Using the VITLAccess Provider Portal in Your Organization

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Using the VITLAccess Provider Portal in Your Organization Webinar 2: VITLAccess New User Support

Using the VITLAccess Provider Portal in Your Organization Webinar 2: VITLAccess New User Support and Administrative Functions

Before We Get Started Slides and video will be posted on the VITL website

Before We Get Started Slides and video will be posted on the VITL website within the next 48 hours, and the link will be emailed to webinar participants. Webinar Presenters: Suzanne Mc. Eachron e. Health Specialist Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support Ann Guilmette e. Health Specialist 2

Today’s Topics VITLAccess Overview Consent Policy Patient Search and Emergency Access Consent Workflow Medication

Today’s Topics VITLAccess Overview Consent Policy Patient Search and Emergency Access Consent Workflow Medication Reconciliation Function VITLAccess Value Administrative Functions and Support Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 3

What is VITLAccess? VITLAccess is a web-based provider portal that allows secure access to

What is VITLAccess? VITLAccess is a web-based provider portal that allows secure access to statewide clinical data available within the Vermont Health Information Exchange, for a more complete view of a patient’s medical history. VITLAccess is already being used by approximately 2500 subscribers in care settings such as: View important information about your patients such as: Hospitals Medication history Primary Care Physician Offices Admissions/discharges Federally Qualified Health Centers Demographics Home Health Agencies Long Term Care Organizations Specialty Care Physician Offices Urgent Care Centers Designated Agencies Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support Clinical summaries Laboratory results Radiology results Transcribed reports 4

Consent Policy Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar

Consent Policy Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support

Vermont Policy on Patient Consent for Provider Access to Protected Health Information on the

Vermont Policy on Patient Consent for Provider Access to Protected Health Information on the VHIE Approved by the Vermont Secretary of Agency of Administration and by the Green Mountain Care Board as of March 13, 2014. (a) “Consent” … shall mean an individual’s act of giving written permission to a Participating Health Care Provider in the Vermont Health Information Exchange (“VHIE”) … to permit access to the individual’s protected health information (“PHI”) on the Exchanges to all Participating Health Care Providers involved in the treatment of the individual. Consent shall be evidenced by a signature provided in writing or other legally recognized tangible medium that is retrievable in a perceivable form. Consent may be provided by an individual’s legal representative as authorized by law. https: //www. vitl. net/sites/default/files/documents/HIE/Policies /Approved-Consent-Policy-2014 -03 -13. pdf Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 6

Vermont Consent Policy & VITLAccess DESIGNED TO PROTECT PATIENT PRIVACY Vermont Consent is a

Vermont Consent Policy & VITLAccess DESIGNED TO PROTECT PATIENT PRIVACY Vermont Consent is a Global Consent. This means that, with a patient’s consent, all current and future providers involved with the patient’s care allowed to view the patient’s health information within the VHIE via VITLAccess. Webinar 2: New User Support January 10, 2017 Patients cannot choose which treating provider may or may not access their information after consenting to share it. The organization where consent is obtained, is responsible for updating the consent status within VITLAccess, as well as maintaining a record of the signed consent form. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 7

Vermont Consent Policy & VITLAccess Vermont is an “Opt-In” state. This means that all

Vermont Consent Policy & VITLAccess Vermont is an “Opt-In” state. This means that all patients start in a “Opt-Out (Default)” status until they are asked to give their consent. When a patient is asked, they have the right to: a. Opt-In (Yes, I would like to allow all providers involved with my care to access my health information). Webinar 2: New User Support January 10, b. Opt-Out (No, I choose not to allow all providers involved with my 2017 care to access my health information). Patients have the right to change their mind at any time. Consent does not expire. The exception to this is if the patient is a minor. On the patient’s 18 th birthday, the consent status will automatically revert to Opt-Out (Default). VITL provides organizations with consent forms, revocation forms, and patient education brochures. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 8

Patient Search and Emergency Access Using the VITLAccess Provider Portal in Your Organization January

Patient Search and Emergency Access Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support

Patient Search Patient Consent Module – viewing and/or setting consent status From the Home

Patient Search Patient Consent Module – viewing and/or setting consent status From the Home screen, open the Patient Consent Module using the drop down menu in upper right corner of screen under Username. Recommend searching by full last name, first name or date of birth. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 10

Patient Search (continued) Home screen – accessing patient data Use the Patient Search on

Patient Search (continued) Home screen – accessing patient data Use the Patient Search on the Home screen. Recommend searching by full last name, first name or date of birth. If patient is not found, you may conduct a search through the Patient Consent module to verify consent status. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 11

Additional Records May Be Available Patients who did not give consent (Opt-Out), will not

Additional Records May Be Available Patients who did not give consent (Opt-Out), will not be viewable on the Patient Search screen on the Home screen. Use the “Access Additional Records” button to search for the patient in the case of a medical emergency. Select reason, “Patient is presenting for emergency services” and access additional records. RA (Restricted Access) column appears, and you may select the patient and view their data. “Break Glass” - all instances of emergency access will be audited. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 12

Patient Search (continued) If the patient has not previously been asked to give consent,

Patient Search (continued) If the patient has not previously been asked to give consent, the Express Consent box will appear. You may set the consent status at this point. In the event of a life threatening emergency, you may select the Emergency Override, and also access the patient data. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 13

Consent Workflow Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar

Consent Workflow Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support

Obtaining Patient Consent Workflow (for a patient who has never been asked to give

Obtaining Patient Consent Workflow (for a patient who has never been asked to give consent) Select the Patient Consent module. Search for and select the desired patient. Webinar 2: New User Support January 10, 2017 View the Patient Consent status. Default Opt-Out Displays Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 15

How to Ask For Patient Consent Sample script: “We are partnering with VITL to

How to Ask For Patient Consent Sample script: “We are partnering with VITL to give your treating providers access to your health information in the Vermont Health Information Exchange, to assist them in providing care. Would you like your providers to have this access? ” Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 16

Obtaining Patient Consent Workflow (for a patient who has previously given consent) Opt-In (Expires:

Obtaining Patient Consent Workflow (for a patient who has previously given consent) Opt-In (Expires: 12/31/1999) or Opt-Out (Expires: 12/31/1999) displays A. Patient has previously given consent. B. Close the consent module, do not select submit. C. Tip – noting the patient’s consent status within your own EHR may be a timesaver and save work the next time the patient visits your office. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 17

Example of a practice’s internal documentation of VITLAccess consent within their EHR Using the

Example of a practice’s internal documentation of VITLAccess consent within their EHR Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 18

Medication Reconciliation Function ü Encounters Tab ü Medication Tab ü Documents Tab Using the

Medication Reconciliation Function ü Encounters Tab ü Medication Tab ü Documents Tab Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support

Patient Summary The Patient Summary screen provides a summary of current clinical information. The

Patient Summary The Patient Summary screen provides a summary of current clinical information. The three most recent problems, results, allergies, procedures and reports will be displayed. Webinar 2: New User Support January 10, 2017 Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 20

Encounters Tab Use this tab to view the patient’s problem list at the top

Encounters Tab Use this tab to view the patient’s problem list at the top of the screen, and encounter history on the lower half of the screen. Webinar 2: New User Support January 10, 2017 Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 21

Medication Tab The Medications tab displays Allergies, Medication Alerts, and Medication History. Controlled substances

Medication Tab The Medications tab displays Allergies, Medication Alerts, and Medication History. Controlled substances appear in red. Click the “Query Medication History” to update the Medication History. Webinar 2: New User Support January 10, 2017 Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 22

Documents Tab Continuity of Care Documents (CCD), are viewable on the Documents tab, and

Documents Tab Continuity of Care Documents (CCD), are viewable on the Documents tab, and contain medication lists by health care organization. Webinar 2: New User Support January 10, 2017 Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 23

VITLAccess Value Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar

VITLAccess Value Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support

Why Use VITLAccess? Using the VITLAccess Provider Portal in Your Organization January 10, 2017

Why Use VITLAccess? Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 25

You May Be Missing Important Patient Information When Mrs. Alexander Goes to Northwestern Medical

You May Be Missing Important Patient Information When Mrs. Alexander Goes to Northwestern Medical Center, her providers may not have access to all of her medical information. Patient Information from Many Sources Can be Viewed in VITLAccess can be used to enhance care coordination across the health care system. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 26

Accurate Clinical Documentation for Patients Who Are Poor Historians VITLAccess BENEFITS: “My doctor changed

Accurate Clinical Documentation for Patients Who Are Poor Historians VITLAccess BENEFITS: “My doctor changed my sugar pill – it’s a little, white, oval. I take it most days. ” • • Care Delivery Patient Safety Patient Peace of Mind Workflow Efficiencies Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 27

Supporting Management of High Risk Populations BENEFITS: “Patients with chronic care conditions require readmission

Supporting Management of High Risk Populations BENEFITS: “Patients with chronic care conditions require readmission or more office visits, due to improper medication management and/or compliance. ” • Medication Reconciliation • Care Delivery • Workflow Efficiencies Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 28

Supporting Transitions of Care and Outpatient Care Management “Patient was started on 3 new

Supporting Transitions of Care and Outpatient Care Management “Patient was started on 3 new medications after discharge – unable to verbalize the names. ” BENEFITS: • • Coordinated Care Patient Safety Workflow efficiencies Better patient outcomes Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 29

VITLAccess Client Support and Administrative Functions Using the VITLAccess Provider Portal in Your Organization

VITLAccess Client Support and Administrative Functions Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support

Local Security Officer (LSO) The VITLAccess local security officer (LSO) plays an important role

Local Security Officer (LSO) The VITLAccess local security officer (LSO) plays an important role in ensuring the privacy of protected health care information during the health care organization’s staff’s usage of the VITLAccess portal to view patient information. The health care organization designates an LSO at the time of enrollment. Larger organizations may have more than one LSO. Does not need to be the organization’s Compliance Officer. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 31

Local Security Officer’s Responsibilities Authorizes new users and is responsible for the appropriate assignment

Local Security Officer’s Responsibilities Authorizes new users and is responsible for the appropriate assignment of staff access levels. The LSO will submit tickets to terminate users, request audits, and change user roles via MYVITL. Hold and secure temporary passwords. Manages the patient consent form process. Responds to VITL audit requests; break-glass inquiries and periodic formal audits. Receives service alerts and communicates changes, as necessary. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 32

Audit and Reports VITL shall review all instances of emergency access (break glass) of

Audit and Reports VITL shall review all instances of emergency access (break glass) of protected health information within the VHIE. VITL will conduct random, periodic audits of health care organization records to ensure consent forms have been obtained and are stored properly. Patients have the right to request the following: • an audit report of who has viewed his or her protected health information. • a report of his or her protected health information available in the VHIE. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 33

Password Management Password Reset The VITLAccess reset password feature is only available for unlocked

Password Management Password Reset The VITLAccess reset password feature is only available for unlocked accounts. Your account will be locked after three failed login attempts! Passwords are case-sensitive and must be eight characters or longer, include one letter, one number and one special character. If you are unable to use the “Reset your password? ” feature, you will need to contact VITL support, via the support line or a MYVITL ticket. You will need to answer your security questions, and you will be sent your new temporary password via a MYVITL ticket. Security question answers are case sensitive. If you can’t remember the answers to your three security questions, you will need to contact your VITL Access organization administrator. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 34

My. VITL Tickets Submit a My. VITL ticket when: A duplicate patient record is

My. VITL Tickets Submit a My. VITL ticket when: A duplicate patient record is discovered. An account is locked after three unsuccessful login attempts. A patient’s record is not located after attempting to search using multiple variations of their personal information. There are questions or concerns containing patient information. Adding new users, inactivating, or changing a user’s role. https: //www. vitl. net/connect/support-services Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 35

VITL Support Contact Information Business Hours: 8: 00 a. m. to 6: 00 p.

VITL Support Contact Information Business Hours: 8: 00 a. m. to 6: 00 p. m. , Monday to Friday. Business and Off-hours Support: Urgent issues only – call 877 -592 -4053 All other issues – Submit a My. VITL ticket at http: //myvitl. net Questions about patient consent to share health information: Call 1 -888 -980 -1243, Monday to Friday from 8: 00 a. m. to 5: 00 p. m. Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 36

Learn More About Using VITLAccess Register for the Upcoming Webinar: February 21, 2017 -

Learn More About Using VITLAccess Register for the Upcoming Webinar: February 21, 2017 - Webinar #3: VITLAccess Advanced Training and Live Demonstration Topics include integrating the use of VITLAccess into the organization’s workflow, advanced training on medication queries, CCD content, care setting-specific use cases with demonstration patients, and transitions of care. § Registration link - https: //attendee. gotowebinar. com/register/47357321994505 54626 Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 37

Questions and Answers We will now unmute the webinar audio for participant questions. If

Questions and Answers We will now unmute the webinar audio for participant questions. If you have more questions about VITLAccess or want to enroll now, please contact: Email: [email protected] net Phone: 802 -861 -1800 or Judith Franz, vice president of client services - [email protected] net Using the VITLAccess Provider Portal in Your Organization January 10, 2017 Webinar 2: New User Support 38