1. Panorama Trainer Update Meeting May 29, 2015

2. Welcome and Attendance Lori Holuk Siddall Julie Hesketh Helena Wall Joan Wheatley Bissoon Arielle Goldman Smith Carrie McDuff - NHR Stacey Loeppky - SHSS Wanda Gosselin – IERHA Marleen Jonker – IERHA Robert Derosier – SHSS Maureen Kitson - SHSS Erin Murphy - NHR Kristal Plaetinck - IEHR Terri-Lynn Archambault - PMH Kate Longstaff - PMH Bonnie Chappel - PMH Shannon Whaley - PMH Michel Thorn - NHR Rayeann Sobetski - WRHA

3. Agenda 1.Call for Additional Agenda Items 2.Training Environment Update 3.Immunization Update – Importance of maintaining school affiliation in Panorama – How to document multi site vaccines (ie; HBIg) – How to view name of ind who granted verbal consent when documented via a mass imms worksheet. – Correcting agent and/or date of immunizations that were recorded incorrectly – Inactive clients – New QRC 1.13 Documenting Neonate High Risk for Hep B to Trigger Forecast 4.Inventory Update – QRC 0.0 renamed as QRC 4.0 – Changes made to inventory QRC 4.5 View Inventory & QRC 4.6 Adjust Inventory – WebEx training sessions to review new Inventory QRCs (4.8 Physical Counts and 4.9 Returns) – QRC 4.10 Managing Adverse Storage Conditions

4. Agenda 7.Request from App Admin to Cancel Resolved Remedy Tickets 8.Website Updates 9.Reports Update 10.User Defaults and Orgs Presentation at next meeting 11.Panorama Go Live Bulletin 12.Roundtable – Resource Sharing 13.Next Meeting

5. Training Environment Update A green background has been applied to the training environment to assist trainers/users to differentiate between the 2 environments (training and production).

6. Immunization Updates Importance of maintaining school affiliation in Panorama For report purposes, it is important to maintain school affiliation in Panorama under Occupation/Language Will also affect Mass Imms worksheet

7. Immunization Updates How to document multi site vaccines administered at the same time (ie; HBIg) Document the combined doses as one immunization and click “other specify” as the site Document in the comment section that the dosage was administered as 3 separate needles - include which site was used and the dosage that was administered at each site Q – how do we manage renal dose for dialysis? A- we will test and respond

8. Immunization Updates (Cont.) How to view name of individual who granted verbal consent when documented via a mass imms worksheet. Can view the name of the individual who granted verbal consent by clicking on the consent hyperlink Cannot see who recorded the consent via mass imms (this will be rectified with the next upgrade) Correcting agent and/or date of immunizations that were recorded incorrectly Request from Joan to delete the incorrect entry versus updating it and re-enter it correctly as a new entry. Update NOT to be used for agent and/or date please This is only an issue while MIMS is still in use

9. Immunization Updates (Cont.) Inactive Clients Can be found when searching Can document individual immunizations on an inactive record Cannot add an inactive client to a mass imms worksheet and the forecaster will not forecast inactive clients Solution – Temporarily change the status of the inactive client to “active” (by deselecting the inactive box) which will allow the Forecaster to run and/or will allow the user to attach the client to the Mass Imms Event Worksheet then change it back to inactive. Remember to note the reason why it was inactive in the first place so you can restore the record correctly. See QRC 3.16 Notify clients to contact MB Health if the reason the record is inactive is because they are “lost to follow up” We are working with Manitoba Health to reduce the number of inactive clients due to temporary work permits

10. Immunization Updates (Cont.) New QRC 1.13 Documenting Neonate High Risk for Hep B to Trigger Forecast Review and Demo (next page)

12. Inventory Update MINOR CHANGES QRC 0.0 Adding New Inventory – Go Live Has been renumbered to QRC 4.0 Adding New Inventory – Go Live QRC 4.5 View Inventory Items Highlighted need to view HPL details Added text to the points to remember See next slide for details

14. Inventory Update MINOR CHANGES QRC 4.6 Adjust Inventory Items Added to refer to 4.0 if new product or new lot number Made an edit to one box Added text to page 2 of the QRC See next slide for details

17. Inventory Update NEW QRC 4.8 & QRC 4.9 Separate inventory training sessions have been set up for all trainers to review (June 4, 8 and 9) – QRC 4.8 Physical Counts – QRC 4.9 Returns Webex sessions will be open to trainers and users and will be taped for those who cannot attend NEW QRC 4.10 Managing Adverse Storage Conditions Need names of individuals to be trained on QRC 4.10 Plan to train this separately with small group or reps from each region

18. Request from App Admin Please cancel resolved remedy (help desk) tickets Please remind users to include contact info - especially when users work part-time or in more than one location

19. Website Updates Some of the updates have not been made due to staffing changes We will prioritize to get the most up to date changes on the website ASAP Please let us know if you see discrepancies or errors on the website

20. Reports Updates We are in the process of testing the Mass Imms Event Worksheet report and developing material to assist with interpretation and use We plan to launch the Mass Imms Event Worksheet report at the next meeting

21. User Defaults and Orgs Presentation and focused discussion will be held in a separate session Trainers may wish to invite immunization clerks who do data entry for other providers Doodle poll to select preferred date and time: http://doodle.com/4xzykkkfuwhmteis

22. Panorama Go Live Bulletin available here available here

23. Roundtable –Question/Resource Sharing NHR Q - when using Hep B 0.25 dose – what reason do we give for adjusting for 0.25 not given A- wastage Q – In View Inventory after the last dose of specific lot number has been given, it shows 0 balance. Will this always display? A – Yes. This has been identified as an issue and it will be removed with a new release (date unknown, but not soon) Held their “Health circus” – mass event – walk in Preschool Immunization clinic – went very well - started with direct entry and then reverted to delayed entry (used paper documentation) due to time taken

24. Roundtable –Question/Resource Sharing SHSS – School Hep B 3 rd dose, clerical from Steinbach(central clerk) entering for other HPs and figured out how to decrement correctly – Last training session next week – Issue with transferring data from Excel spreadsheet to upload template related to DOB resolved Stacey Loeppky can be contacted for information as needed – Q – will ASC functionality in Panorama replace MB Health paper report – A - Yes

25. Roundtable –Question/Resource Sharing PMH Completed all training sessions Completed direct entry mass clinic at school – Found that the process was slower – VPN access worked well Will be doing some regional training for upload clients functionality

26. Roundtable –Question/Resource Sharing IERHA – Training is going well. Half of all sites are live – Issue: mass imms – when creating warning the warning triangle was not appearing on the event worksheet – A ? Related to date warning created and date of mass imms event – contact Julie if this does not fix it – Q: is there a way for inventory alerts to be created for: alerting a HP when vaccine is low or soon to expire - Joan will check – Several locations with one vaccine fridge where PH was managing physician vaccine – working to separate and have physician clinic manage own vaccine

27. Roundtable –Question/Resource Sharing WRHA – Training is ongoing – Will be doing some remote training with Churchill

28. Questions What are regions planning as a process for onboarding new staff? – WRHA will run monthly sessions for new staff – WRHA is exploring LMS for inventory training through eHealth Will the training environment be available ongoing? – A: Yes – We will be looking at further options for eLearning supported by eHealth

29. Action Items Assigned toDate due Regions to send names of users to be trained on Managing Adverse Storage Conditions to Julie (1- 2/region) Each regionJune 5 Provide advice as to how to manage documentation of renal dose for Hep B Panorama team June 5 Advise users: Update NOT to be used for agent and/or date please. Delete and re-enter correctly. All regionsasap Determine if there is a way for inventory alerts to be created for: alerting a HP when vaccine is low or soon to expire JoanJune 19 Respond to doodle poll re: Org & SDL session http://doodle.com/4xzykkkfuwhmteis TrainersJune 3

30. Next Meeting Next meeting June 19 th at 1030 – 1200 noon