Panorama Trainers Update Dial-in number: 1-866-464-4026 - Conference code: 772 693 0125# July 31, 2015

Agenda Mass flu clinic options - Helena Panorama training for new staff - Helena System Updates - Lori Website Changes – Lori QRC 5.3 - Julie First Nation Update – Tatenda / Lori Discontinuation of MIMS use - Lori Super User role - Lori Reports update – Julie Class lists – Helena Roundtable

Mass Flu Clinic Options Option 1: Registration and Delayed Entry Offsite A clerk will add the clients to the Mass Imms Event Worksheet at an offsite location. A clerk will record consent and document the immunizations administered by the casual influenza nurses as non-provider recorded immunizations at an offsite location. PHNs will record consent and document immunizations administered as provider recorded immunizations at their office after the clerk has added the clients to the Mass Imms Event Worksheet. Requirements: No connectivity onsite. Pneumo database and laptop to check pneumo status

Mass Flu Clinic Options Option 2: Registration Onsite and Delayed Entry Offsite A clerk will add the clients to the Mass Imms Event Worksheet onsite at the clinic. This could occur when the client presents at the clinic before the client sees the nurse or after the client is immunized. A clerk will record consent and document the immunizations administered by the casual influenza nurses as delayed entry non-provider recorded immunizations at an offsite location. This will occur after the client leaves the post immunization waiting area. PHNs will record consent and document immunizations administered as delayed entry provider recorded immunizations at their office. Requirements: Connectivity onsite. One laptop per clerk

Mass Flu Clinic Options Option 3: Registration and Delayed Entry Onsite A clerk will add the clients to the Mass Imms Event Worksheet onsite at the clinic. This could occur when the client presents at the clinic before the client sees the nurse or after the client is immunized. A clerk will record consent and document the immunizations administered by the casual influenza nurses as delayed entry non-provider recorded immunizations onsite. This will occur after the client leaves the post immunization waiting area. PHNs will record consent and document immunizations administered as delayed entry provider recorded immunizations onsite. Requirements: Connectivity onsite. One laptop per clerk and one laptop per 2 PHNs

Mass Flu Clinic Options Option 4: Registration and Delayed Entry Onsite For Casual Immunization Nurses and Direct Entry for PHNs A clerk will add the clients to the Mass Imms Event Worksheet onsite at the clinic. This could occur when the client presents at the clinic before the client sees the nurse or after the client is immunized. A clerk will record consent and document the immunizations administered by the casual influenza nurses as delayed entry non-provider recorded immunizations onsite. This will occur after the client leaves the post immunization waiting area. PHNs will record consent and document immunizations administered as direct entry provider recorded immunizations onsite. Requirements: Connectivity onsite. One laptop per clerk and one laptop per PHN

Training for new staff WRHA Blitz training for Panorama is complete. Plan going forward is to onboard new and returning staff by incorporating Panorama training into the existing immunization orientation program for nurses and clerks. Staff who require refresher training shall connect with their Managers who will forward the requests to their assigned CD coordinator.

System Updates Target – end users Functionality specific changes Monthly or as required Distributed to end users through managers Sent directly to trainers Transition to an operational support tool

Website Changes Under construction All resources and tools moved by August 7 All pages updated by August 31 If you require anything that you cannot find, please contact Project Coordinators http://hscxlxwb0001.hsc.mb.ca/cps/panorama-internet/index.html

Client Immunization Report This report will replace the MB Health Immunization Certificate that is generated out of MIMS for ad hoc requests For ad hoc requests, Public Health staff can generate and provide it to clients as per your disclosure procedure This report will be generate by MB Health as part of the routine Immunization records (age 7 and 18) and reminder Immunization records (15mo, 20mo, 5.5 yrs) correspondence Example of Immunization Record Child age 13 mo overdue for 12 month immunizations Child age 13 mo with nothing overdue

QRC 5.3 – Points to Remember It is important to refresh the client’s forecast before printing the record so that the most recent forecast is included in the record. If the report is generated from the Reporting and Analysis section, the forecast cannot be refreshed. Do not use the Reporting and Analysis section to generate the report. If a client record is inactive, the Refresh Forecast button will be grayed out. Make the client ‘active’ in Panorama, refresh the forecast, and print the Client Immunization Report. Ensure that you document why the client was inactive so that you can enter the same reason if you to inactivate the client again.

QRC 5.3 – Points to Remember Important: Once the forecast refresh is complete, if the client does not live in Manitoba inactivate the client in Panorama with the original reason for inactivation. The Client Immunization Record replaces the former MIMS Immunization Certificate. Print properties – set as double sided so that the report is printed on one sheet of paper.

First Nation Update First Nations Trainer – Aleia Fiddler Margie Kennedy support training as required Aleia receiving system training in August Training and deployment schedule is planned but on hold until Information Sharing Agreements have been signed

Discontinuation of MIMS Use Important to remind staff not to use MIMS anymore if Panorama has been deployed at their site Data entry for non-PH provided immunizations is being transitioned over the next few months Some staff are currently still using MIMS Reconciliation Entering into MIMS in addition to Panorama Coming up twice in Panorama Panorama / MIMS transfer of data happens Tuesday evening Manual changes required to fix MIMS / Panorama are completed Wednesday / Thursday May see duplicate items / errors requiring correction on Wednesday / Thursday August 31 to September 4 – manual changes won’t happen to the following week

Super User Proposed Role Proposed role to be shared with public health leadership in August Recruitment goal is September (for non First Nations) Responsibilities Maintain competence in the use of the PANORAMA Attend Super User training sessions as required to acquire new knowledge to support PANORAMA activation and ongoing PANORAMA related continuous quality improvement Provide support of colleagues to enhance their use of the PANORAMA during and post activation Provide feedback to the PANORAMA “User Group” regarding training needs and PANORAMA enhancements.

Super User Role Responsibilities continued May participate as a member of the PANORAMA User Group In collaboration with the departmental manager, develop strategies to resolve specific issues Functionality May be responsible for running reports Create clients as required as per QRC May be assessing the need to merge clients (in consultation with clinical analyst) Submitting changes or corrections on behalf of the region to the support structure Communicate changes in inventory holding points

Reports Update Mass Immunization Worksheet – in Production Client Immunization Record - in Production Working on: Regional Per-dose funding report Aggregate Reports Count by valid doses by school Count by valid doses by geography Line List Report Clients by age range and geography Inventory Requisitions Report Holding Point Returns Report Stock Status Report

Class Lists WRHA - Request for Class Lists from School Divisions/Schools Beginning 2015/2016, the WRHA will request class lists up to three times throughout the school year. The timing of each request will align with the dosing schedule of the school-based immunization programs, with the first request to be made in early August. The WRHA will centrally coordinate communication to School Divisions, including receipt of class lists, through its Communicable Disease (CD) Unit. Community Areas will coordinate request for and submission of class lists from private/independent schools. Requests for class lists will be restricted to the minimum amount of information required for eligible students (i.e., school grade) and will include details around the prescribed format necessary for class list upload into Panorama (refer to Panorama Immunization: Requesting Class Lists from School Divisions/Schools). Disclosure of class lists is authorized under the Personal Health Information Act, section 22(2). A letter of support from the Chief Privacy Officer at the WRHA is available for added reference (refer to Authority to Disclose).

Class Lists WRHA has developed Guidelines and a Standard Operating Protocol (SOP) to outline the minimum expectations around the security, storage, transmission and destruction of class lists at the WRHA. These resources are available for any region to use and adapt to reflect their particular situation.

Class Lists Guiding Policies: Security and Storage of Personal Health Information, 10.40.120 Transmission of Personal Health Information via Facsimile (“Fax”), 10.40.130 Security: A restricted folder has been established for designated users who have a direct role in formatting and uploading class lists within Panorama. User access will be monitored quarterly to confirm appropriate access. Storage: All class lists comprising personal health information will be stored, formatted, and maintained within the restricted folders, including rejected records following client upload into Panorama.

Class Lists Transmission of Class Lists from School Divisions/Schools: Encryption and password protection of CDs or flash drives for courier or pick-up at the School Division or School office is the optimal mode of transmission. It is recommended that password be communicated separately by email or fax and not be included with the file transmission. Email transmission is not recommended as file transfer may not be secure Fax transmission is an option (refer to WRHA policy 10.40.130) but is not recommended due to manual re-entry of information into the client upload template Destruction: It is recommended that all class lists, formatted upload templates and rejected records be deleted from the restricted folder annually at the conclusion of the school year (refer to WRHA policy 10.40.130).

WRHA Standard Operating Protocol: Class Lists

Round Table PMH - NA IERHA NRHA - NA SH-SS - NA WRHA - NA Single imms troubleshooting calls have decreased Good cooperation with School Divisions – for class lists for pre-population the mass imms Request central communication from Manitoba Health to Superintendents regarding disclosure of class lists NRHA - NA SH-SS - NA WRHA - NA