V11 Phase II Note Upgrade Process

From Galen Healthcare Solutions - Allscripts TouchWorks EHR Wiki
Jump to navigation Jump to search

Phase II Note Upgrade Process

This wiki page is currently being designed, apologies for the inconvenience 5/11/09


V11 Phase II Note is included in the V11 Upgrade. This phase is much more reliant on the client than Phase I, only the Upgrade Consultant and Upgrade Technician are involved, there is no PM. The due dates for this phase are flexible and are primarily determined by the client as to how aggressively the want to proceed. Of course the UC must be in agreement with the dates since they are responsible for assisting with the Build Workbook Tasks and for performing certain tasks during Go Live.

Another important difference between Phase I and Phase II is that the UC and UT are only involved with taking the initial client pilot group live on Note. Once this pilot group is live on Note the client is once again transitioned to Support. Once transitioned to Support the client continues to bring their remaining specialties and users live of Note as they please.


V11.1.5 or higher

The client must be on Enterprise EHR V11.1.5 or higher to start Phase II Note

Step One - Initiating the Upgrade

  • The client will open a WebFirst Ticket requestign to go live on V11 Note.
  • The UC will pull up the clients profile and add the following comments to the "Special Message" section of the detail tab. "UC Name should receive v11 note upgrade tickets". This allows Support to forward the tickets to the UC for processing

Rti Customer.jpg

Education and Training

Although it is not a enforced requirement, the client would benefit greatly by taking the V11 Advanced Note Training Classes offered by Allscripts. Discussions on attending the offered training sessions should start early in the process so that clients have time to schedule.

If attending the AHS training sessions are not an option, the client should make every effort to review the following material and webcasts before beginning V11 Phase II Note.

  • KB Hot Topic Webcast and Presentation 4555 "Note Build Strategy
  • KB Client Self Study Series Functionality Section 105: "Note Functionality and "Note Form Review"
  • KB Client Self Study Series Administrative Section 105: "Introduction to Note Configuration"

Step Two - NoteForms

The next step is to make sure the client has the most recently released V11 NoteForms. These Noteforms are loaded as part of the Phase I upgrade by the Upgrade Technician, but the UC should check to see if they are there and if they are the latest version.

    • The UC then opens a ticket for the UT to have the latest Noteforms loaded into the clients test system.

Step Three - Document Types

Next, the Document Types for Note must be loaded. It is important to note that the Document Types must be loaded before the V11 Note Templates get loaded. The Document Types share the same excel spreadsheet as the Note Templates, so you may be asked by Support if you need to have Document Types loaded when they load the Note Templates.

    • The UC loads all of the available v11 Note Document Types into the Clients Test Server

(The most recently released Document Types may be found on the Allscripts Shared file in an excel spreadsheet named "Copy of v11.1.5 Note Templates Available" under "UC Process Documents"/"Phase 2 -V11 Note".)

Step Four - V11 Note Templates

Note Templates are chosen by the client. They may chose to have them all loaded, some loaded or none loaded, it's entirely up to them. The recommendation is to have them all loaded into the Test System. There are a couple of reasons to have them all loaded into the Test System: The first reason is to avoid additional requests for loads, if the client decides they want more then they originally decided upon. Secondly, if there are templates that the client knows they will never use, we can simply decide not to load them into their live server during Phase II Go Live. The V11 Note Templates are loaded by AHS, an RTI must be opened using the required request form and sent to Christy Erickson. Christy will notify the client and the UC with details of when she can load them and together the client and Christy complete the task. Once the task has been completed, the UC may close the ticket.


    • The UC will send the most recently released version of V11 Note Templates to the client so that they may choose which ones they want loaded

(The most recently released Templates may be found on the Allscripts Shared file in an excel spreadsheet named "Copy of v11.1.5 Note Templates Available" under "UC Process Documents"/"Phase 2 -V11 Note".)

    • The UC will ask the client to send an email to them identifying which Templates they want loaded.
    • The UC will open an RTI requesting the Templates be loaded onto the clients Test Server.
    • The UC will attach the clients equested Templates Spreadsheet to the ticket.
    • The UC will fill out and attach the "Client Pre-Configuration Request Form" to the ticket

(The required Template request form is located on the Allscripts Shared under "UC Process Documents"/"Phase 2 -V11 Note"/Request Form for requested inputs/outputs "Client Pre-Configuration Request Form".)

    • The UC will assign the ticket to Christy Erickson
    • Christy will contact both the Client and UC with information related to installing the Templates
    • Christy will load the requested Templates and confirm by emailing both the client and UC.

Getting Started

Once client is ready to begin the Phase II Note upgrade the process as with Phase I is started.

1) UC schedules Phase II Note Intro Call, inviting Client and UT

2) UC Sends 1st draft of Phase II Note Project Plan, Phase II Note BAW and the Intro Call Agenda to Client and UT

3) UC takes meeting minutes and emails them along with Action Items etc... to Client, UT, Jason Carmichael, Maureen Yergeau and Troy Frostad as in Phase I

4) UC schedules weekly meetings as needed

5) UC notifies Maureen and Christy with the requested Go Live date

6) UC to track resource time per contract, updates Project Plan and tracks action items as in Phase I

Build Workbook

The Phase II BW needs to be completed in preparation for v11 Note (19 items)


Testing

Complete intense testing must be performed before going Live on V11 Note

Client must sign off on Note Testing


Training

Pilot group must be fully trained


Go Live Planning

Phase II Go-Live plans must be in place


Go Live

Go Live needs to happen off hours since data will be moved via SSMT and CMT

Client to prepare team and organization for weekend work

Thorough testing needs to be done during Go Live weekend after configuration is done


Client Transition to Support

Client is transitioned to Support on Friday of Go Live Week


Phase II Note Team Roles defined

Upgrade Technician

The UT confirms the server client wants Note Forms Loaded on

The UT loads the latest Noteforms (after backups)


UC The UC is contracted to take one Pilot group live

The UC performs all Phase II work remotely unless client would like to amend contract and hire the UC (billable) to be on-site

The UC is responsible for reviewing the Phase II BW and assisting the client with understanding the tasks to be performed

The UC is assigned all Note Webfirst issues and will work them accordingly


Client

The client must be trained in Note. Preferably they need to take the v11 Advanced Note class at AHS

The client is responsible for Going Live with all non-pilot groups without the UC or Upgrade Technician

The client is required to sign off on Note testing

The client is required to have the available resources needed to perform the BW tasks and to Go live

The client must be willing to go live off hours over a weekend

The client is required to attend all meetings and webcasts as scheduled

Retrieved from "https://wiki.galenhealthcare.com/index.php?title=V11_Phase_II_Note_Upgrade_Process&oldid=6928"