate in PowerChart

  • Quest results will not populate into PowerChart and orders will not send to Quest.

  • Orchard Orders and Results will not post for TTU Student Health.

  • South Plains Rehab-Encompass, Lubbock Heart Hospital and Montford orders will not populate into Cerner and results will not pass to the vendors.

  • Telemetry strips will not show in Clinical Notes

  • Kronos will not show new or transferred patients

  • ePrescribing    

    • Prescriptions will queue up and be sent once the interfaces are back up

    • If a prescription needs to be sent immediately, please print or call in the prescription

  • Teletracking will not show new or transferred patients

  • EasyID will not show new or transferred patients

** By 11:00pm, all patients and orders will be released and the above systems will be updated.  Radiology systems will receive the updates and the reports will cross over once the orders are reconciled.**

 

10:15pm – 12:15am

  • Bridge will not be available. Charting will have to be completed on the compatibility tag.

  • FetaLink will not be available. Patients will need to be disassociated from all monitors and all fetal strips archived prior to the downtime. Fetal monitoring will need to be completed via paper.

10:15pm – 1:15am

  • Vital sign streaming from monitors and vs machines will not be available. Patients will need to be disassociated from all monitors prior to the downtime. Charting will have to be completed manually.

  • IV pump programming and iAware will not be available. Patients will need to be disassociated from all iv pumps prior to the downtime. Charting will have to be completed manually.

  • CareAware Messaging, Nursing and Voice will not be available.

  • Hill-Rom Bed data will not be available. Patients will need to be disassociated from all beds prior to the downtime. Charting will have to be completed manually.

  • Lab device interfaces will not be available. Lab staff will be manually entering results so you may see a delay.

 

10:45pm – 4:30am

  • Scheduled reports will need to be printed manually (ex. Dietary reports)

  • Batch label printing (Meds/Labs) will be run early, but any new orders during that time will need to be printed manually

       ** At 4:30am, all scheduled reports and batches for label printing will resume as scheduled **

 

You will be prompted to log out at least once during the upgrade.  If you receive this notice, then please log out.  You will be able to log right back in without issue.

 

With the system being available during the upgrade, there is a potential for odd issues to occur.  If you experience issues, we will have to wait until the upgrade is complete to troubleshoot.  

IT staff will be available during the upgrade. If you experience issues, please call the IT Helpdesk at 59109.

Stat ECHO ID KB

WHO Clinicians Ordering Stat ECHO

WHEN does the change take effect: 3/22/21

WHY Mortality Review Committee identified an area of opportunity with STAT Echo Communication. CVI requires a phone call for stat ECHO to escalate the priority. Without a phone call, CVI team manually reviews all requests then assigned the priority level.

WHAT is the change:

All clinical area phones caller ID display will be masked with the number to the main line 806 775 8200. Internal phone calls will continue to have caller ID features available.

echo 1.png

Review AMION for CVI contact

echo 2.png

NICE TO KNOW

ECHO Orders from EC will no longer default to STAT. User must change the priority. This change was due to EC automated STAT orders received by CVI without STAT Reason for Procedure

 

For questions, please contact Carina Perez RN, MSN UMC Mortality Coordinator

Performance Improvement 59266

carina.perez@umchealthsystem.com

Failure to Retrieve Data

There are very few instances you may see an error like the one below. It could vary what component in your Note errors out. If you experience this, you can click out of the error and refresh the component.

failure.png

If refreshing does not pull in the data, please review our Upgrade Autotext and Smart Template handout to find the appropriate one you need to pull in.

The full list of Autotexts and Smart Templates are located in the file “Upgrade Autotexts and Smart Templates” below.

Below includes a reminder education for how to look for global autotexts and inserting smart templates into autotexts.

Referral Management- New Features

With the new code that was taken, the Referral Management tool has some new features on the worklist that will make the tool more efficient.

Worklist

When creating a worklist or modifying a worklist you will see new options while creating/modifiying the list.  The work list now have a sort date which will allow you to search “Update Date” or “Referral Written Date” as well as Newest to Oldest or Oldest to Newest.

rm 1.png

Sub-statuses

The list type for the Originating/Receiving has some new options as well.  The first one is under Status. Most of the statuses have new sub-statuses.  You will potentially need to update you work list to include these sub-statuses.

rm 2.png

The new sub-statuses will be visible on the worklist. The sub-statuses will appear underneath the status on the worklist.

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Dates

This new feature gives you the ability to show referrals either by the Referral Written Date in the past or between dates. In the past refers to how many days back.

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Receiving Worklist Updates

The Receiving worklist also has new options. These options were available to an originating list and now have been made available to the receiving as well. The 4 new options are:

·         Refer To Provider

·         Referral Type

·         Refer From Provider

·         Dates ( which is explained above)

rm 8.png

Upgrade Referral Management Discovery Issue

In order to speed up the worklist it is recommend that the departments limit the size and to avoid erroring out the load of the list.

Please go into your worklist and either create/modify your work list(s).  By making this change, your data will load quicker and you should not receive any error messages.

The list size is limited to 2000 patients. The larger the list, the longer it will take to load the data.

Grouping suggestions are as followed:

1.Worklist option with the following status(es): Not Started, Prep for Send, and Send

 

2. Worklist option with the following status(es): Sent and Pending Acceptance

 

3. Worklist option with the following status(es): Accepted and On Hold

 

4. Worklist option with the following status(es): Scheduled, Pending Rescheduled, and Patient Seen

 

5. Worklist option with the following status(es): Cancelled

 

6. Worklist option with the following status(es): Completed

 

By creating groupings of statuses that correlate with each other, this should prevent the error message from appearing. It is highly recommended to create appropriate list and name them appropriately for your benefit.

Right-side Cut Off and Scrolling (Create Note)

Certain positions may notice your right side of the screen gets cut off, which, in turn, prevents you from scrolling to the bottom of the Provider View page. Specifically, you will not be able to select your entire Create Note options.  There is a ticket out for these issues, but no ETA on when this will be fixed.

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To fix the screen cutting off, exit out of the chart and get back in.

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For the scrolling Create Note issue, you will need to go to the Dark Side and click the Add button to find other note templates you are unable to select. We suggest adding them to your Favorites list by clicking the star next to the note template name. The next time you get in, you can change the tab to Favorites. Don’t forget to select your Note Type!

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Managing the Message Pools

Log in to PowerChart and navigate to the Message Center.

Select the Pools Tab

pools 1.png

Select the Manage button and the following screen will open. You will need to use the search field in the top left corner of the screen to either search for the pool name or you can use * as a wildcard to search and it will return all available pools.

pools 2.jpg
pools 3.tif.jpg

Highlight the pool that you would like to edit and select Details. The following Screen will open:

pools 4.png

Search for Members: This is where you can search to add members to the pools.

Team Lead: This should be the Clinic Administrator.

Organization: This is the clinic that the pool is associate with.

You will be able to add and Remove member from this screen. Highlight the name of the member and select the appropriate option for the pool.

The members of your pools should include your staff, supporting staff (Performance Improvement Manager and/or EMR Coordinator) and educational staff.