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Access Reference Guide
Part A – Nursing & Allied Health Students
Student Access
To the PHSA Network and
Clinical Information Systems
For Use by PHSA and Affiliated Academic Institutions
Supporting Practice Education and Research Training
Updated: 13 April 2017
Prepared by: Student User Access Working Group
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Table of Contents
INTRODUCTION ..................................................................................................................................................... 3
GLOSSARY OF TERMS USED IN THIS GUIDE ............................................................................................................ 4
OVERVIEW: STUDENT USER ACCOUNT PROVISIONING ......................................................................................... 6
User Account Provisioning Process .................................................................................................................... 6
Methods for Provisioning User Access............................................................................................................... 7
How to Request Additional Access for Students ................................................................................................ 9
Remote Access ................................................................................................................................................... 9
REQUIRED E-LEARNING PRIOR TO RECEIVING ACCESS ........................................................................................... 9
ACCESS PROVISIONING PROCEDURES: ROLES AND RESPONSIBILITIES ................................................................ 12
Nursing and Allied Health Professions Students ............................................................................................. 12
HOW TO GET INFORMATION AND HELP .............................................................................................................. 13
Appendix 1 – Student User Access Working Group .............................................................................................. 14
Appendix 2 – Overview of Cerner eChart and eHealth Viewer ............................................................................. 15
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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INTRODUCTION
This guide outlines how students receive access to information systems at the following Provincial
Health Services Authority (PHSA) agencies collectively referred to as ‘C&W’: BC Children’s Hospital,
Sunny Hill Health Centre for Children and BC Women’s Hospital and Health Centre. The document is for
staff and faculty of PHSA and affiliated academic institutions who support students. As clinical
information systems are continually evolving, the guide is updated frequently – please use the latest
version at Student Practice Education. If you have questions or comments about this guide, contact:
Context and Background
PHSA, Vancouver Coastal Health and Providence Health Care are large academic health sciences
organizations with mandates for care delivery, research and education. In 2013, these organizations
collectively launched the Clinical and Systems Transformation Project (CST)-- a multi-year initiative to
transform care delivery with an integrated electronic health record system. Effective use of this system
supports the complete cycle of care and improves the patient experience as well as communication and
collaboration among clinicians. Stakeholders anticipate outcomes such as improved patient safety and
quality of care, better decision-making, new research opportunities, and process efficiencies. CST will be
implementing Cerner for electronic health records across the three health authorities and therefore
implementation and use of Cerner at C&W now will be leveraged by the CST Project in the future.
At PHSA, the transition to an integrated electronic health record system has been underway for some
time. PHSA implemented new information access and privacy policies that direct staff, agents, students,
research trainees, researchers and volunteers regarding protection of personal information and access
to information systems. At C&W, the following systems are currently in use: Cerner PowerChart,
Provincial eHealth Viewer, and M*Modal Dictation/Transcription. Key policies guiding access are:
Only authorized and authenticated users have access to PHSA systems and personal information.
User account provisioning is a role-based model built on a “Need to Know and Least Privilege” security principle.
Users are responsible to be informed and comply with information access and privacy policies and procedures.
Sharing of usernames and passwords for any system is strictly prohibited
PHSA requires that all students at C&W:
Have individual user accounts for Network access (i.e. no shared accounts), and
For those who are in clinical placements, receive role-based access to Cerner
PowerChart and (as appropriate) the Provincial eHealth Viewer and M*Modal
Dictation
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Scope
This guide applies to students who have confirmed placements at C&W if they need access to the PHSA
network (‘Network’). Further, this guide applies to those students in a clinical placement at C&W, if
they need access to Cerner PowerChart and, as appropriate, M*Modal Dictation and the Provincial
eHealth Viewer.
At this time, the integrated version of Cerner PowerChart and the Provincial eHealth Viewer is not
accessible at other PHSA agencies. However, the Provincial eHealth Viewer is accessible at other PHSA
sites as a stand-alone application.
GLOSSARY OF TERMS USED IN THIS GUIDE
Academic Health Sciences Organization is a partnership between one or more universities and
healthcare providers focusing on the tripartite mission of research, clinical care, and teaching.1
Affiliated Academic Institution means an accredited education institution such as a university or college
which has entered into an affiliation agreement with PHSA or a PHSA agency. The agreement outlines
the responsibilities of each organization in supporting student or research trainee education.
BCCSS is an abbreviation for BC Clinical and Support Services BC. BCCSS User Access Services issues PHSA
Network accounts and email accounts. Formerly HSSBC.
C&W is an abbreviation used in this guide to represent the following collective of PHSA agencies: BC
Children’s Hospital (including Sunny Hill Health Centre for Children) and BC Women’s Hospital and
Health Centre.
Cerner PowerChart is an electronic health record that provides access to patient encounters, scheduled
outpatient appointments, lab and imaging results, and some clinical documentation. When fully
deployed, PowerChart will allow clinicians to directly access accurate clinical information anytime,
anywhere (see Appendix 2 for more information). The roll out of a shared Cerner PowerChart is in
process at PHSA, Vancouver Coastal Health Authority (VCH), and Providence Health Care (PHC).
CPSID # is an abbreviation for College of Physicians and Surgeons identification number.
HIM is an abbreviation for Health Information Management. HIM issues M*Modal accounts.
HSPnet (Health Sciences Placement Network) is a secure, web-based system used for student placement
coordination and/or as a placement database. It is the standard system used by BC health authorities
and their academic partners to track student placements.
1 Advanced Institute of Management Research (2012) Going with the flow: A systems approach to how an
Academic Health Sciences Centre creates value through collaboration.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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IMITS is an abbreviation for PHSA Information Management, Information Technology Services. The
IMITS User Readiness Team issues Cerner and Provincial eHealth Viewer accounts.
M*Modal is an e-system for dictation and transcription. Reports are viewed in Cerner PowerChart.
Personal Information is information about an identifiable individual, but does not include business
contact information (e.g. a person’s job title, business/email address, telephone/fax number).
Placement refers to a unit of experiential learning assigned to a student from an affiliated academic
institution. It includes start and end dates with one or more physical locations or destinations. It is
associated with a single student or trainee, educational program, educational institution and health care
organization.
Clinical placement refers to a placement that supports direct patient care and involves access to
patients and/or their personal information.
Placement coordinator (PC) refers to an academic institution’s representative acting in the role of
practicum coordinator for one or more education programs, who sends placements requests to the
receiving agency and ultimately confirms accepted requests
POD refers to the PHSA intranet. You must be connected to the PHSA Network to access POD.
Practice education is the experiential component of an educational program in which students learn and
practice in a community, clinical or simulated setting. It provides the ‘hands-on’ learning that helps
students acquire the necessary skills, attitudes and knowledge to practice effectively in their field.
Provincial eHealth Viewer (CareConnect) is a secure, view only Electronic Health Record (EHR) that
delivers patient information required to support healthcare providers in their delivery of patient care.
The application provides authorized healthcare providers with an integrated, provincial view of some
clinical information, including:
Registration Information and Contacts
Encounters
Documents
Community Summaries
Provincial Laboratory Information Solution (PLIS)
Provincial Diagnostic Imaging Viewer (PDIV)
Access to the Provincial eHealth Viewer is for providing or supporting direct patient care. The Provincial
eHealth Viewer is accessible through Cerner PowerChart for C&W authorized users and as a stand-alone
application at other PHSA sites. (See Appendix 2 for more information).
Receiving/Destination Coordinator (RC/DC) refers to a receiving agency destination manager, educator,
or designate who receives, coordinates, and responds to placement requests from academic
institutions.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Student means a learner who is involved in a practice education experience as follows: undergraduate; graduate; postgraduate (e.g., post-doctoral fellowship); or post-professional (e.g., medical resident, nursing specialty). Web API – an HSPnet web-service that authorized users can access to retrieve current data about students who require network/computer access during an upcoming placement at their sites.
OVERVIEW: STUDENT USER ACCOUNT PROVISIONING
User Account Provisioning Process
Processes are in place to provide PHSA with the information needed to provision individual user accounts for students. These processes enable their access to the Network, and for students placed in clinical settings, additional access to Cerner PowerChart and, as appropriate, M*Modal Dictation and the Provincial eHealth Viewer. The processes require validation of identity for each user plus confirmation that the user is educated and understands his/her role and responsibilities to protect the personal information of patients. Figure 1: Overview of User Account Provisioning Process
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Methods for Provisioning User Access
There are two main methods by which student user accounts are provisioned: 1. Automated: this method is supported by the Health Sciences Placement Network (HSPnet)
database and is used for medical, nursing and allied health professions students registered at institutions that use HSPnet to track placements. This method automatically uploads confirmed placement data from HSPnet to auto-generate Network accounts and further supports provisioning of Cerner PowerChart and, for disciplines that require it, access to M*Modal Dictation, the Provincial eHealth Viewer and EVE (historical view only). Medical, nursing and allied health professions students includes, but is not limited to, the following disciplines: Audiology, Biomedical Engineering, Child Life, Diagnostic Imaging, Dietetics, Health Information Management, Medical Genetics Counselling, Medical Laboratory, Medical (covering 3rd and 4th year undergraduate students), Medical postgraduate students (covering residents all years), Music Therapy, Nursing, Nurse Practitioner, Occupational Therapy, Paramedic, Pharmacy, Physical Therapy, Psychology, Recreation Therapy, Respiratory Therapy, Social Work, Speech and Language Pathology, Spiritual Care, and Unit Clerk.
2. Manual: this method involves submission of an individual eform for students with confirmed placements (i.e. using a POD eform) for the generation of Network, Cerner PowerChart and Provincial eHealth Viewer accounts. Manual enrolment is used for visiting medical students (non-UBC), midwifery and dental post-graduates students.
Deactivation of User Accounts All user accounts are deactivated at the end date of the student placement date or if there is no activity in the account for five (5) months. Students who have been asked to leave their education program will have their account deactivated immediately.
PHSA requires that affiliated academic institutions obtain student consent for:
Release of the student’s personal information from HSPnet or other sources to PHSA for the purpose of provisioning user accounts.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Table 1 – Basic Access Provided for Nursing & Allied Health Students in Clinical Placements
Student Type Requestor Approver Basic Access for Duration of Student’s Placements
Automated Enrolment-HSPnet**
Nursing / Allied Health* Placing Coordinator at academic institution
Receiving/Destination Coord. at PHSA site
Network (with email)
Cerner PowerChart
UBC Medical: 3
rd & 4
th year Undergraduate
See Access Reference Guide Part B
UBC Medical: Residents (1
st year and new
to UBC)
Manual Individual Enrolment- eForm on POD** (for students not provisioned through HSPnet enrolment)
Visiting Medical Undergrads (non-UBC)
See Access Reference Guide Part B
UBC Dental: Post-graduate
PHSA Dental Program Assistant
Chief of Dentistry, BC Children’s Hospital
Network (with email)
Cerner PowerChart
Provincial eHealth Viewer
M*Modal Dictation
EVE (historical view only)
UBC Midwifery PHSA Program Manager or designate
Manager of Program where student is placed
Network (with email)
Cerner PowerChart
M*Modal Dictation
EVE (historical view only)
* Exception - Nurse Practitioner students also receive access to Provincial eHealth Viewer and M*Modal
Dictation ** See page 9 regarding how to request access for a student who needs to enrol as an individual or who needs
more access than the basics described in Table 1 (e.g. “v” or “w” drive).
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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How to Request Additional Access for Students
Table 1 (page 8) describes basic electronic access that is provided for students in various disciplines. In some disciplines or placement settings, students have additional access requirements beyond what is described in Table 1, for example, access to shared Network drives (e.g. ‘v’ or ‘w’). Note: as of Sept 22, 2014 students who are auto-provisioned a network account will also receive an email account. Additional access requests should be made as follows:
If the student’s access is requested through automated enrolment (see page 7), then after the Network account is issued, a C&W staff member can make a manual individual request for additional access for the student, using the appropriate eform on the POD.
If the student’s access is requested through manual enrolment using the POD eform, then a C&W staff member can request additional access (e.g. ‘v’ or ‘w’ drive) at the same time that the request is made for a Network account and a Cerner account.
Remote Access
Remote access to the PHSA network is only provided to those students who need it to perform their
role. There is a charge of approximately $75/user for the software token that supports remote access.
To make a request for remote access, a PHSA manager or designated program assistant completes the
Technology Services Request Form as directed on the POD requesting remote access. A PHSA Program
Manager’s approval is required to support the request.
REQUIRED E-LEARNING PRIOR TO RECEIVING ACCESS
Students must register for a PHSA LearningHub account and complete required e-learning modules prior
to their clinical placement (and at least one week prior to their start).
Learners should allow 2 – 6 hours to work through the modules depending on requirements for their
discipline and practice setting.
Table 2 (p. 10) indicates the required courses for various placement locations/disciplines as follows:
by all students/in clinical placements at the C&W site
by students in various disciplines rotating through specific clinical programs as part of their placement
Table 3 (p. 11) indicates the required courses for clerical roles (Nursing Unit Clerks, Medical Office
Assistants/Hospital Support Specialists and Health Information Management)
Table 2 – Online Training Available via the Learning Hub
Location of practice Required Training on Learning Hub
Medical Undergrads & Residents
Nurse Practitioner Nursing Midwifery
*Allied Health
Clerical – see pg 11
Dental Postgrad
Children’s & Women’s – Site Wide
Student Practice Education:Privacy &
Confidentiality
101 PowerChart Basics
102 PowerChart Basics and Signing
301 FirstNet Clinical Providers
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Emergency 301 FirstNet Clinical Providers
NICU Oncology
103 PowerChart NICU, CAPE, ONCOLOGY Clindoc
Oak Tree Pediatric & Maternity
201 PowerChart Prescribers (Mental Health &
Peds)
Ped & Mental Health Ambulatory Pediatric Clinics: - Endocrine - Respirology (Asthma &
CF) - Complex Care - NP Child & Youth
Primary Care Outpatient Psychiatry for Mental Health
201 PowerChart Prescribers (Mental Health & Peds)
203 PowerChart Allied Health (Mental Health &
Peds)
205 PowerChart Nursing (Mental Health & Peds)
- Time to complete the e-learning is 2-6- hours depending on # of courses required for the profession & setting
- Students may have completed some of the courses for prior placement experiences and this is tracked under Learning History in the LearningHub
11
Table 3 – Online Training Available via the Learning Hub – NUC, MOA, HSS, HIM
*Additional in-Department Training may be required, Manager to submit forms for access.
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Location of practice Required Training on Learning Hub Nursing Unit
Clerks
Medical Office Assistants
(MOA/HSS)
Health Information Management
(HIM)*
Children’s & Women’s – Site Wide
Student Practice Education:Privacy & Confidentiality
101 PowerChart Basics
402 Cerner Outpatient and Inpatient Registration
Classroom training
eHealth Viewer (CareConnect) Orientation – Cerner
Integrated
BCCH Emergency
302 FirstNet Nursing Unit Clerks
BCCH Pediatric Clinics: - Endocrine - Respirology (Asthma & CF) - Complex Care - NP Child & Youth Primary Care Outpatient Psychiatry for Mental Health
101 PowerChart Basics
403 Cerner Outpatient Scheduling
Classroom training
BCW Diagnostic Ambulatory
403 Cerner Outpatient Scheduling
Classroom training
Women’s Health Centre 101 PowerChart Basics
403 Cerner Outpatient Scheduling Classroom training
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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ACCESS PROVISIONING PROCEDURES: ROLES AND RESPONSIBILITIES
Nursing and Allied Health Professions Students
An automated process is used to provision Network accounts for nursing and allied health professions students. Once an affiliated academic institution updates HSPnet with information on confirmed student placements, the automatic feed between HSPnet and BCCSS enables creation of Network accounts. The Enrolment Analyst with the IMITS User Readiness team is informed that the network account is in place, and then sets up the PowerChart account and EVE (historical view only) access,
provided that training requirements have been completed as described in Table 2 & 3.
1. PLACING COORDINATOR AT ACADEMIC INSTITUTION – completes the following at least 4-6 weeks prior to student placement: - Enters or confirms student placements in HSPnet. This information must include the student’s school-issued email account.
- Informs the student regarding training requirements described Table 2 & 3.
2. STUDENT – 4-6 weeks prior to placement (and at least one week prior to their start) enrolls on the LearningHub, registers for, and completes the mandatory online training requirements as described
in Table 2 & 3 (p. 10). Directions on training requirements are also outlined in Step 4 of Preparing for Your Practicum on the PHSA website. On arrival at practicum site, activate PHSA network account, following instructions provided by BCCSS in step 3 below.
3. BCCSS AUTO-PROVISIONING SERVICE – up to 4 weeks prior to placement start date, provisions a Network account for the student based on the HSPnet Web API of confirmed placements and: - Emails instructions and an activation code to each student via his/her school-issued email. These instructions are re-sent the day before the placement start date to the student. - Provides IMITS access, via link to shared Excel spreadsheet, to the list of students provided with
Network accounts.
4. IMITS SECURITY ENROLMENT ANALYST – provisions a Cerner PowerChart account and EVE (historical view only access) for students who completed training and accepted Cerner Terms of Use and have been auto-provisioned a Network account. - Emails a unique user ID, temporary password, and log-in instructions to the student via his/her school-issued email account. - Provides Transcription Services with list of student users who require M*Modal dictation access and have completed required Cerner training.
5. TRANSCRIPTION SERVICES – provisions M*Modal Dictation ID from information provided by IMITS. - Emails a Dictation user ID and log-in instructions to the student via his/her school-issued email.
6. PHSA STAFF SUPERVISING THE STUDENT - Once the student’s Network account is activated, if additional access beyond Network, PowerChart and EVE is needed, the student and PHSA supervisor apply for a student account through the IMITS Request for Services on the POD. A PHSA Program Manager’s or designate’s approval is required to support the request.
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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HOW TO GET INFORMATION AND HELP
Additional information on the provisioning of student and research trainee user accounts:
PHSA Student Orientation – Mandatory
Must be connected to PHSA Network to access the following:
POD Computers, Phones & Technology
Cerner PowerChart (eChart) Access for Research
Must be connected to PHSA Network and have a user account to access the following:
C&W Registration & Scheduling
PHSA eChart Electronic Health Records
Questions on the student provisioning process:
Contact Clinical Informatics, C&W 604 875-2337 C&[email protected]
Contact Michelle de Jaray, Academic Practice Coordinator, Learning & Development, C&W 604-875-2681 [email protected]
Contact Sarah Titcomb, Coordinator, Academic Development 604-675-7408 [email protected]
Help with PHSA Network account
Contact PHSA Service Desk 604-675-4299 or 1-888-675-4299 [email protected]
Help with Cerner eChart
Contact IMITS User Readiness Team [email protected]
Help with Provincial eHealth Viewer
Contact IMITS User Readiness Team [email protected] or 604-675-2424
Help with M*Modal Dictation
Contact LM HIM Transcription Services [email protected] or 604-806-9696
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Appendix 1 – Student User Access Working Group
Working Group of the PHSA Student Education Coordinating Committee and the Clinical Information
Systems Department of BC Children’s Hospital and BC Women’s Hospital and Health Centre:
1. BC Children’s Hospital and BC Women’s Hospital and Health Centre 2. BC Clinical & Support Services (BCCSS) - formerly Health Shared Services BC (HSSBC) 3. Information Management Information Technology Services (IMITS) 4. Provincial Health Services Authority 5. Provincial eHealth Services 6. University of British Columbia 7. Lower Mainland Health Information Management Diane Gulbransen1, Director, Clinical Informatics Elaine Fink5, Manager, Deployment, Provincial eHealth Services Elizabeth Kinney4, Manager Research Policy Grace Mickelson4, Corporate Director, Academic Development Kelly Sytsma3, Security Enrolment Analyst, User Readiness Marguerite Ferreira1, Business Analyst, Clinical Informatics Catherine Palmer3, Team Lead, User Readiness Michelle de Jaray1, Academic Practice Coordinator, Learning & Development Sandra Harris1, Senior Leader – Clinical Education, Learning & Development Sarah Titcomb4, Coordinator, Academic Development Sharon Hsu5, Analyst, Provincial eHealth Viewer Access Tyler Lloyd2, Technical Architect & Senior Systems Analyst
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Appendix 2 – Overview of Cerner eChart and eHealth Viewer Overview of Cerner eChart Cerner eChart: One Person. One Record. Better Health. Cerner eChart is an electronic health record that will provide access to patient encounters, lab results, and imaging. When fully deployed, eChart will allow clinicians to directly access accurate clinical information anytime, anywhere. eChart is made up of the following components which are granted to users based on their role:
Scheduling Appointment Book – view or create patient appointments
PMOffice – view or create patient registration and bed management.
Explorer Menu – view, manage, or generate reports from system (e.g., Scheduling Appointment Book, etc.).
eChart/PowerChart – the foundation of the patient’s electronic health record. Users may edit/sign transcribed documents, provide clinical documentation (e.g., discharge summary, etc.), and attach scanned items.
FirstNet – register and track patients in the Emergency Department.
RadNet – the radiology information system stores images and reports, and manages the day-to-day
departmental operations for medical imaging.
MTM – transcription services.
ProFile – health records management, such as chart tracking and chart deficiencies.
Overview of Provincial eHealth Viewer
The Provincial eHealth Viewer (CareConnect) is a secure, view only Electronic Health Record (EHR) that
delivers patient-centric information required to support healthcare providers in their delivery of patient
care. The application provides authorized healthcare providers with an integrated, provincial view of
clinical information, including:
Registration Information and Contacts
Encounters
Documents
Community Summaries
Provincial Laboratory Information Solution (PLIS)
Provincial Diagnostic Imaging Viewer (PDIV)
Access Reference Guide: Part A – Nursing & Allied Health Students PHSA Network and Clinical Information Systems
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Access to information within the Provincial eHealth Viewer is determined by the user’s business role as governed by the Ministry of Health’s Provincial access model. Business roles are comprised of two components – role context (the type of service/clinical setting in which the user works) and Functional Description (the function of the user). This determines the user’s specific access permissions built on the principles of “need to know” and “least privilege”. Here is a high-level overview of the data availability within the Provincial eHealth Viewer:
