1. Trainers Meeting
March 27, 2015

2. Attendance Barbara Donaldson Monique Gaultier - SHSS Helena Wall
Stacey Loeppky - SHSS
Julie Hesketh
Erin Murphy - NHR
Joan Wheatley Bissoon
Carolyn McCusker -NHR
Tatenda Bwawa
Pam Noseworthy -NHR
Brenda Sanderson - AMC
Michell Thorne – NHR
Arielle Goldman Smith – MB Health
Terry Noort - NHR
Marleen Jonker - IEHR
Corinne Adams - WRHA
Shannon Whaley - PMH
Ann-Marie Chanel - SHSS
Heather Dowling - SHSS

3. Agenda Training Environment Outage
Production Environment Outage Window
MOH Training
Updates to Training Materials
Interface
User Immunization Default Settings
Chart Audits
Roundtable – Resource Sharing

4. Training Environment Outage
Next week March 30, 31 the training environment will be down to allow the technical team to add the patches, hot fixes and changes that will keep the environment up-to-date with production
Environment will be back up on April 1
Trainers will receive notification
No data will be removed

5. Production Environment Outage Window
Regular outage window was recommended
Wednesday nights after 6:00pm the production environment may not be available
Notifications will not be sent as this will be a regular occurance

6. MOH Training
Project Team is finishing up a presentation that can be used to train/update MOHs or other senior managers
Presentation provides high level overview of Panorama and its features

7. Training Material Updates
Pluralized the information in the boxes to indicate that multiple agents can be recorded at the same time and included text to reflect this in the Points to Remember section
QRC 2.2 Recording Non Provider Recorded Immunizations
QRC 2.3 Recording Provider Recorded Immunizations

10. Training Material Updates (Cont…)
Corrected one of the QRCs
QRC 3.6 Adding Multiple Students to a list
removed the last 3 boxes (Click on the calendar, Schedule the forecaster, Click save)

12. Training Material Updates (Cont.)
Indicated in the Points to Remember that you need to add a provider to the event before you can add students
QRC 3.2 Creating a Mass Imms Event
QRC 3.5 Updating a Mass Imms Event
QRC 3.6 Adding Multiple Students to a Mass Imms Event
QRC 3.7 Adding an Individual to a Mass Imms Event

15. NEW QRCS
3.16 Attaching an Inactive Client to A Mass Immunization Event
Most common reason for a client having an Inactive status is “Temporary work permit”. These clients actually are insured by MB Health but with an end date so Panorama does not recognize this correctly. We are working on a solution for this. These clients do not need to contact MB Health about their coverage.
3.17 Managing Clients Incorrectly Created Through Client Upload
Clients are being inadvertently created during the Client upload process when the client name and PHIN do not match and the PHIN does not belong to anyone else in MB

18. Additional Changes To Come
New QRC or Update to Points to remember re: What to do if consent is inadvertently granted on the wrong client record.
New QRC or Update to Points to Remember re: How to update/delete a special consideration
New QRC or Tip Sheet on how to manage inactive clients
Troubleshooting Document
Update Forecaster Tip Sheet (Will expand to include definitions and indicate that inactive clients aren’t forecasted)
New Inventory QRCs for physical count, returns and ASC
QRC 4.6 – Adjust inventory will be revised to include adjusting in a new lot number e.g. vaccine received from another holding point

19. Interfaces and data entering
We are seeing some duplicate entries because some clerks are entering immunizations into MIMS after the PHNs are entering into Panorama
Remind clerks that they do not need to enter if the PHN is entering
Joan is reviewing all the duplicates in MIMS and Panorama and also all the updates made to Panorama immunizations
Client registry is back up and running

20. User Immunization Default Settings
Confirm with users that defaults have been set (QRC 0.2)
Set Historical Immunizations to “No” in Immunization Defaults. This will be added to QRC 0.2. (explanatory slides attached )
Project Team is reviewing the advice originally provided to clarify the implications of settings and will share the results with the trainers group
May impact current settings
Will take into account entry for non-public health sites, travel clinics, historical entries

21. Roundtable – Resource Sharing
Chart audits
NH trainers are monitoring users
Likely that we will need to track audits for privacy accountability purposes
Joan will let Project Coordinators know if there are user issues that could be addressed by trainers or managers
Regional resources to be placed on the Panorama website
Excel Tip Sheet -Southern
Excel Tip Sheet WRHA
FAQs - Southern

22. Questions/Future Agenda Items
Travel nurse settings (slides attached)
Notes feature – when to use this, what to include in Panorama vs EMR or paper chart
Next meeting May 1, 2015
User default settings continued
Notes in Panorama
Chart Audits

23. Immunization Defaults: Historical Immunization Settings

24. Historical Yes vs Historical No
Historical “Yes” - the default settings will apply to the historical immunizations recorded
e.g. it will appear as though the recorder was also the provider of the immunization.
Historical “No” means that the provider and SDL will remain blank but it will record that the user “created” the historical immunization documentation at the bottom of the page like this:

25. Historical Immunization as “No”
Recommended basic default setting is No
Immunization defaults will not be applied to historical immunization details
*this will not prevent you from entering historical immunizations

26. Historical No
This does not prevent the user from entering historical immunizations
Historical “No” will not apply the default settings to historical immunizations
Historical “No” will record that the user “created” the historical immunization documentation at the bottom of the page this:

27. Historical Yes
Historical “Yes” - the default settings will be applied to the historical immunizations recorded
If there is a provider select in the immunization default , it will record the Provider as the provider of the historical immunization
If there is an SDL selected in the immunization default, it will record this SDL as the SDL of the historical immunization
Potential Uses for Historical Yes:
PHN Travel nurse documenting the immunizations that they have administered themselves via Add historical details (QRC 2.4
Clerk entering multiple historical immunizations for known provider and/or SDL where details are desired or required (QRC 2.1) e.g. flu shots given at a PCH, immunizations given by a salaried physician who does not shadow bill

28. Travel Health Defaults

29. Recommended Immunization Defaults: Travel Health
Make the following changes:
Historical – Yes
Provider – enter your name and select
SDL – select Travel clinic
Save
Your settings will look like this…
Panorama implications are this ….
Will apply default settings to historical immunization
Will record Provider as immunizer
Will record correct SDL
Will not auto decrement from displayed HP for Add Historical Immunizations
Will allow you to enter historical immunizations

30. Documentation of Travel vaccine will look like this if lot number is available from the drop-down…
Comments are optional

31. Documentation of Travel vaccine will look like this if lot number is not available from the drop-down…
Enter vaccine details here