Welcome to ‘PHIMS’

Agenda Part 1 Part 2 Part 3 Introduction to PHIMS Privacy and Security of PHIMS PHIMS data Interfaces Part 2 PHIMS Navigation Key Concepts Part 3 PHIMS Quick Reference Cards (QRC’s)

What is PHIMS ? PHIMS is a secure, integrated, web-based electronic public health record for public health practitioners to manage: immunizations vaccine inventory communicable disease * * Currently PHIMS is used at the Manitoba Health Surveillance unit for entering lab reports and investigation forms for sexually transmitted, blood borne and tick borne diseases. All positive lab reports for other reportable diseases as well as clinical cases are entered into PHIMS with the exception of West Nile virus, Tuberculosis and animal exposures.

PHIMS / Manitoba PHIMS is used in Manitoba by: Regional Health authorities Manitoba Health Nursing stations Community Health Centres Implementation Dates in Manitoba Immunization & Inventory 2014-2015 Communicable Disease Investigations (initiated in 2017)

Privacy and Security All PHIMS users are required to safeguard privacy by protecting data in PHIMS in accordance with The Personal Health Information Act (PHIA) and The Freedom of Information and Protection of Privacy Act (FIPPA). Users must sign a ‘Terms of Use’ agreement. User roles are associated with permissions which determine access to PHIMS data. Manitoba Health has the ability to audit and track use in PHIMS.

Training Users for PHIMS Training takes place in a training environment using fake clients and data. Learners can access the application ‘hands on’ to become familiar with PHIMS. Coaching and support may take place in the ‘real’ or production environment as long as the client information is accessed appropriately (for example accessing a record for a client scheduled for clinic to preview immunization history).

Data / Information in PHIMS Client information obtained from Client Registry) Demographic info (name, address, BD, gender, PHIN, Family number, will reflect what is on the clients Manitoba health card) Immunization data Previous records from Manitoba Immunization Monitoring System (MIMS) the previous imms registry Physician billing Pharmacies (DPIN) PHIMS providers / users

Data Interfaces The following interfaces keep PHIMS up-to-date Client Registry > PHIMS One way interface to upload new clients to PHIMS Frequency: daily Physician Billing > PHIMS Physician billing one way interface to upload immunization information to MIMS Frequency: 2 x a month but dependent on Physicians’ submitting Pharmacies (DPIN) > PHIMS One way interface to sent administered immunizations information to PHIMS Frequency: Weekly PHIMS > eChart One way interface to send immunization information to eChart Frequency: daily

PHIMS Navigation Key Concepts Navigation Panes Recent work Hiding and showing information using the chevrons Fields Embedded finds Factory Table Set in Context Panorama Quirks Back button Save Timeout Type ahead

Navigation Panes Left Navigation Top Navigation Return to the left nav when you get lost or want to start again

Recent Work Recent Work Displays links to client records that you have recently worked on

Show and Hide Contains Data The Show Option indicates there is more detail to be displayed The Hide Option indicates that the detail is being displayed Contains Data Indicates that the form contains data even though the details are hidden from view

Fields Type Ahead Fields Text Fields As text is typed the data is searched a character at a time Text Fields As text is typed no data is displayed to select from

Embedded Find Embedded Find Find features that are located in different parts of the PHIMS application

Factory Tables Factory Tables Can contain nothing or several records of details on that item (i.e. Address, Name, Identifier...) Factory Table

Set in Context Set in Context Identifying the Client that is to be worked on Places the client into “context” so several updates can be made for that client at one time Client Set in Context

PHIMS Quirks Do not use the back button

PHIMS Quirks Timeout: Type ahead fields and selecting from dropdowns: PHIMS will timeout after 20 minutes. Remember to save your work often. Type ahead fields and selecting from dropdowns: PHIMS will try to match your entry with data from the list. Make sure you double click on the entry to select it. Sometimes this feature is finicky.

PHIMS Quick Reference Cards What are Quick Reference Cards Why Quick Reference Cards How to use Quick Reference Cards

What are Quick Reference Cards? Mostly one page workflow documents that outline the steps required to complete a PHIMS activity Do not contain screen shots Best Practice advice and tips are included in a section at the bottom Created for most immunization steps Numbered based on their functional area: 0 – Getting Started 1 – Managing Client Records 2 – Individual Immunizations 3 – Mass immunizations 4 – Inventory 5 – Reports 6 – AEFI 7 – Investigations

Why Quick Reference Cards The ‘QRC’s’ as they are affectionately known as are the ‘happy path.’ There are many ‘buttons’ and fields on the various screens that are not required for the function you are doing. Using the QRC will provide you with an efficient ‘tried and true’ process for the activity you need to complete.

How to Read/Use the QRCs

Questions?