Accessing the Enterprise reporting service (ers) application DHDR Audit Reports March 3, 2017 V 1.1

Agenda What is ERS? What standard audit reports can I access? What ad hoc reports can I request? How do I access these reports? How do I request an ad hoc report? Additional information Troubleshooting Appendix A – FAQs Note: This publication is technical in nature and is available in English only due to its limited targeted audience. This publication has been exempted from translation under the French Language Services Act. 

What is ERS? The Enterprise Reporting Service (ERS) is an application that is accessed via the eHealth Portal (www.ehealthontario.ca) using a ONEID user account. It allows users to view and access reports in a secure manner.

Standard Audit Reports As a privacy officer, you will have access to the “Temporary Unblocking of Access Report (Org View)” The report is generated every day at 8AM for each organization accessing DHDR, and lists all the TUA transactions that occurred at each organization during the previous day. This allows privacy officers to audit these events in a timely manner to ensure staff are following the process when performing a temporary unblock of a patient’s consent directive.

Standard Audit Report Sample Temporary Unblocking of Access Report Sample of a “Temporary Unblocking of Access Report (Org View).” If a TUA did not occur, the report will be empty.

Ad hoc Reports Ad hoc audit reports are requested on an “as-needed” basis There are 3 types of reports you can request: DHDR System User Activity Report (Org view) – “A report of all users within the organization that accessed the DHDR” DHDR System User Activity Report (Specific user) – “A report of a specific user within the organization that accessed the DHDR” DHDR System User Activity Report (Access to a specific patient’s drug information by users in an organization) – “A list of clinicians who have accessed a specific patient’s DHDR dispensed drug history, within a specific organization”

Accessing Reports All reports are located in the Enterprise Reporting Service (ERS) application, accessed via the eHealth Portal. To access the ERS application, you need: A valid eHealth Ontario ONEID account (usually firstname.lastname@oneid.on.ca), and To be enrolled for the ERS application service, and A RSA token that will be used as a 2nd factor authentication to access sensitive reports Local Registration Authorities (LRAs) manage the registration process to create the ONEID account and request access to the ERS service.

Accessing Reports – Screen Flow Enter the URL: www.ehealthontario.ca Enter your ONEID user name (firstname.lastname@oneid.on.ca) and password Click “Log In”

Accessing Reports – Screen Flow Upon successful login, click the Enterprise Reporting icon.

Accessing Reports – Screen Flow This is the ERS application community home page. Click “Pages” in the top right corner. You can select either “High Sensitivity Content” or “Low Sensitivity Content” reports from the drop down menu.

Accessing Reports – Screen Flow Low sensitivity reports do not have personal health information, or any other sensitive information. High sensitivity reports may contain personal health information or other sensitive information. A RSA token will be required to access these reports.

Accessing Reports – Screen Flow As a privacy officer, all the reports you have access to are considered high sensitivity.

Accessing Reports – Screen Flow Once you’ve clicked the “High Sensitivity Content” link, click: Public Folders, then Sensitive, then DHDR, then Your organization’s UPI1 (e.g., 123456789012) The breadcrumb trail at the top of the page will remind you where you are at, within the ERS application 1. UPI (unique provider identifier) is a unique number assigned to every organization by eHealth Ontario. If you are unsure of your organization’s UPI, contact the eHealth Ontario Service Desk or email the Drug Data Support team at DHDR@ehealthontario.on.ca.

Accessing Reports – Screen Flow If you requested an ad hoc report, it will be found in this folder. The “Temporary Unblocking of Access Report”, which tells you whether a TUA occurred at your site, can be found in this folder.

Accessing Reports – Screen Flow Click the folder “Temporary Unblocking of Access Report (Org View)” Click the report you wish to view. The list of reports are organized by creation date, and will be available for 12 months.

Accessing Reports – Screen Flow You will be prompted to enter your RSA token information and password Enter your 4-digit pin here Enter the 6 digits displayed on your RSA token

Accessing Reports – Screen Flow Upon successful login, return to the list of reports on the previous tab, and click the report you wish to view

Log Out Remember to log out of the eHealth Portal when you are finished with your session.

Requesting Ad hoc Reports To request ad hoc reports available to a privacy officer, call or email the eHealth Ontario Service Desk: 1-866-250-1554, or servicedesk@ehealthontario.on.ca You will receive a ticket number, along with the “DHDR Audit Report Request Form” Complete the required fields, and follow the instructions provided on the form All forms must be encrypted before sending it back to eHealth Ontario to protect sensitive information.

Requesting Ad hoc Reports Sample of DHDR Audit Report Request Form The types of ad hoc reports you can request are listed here, along with a brief description Instructions on how to securely encrypt a file before sending it back to eHealth Ontario

Requesting Ad hoc Reports From the moment eHealth Ontario receives the completed form, it will take up to 5 business days to fulfill your request. You can view the completed report request by logging into the ERS application.

Troubleshooting Issues viewing or accessing your report? Contact the eHealth Ontario Service Desk2 (24/7): 1-866-250-1554 or servicedesk@ehealthontario.on.ca Problems related to your login or Password? Click “Issues with your Login” for a self-help page or contact the eHealth Ontario Service Desk for assistance. 2. Phone is the primary method of contact for the eHealth Ontario Service Desk and should be used for any urgent issues. There is currently no service level agreement for incidents or service requests submitted via email.

Appendix A - FAQs How do I get my RSA token? When your eHealth Ontario LRA completes your ERS enrolment form (“DHDR Individual Service Enrolment Form”), s/he will check the box indicating that a token is required. eHealth Ontario will process the forms accordingly, and a RSA token will be mailed out. How do I find who the eHealth Ontario LRA is in my organization? Contact the eHealth Ontario Service Desk and ask who the LRA is in your organization. An eHealth Ontario representative will contact all the LRAs within your organization, informing them that you need to be registered and/or enrolled for a service. The LRA will either reach out to you directly, or give permission for eHealth Ontario to provide their name to you.

Appendix A - FAQs What if my site doesn’t have an LRA? If your site doesn’t have an LRA yet, a “legally responsible person” or sponsor (usually a C-level position) will need to nominate someone to become the LRA. This individual will need a ONEID account and to complete the necessary LRA training3. Once completed, they will be enrolled as a LRA and sent an RSA token to access the LRA online tool. What are these reports for? These reports will provide you with a complete audit trail of all the DHDR transactions (Medication Dispense, and Temporary Unblocking of Access) that have been run by users within your organization. 3. Additional information about LRA training can be found at: www.ehealthontario.ca/RA

Appendix A - FAQs When will I need to access these reports? Reviewing the “Temporary Unblocking of Access Reports” on a daily basis will allow you to stay current with TUA activities (as it pertains to DHDR) within your organization. For instance, if you see that a TUA has occurred, you may want to review the occurrence to ensure the proper process was followed before the TUA occurred and necessary paperwork was completed and filed according to your local processes. The 3 ad hoc reports can be requested whenever an audit is taking place, or if you wish to look at DHDR transactions across a multi-day period.

Appendix A - FAQs Is there a video demonstrating how to log in to the ERS application? Yes! It is located here: http://www.ehealthontario.on.ca/en/support/cswo-clinical-connect Scroll down to the Training section The video is titled, “Accessing ERS Application for DHDR Audit Reports”