1. Welcome to ‘PHIMS’

3. 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)

4. 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.

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

6. 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.

7. 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).

8. 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

9. 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

10. 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

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

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

13. 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

14. 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

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

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

17. 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

18. PHIMS Quirks
Do not use the back button

19. 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.

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

21. 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

22. 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.

23. How to Read/Use the QRCs

24. Questions?