36C77619R0003-011.docx

Identity Management Toolkit (IdM TK) POC User Guide

May 2013 V2.0.2.7

Department of Veterans Affairs (VA)

ATTACHMENT 10

Identity Management (IdM) ii Software Name/Version Number/Manual Type Release Date iii

Revision History

Table of Contents

Table of Figures

ii

About the Identity Management Toolkit (IdM TK) IdM TK is an intranet application used to facilitate improved identity management data quality for the VA. The IdM TK interacts with the Master Veteran Index (MVI). It is a primary tool used by the Healthcare Identity Management (HC IdM) staff for identifying, managing, and resolving identity issues. The MVI POC can use the TK to create and submit requests for HC IdM analysts to research and follow-up.

Logging on and off To log on:

1. Enter your NT User Name. (Your VA Login ID is the same as your User Name.)

2. Enter your NT Password.

3. If the Window's Domain is not automatically populated, enter your Windows Domain.

4. Click the check box to accept the Identity Management - User Agreement. (Keep in mind that you can tab to the Accept Agreement check box, but the system does not focus on the check box. The Accept Agreement text is highlighted but the check box is actually selected. To accept the Agreement, press the spacebar and a check mark is displayed.)

5. Click Logon. See Figure 1.

Figure 1: Logon Screen To log off:

Click Log off in the menu bar. You can log off from most of the pages except the Logon screen. Log off is also available from the Menu and Navigation bars.

IdM TK has a built-in idle feature. After 60 minutes of inactivity, the idle warning message is displayed. See Figure 2. Enter your password and click Submit. After you log back on, you are returned to the screen you were previously working on.

Figure 2: Idle Message About the Menu Bar The Menu Bar contains the current date, Help, and Log off links. See Figure 3. Log off also displays in the Navigation Bar. See Figure 4.

Figure 3: Menu Bar

About the Navigation Bar The Navigation Bar is on the left and contains links to Home, Reminders, and Manage Requests. Log off also displays in the Navigation Bar.

Figure 4: Navigation Bar Working with Internet Explorer

· To get the recommended behavior, all users must use the standard VA configuration for Internet Explorer.

· Use of the Back button on Internet Explorer is not recommended as undesirable results may occur. Use the links on the Navigation Bar.

· Pop-up windows are always independent from the application window. Pop-ups do not close when you are closing the application browser window or when you are logging off. Be sure to close all pop-up windows after you log off.

· If you need to have more than one IdM TK session open at the same time, be sure to click the Internet Explorer icon to open a new browser. Do not select File > New Window in your current session.

Disable Tabbed Browsing IdM TK was designed to run on non-tabbed enabled browsers. You must disable tabbed browsing on the VA standard browser for the IdM TK to work properly. If you do not disable tabbed browsing, patient context may not be kept distinct and separate between open TK sessions.

Here are the instructions:

1. In Internet Explorer V7 and V9, click Tools, and then click Internet Options.

2. Click the General tab, and then in the Tabs section, click Settings.

3. Clear the Enable Tabbed Browsing check box.

4. Click OK twice.

5. Close Internet Explorer, and then open it again.

For procedures on using attachments with Internet Explorer, go to Internet Explorer: Attaching Files, page 21.

Working with Firefox If you are using Firefox with the Toolkit, it is recommended that you install the Multifox 1.3.5 add-in.

· If you want to have more than one session open in TK, install Multifox 1.3.5

· After installation, navigate to New Tab -> New Identity Profile to create a new browser.

· With Firefox, Caseworkers can use Spell Check when entering Notes for a Task or Request.

· To view attachments on the Request Details page, you can define what action Firefox will take for each file type it tries to download. In this way, the browser will not attempt to preview the file in the browser window. You cannot add or delete a file type from the list. It is recommended that the common attachment types, such as .docx, .xlsx, and .pptx be associated with the appropriate Microsoft application.

· Select Firefox > Options > Applications.

· Select the action, and then click OK.

For procedures on using attachments with Firefox, go to Firefox: Attaching Files, page 20.

Managing Requests At VistA sites, POCs who need research assistance from the HC IdM team, can create and submit requests for HC IdM analysts to follow-up. Other possible users include Health Eligibility Center (HEC) POCs and Facility Privacy Officers.

The TK is the software tool that HC IdM and the POC use to submit, assign, and resolve requests. The TK also provides the audit/history of the request.

Home When you first log on to the TK, the Home/My Requests screen, Figure 5 is displayed. This is the Home screen for POCs. You can use the Home page to see the Caseworkers assigned to your Requests. In this example, the first Request has a status of Ready for Review. When a Request has a Ready for Review status, it’s important for you to review the work that HC IdM has performed to resolve the issue reported in the Request. See Viewing Request Notes, page 22. Notice that you can also click Create New Request from this screen. See Create a Request, page 24.

Figure 5: Home/My Requests

Usability Tips:

· To enlarge the font size on your screen, hold the Control/Shift and + keys. To decrease the font size, use the Control/ Shift and - keys. Keep in mind that the display could be slightly distorted when using these shortcuts.

· You can select the hyperlink for any record and more details are displayed.

· Screen Resolution Settings: Here is a list of screen resolutions that were tested with the Toolkit. For the best result, select one of the higher settings.

POCs can do the following:

· Create New Requests.

· Review the status of existing Requests and Request Details.

· Use Request Notes to update or resolve Requests, add ICNs, and to enter notes.

· View Request Audit information.

· Add Attachments.

· Search for a Request.

· View a list of Request Type descriptions.

· Write Reminders and Notes.

My Requests The My Requests page, Figure 6, can be found under Manage Requests on the Navigation Bar. It displays the same information as the Home page but sorting is supported on the column headings in My Requests. (Sorting is not available on the Home page.) The Requests displayed are the Requests submitted from your site.

Figure 6: My Requests Reminders, Notes, and Stars You can use Reminders to send yourself memos. Notice the arrow pointing to Reminders in Figure 6.

· Click Reminders. See Figure 7. All reminders are visible, which will allow you to manage them, including dismissing any that were scheduled for a future date.

· The bell and count at the top of the screen will display the number of active reminders that you have. Reminders that have been scheduled for dates in the future are not included in the count. When you mouse over the bell icon, only active reminders are included.

· Click the pencil icon to write a note to yourself. Notes carry across all sessions and remain until you delete them.

· Click the pencil icon to see the notes list. Click on the link in the note to move automatically to that Request. You cannot edit the text of the notes added with the star. Notes are stored in the database and are accessible across sessions until they are manually deleted.

· Click the star icon which is displayed next to Request or ICN to automatically add a note. (The star is a shortcut that you can use to make a note of a Request or ICN.) The note contains a small amount of detail.

Figure 7: Add a reminder Search for Request You can use the Search for Request function under Manage Requests to locate specific requests. You can enter search criteria in different ways to return a range of Requests. You must enter one of the six required fields, marked with an asterisk, with valid data to begin your search. See Figure 8.

Figure 8: Search for Request

For example, you can:

· Narrow down the search by entering Date Ranges in the Date Reported From and Date Reported To fields. If you specify a Request Type and a Date Range, all requests appropriate to the Request Type and the Date Range are displayed in the search results. The Date Range is for when the Request was created in the TK.

· Search by Caseworker Name.

· Search by Request Type, such as Identity Trait Edit.

· Search by Submitter, or Facility.

· Enter the Request Number.

· Search by Request Status.

A red asterisk * indicates that one or more of these fields are required.

Here is a table of the valid search criteria:

(The full ICN number is also available by using the VistA Display Only Query option.)

However if you also enter the ICN or the IEN/Station Number, those values override the SSN.

· If you enter a Name that is not found, the No IdM Requests message is displayed.

· If you enter a Last Name with one or more of the other fields, the system searches the database using Last Name and any of the other fields, other than the lookup fields. The lookup fields are ICN or IEN/Station Number.

· Be sure to enter numerical values.

· If you enter the IEN and Station number, the system ignores additional search criteria and returns a response based on a correct IEN/Station Number. If the IEN/Station Number value is not valid, the No matches found message is displayed.

(Data File Number (DFN) is the commonly used acronym for IEN.)

· When using Date Reported both Date Reported From and Date Reported To are required.

· When using Date Reported both Date Reported From and Date Reported To are required.

It is not recommended to use All for Request Type, Caseworker, Submitter or Request Status fields simultaneously since a large number of results would be returned. To start your search, use a combination of Request Type, Submitter, and Request Status:

1. From the Navigation Bar, select Manage Requests > Search.

2. Select a value for Request Type.

3. Select the Submitter from the drop-down menu. (You can also enter the Request Type to further narrow down your search.)

4. Click Search. The Request Search Results are displayed, Figure 9.

Figure 9: Request Search Results

Using Request Search Results When a Request Search is completed and there is more than one possible match, a list of the Requests (see Figure 9) is displayed. If only one Request is returned, the Request Detail page (Figure 10) is displayed. The Request Search Results page displays eight columns for the records returned, which include the following:

· Request #

· Date Reported

· Request Type

· Status

· Caseworker

· Submitter

· ICN

· Name Notes:

· The default sort order Status for the list of Request Results is as follows: first – Submitted, second – Assigned, next – Needs More Info, next -Updated, next – Ready for Review, and last – Resolved.

· The maximum number of Requests returned is 500, which is the default value.

· The Request count that is displayed on the Navigation Bar is the total number of Requests found related to the search criteria. (This number might be more than the display maximum.)

· Click the arrows to the right of the column headers to sort by the Request Number, Date Reported, Request Type, Status, Caseworker, and Submitter columns.

· Click the hyperlink for any record to view the Request Detail for that record.

· You can page through the screens using the First, Next, Previous, Last and Go to Page buttons. You can sort across multiple pages using the Date Reported column only.

· Click Revise Search to revise the search criteria previously entered.

About Locking A lock is set for the first person to open a Request, regardless of the Request’s status or assignment. The owner’s name is visible on the task header. See the arrow pointing to the Lock Owner, Figure 10. When other users try to open the Request, they are denied access.

The lock clears automatically when the owner navigates away from the Request or logs out of the TK. If the owner is abnormally disconnected, the lock will be cleared based on session inactivity, so manual intervention will not be required. (If you get disconnected or you close the browser without logging off, you may see a five minute delay before the lock is cleared.)

Viewing Request Details After you have selected a Request, the Request Details tab is displayed and you can view the attributes for the selected Request. Request Details is the default view. Keep in mind that you can select the hyperlink for a record and the Primary View and correlation data will display in a secondary window.

1. From the Navigation Bar, select Manage Requests > Search. Enter valid search criteria. The Request Search Results are displayed. If only one Search Result is returned, the Request Details tab is displayed. You can also select a specific Request by selecting one from My Requests/Home.

2. Click a link, such as the Request Number. The Request Details tab is displayed for that record, Figure 10.

3. Notice that you can view Attached Files. To read an attached file, first download the file to your computer, and then open the file. Do not try to open a file directly from the TK. See About Attachments, page 20

4. Click the green plus sign to attach additional files. You can optionally add a file description. You can attach a maximum of five files with a total size of 5 MB. The Add Attachments screens look slightly different between the Firefox and IE browsers.

5. Click the red x sign to remove files.

6. You can select the hyperlink for a record to see a more complete and current snapshot of the patient’s Primary View data and Correlations.

Keep in mind that Request Details and Request Notes have the same print page and the page includes all the details for the Request.

Figure 10: Request Details About Attachments You can add attachments, such as Word and Excel files. The procedure for attaching files and opening files is slightly different between Firefox and Internet Explorer.

Note It is recommended that you download all files before opening them. In this way, you will know where the files are located and can delete them after your review.

Firefox: Attaching Files

1. Click the green plus sign. See Figure 10. You can add an optional description.

2. Browse for the file that you want to load, and then click the filename. The file is attached.

Firefox: Opening Files

1. Click the filename. In Figure 10, for example, click IE7_PRO.DOC.

2. The file starts to download and is displayed in the Download box as follows:

3. Open the file for your use.

Internet Explorer: Attaching Files

1. Click the green plus sign. See Figure 10.

2. Browse for the filename that you want to upload. You can add an optional description.

3. Click Submit File to attach the selected file.

Internet Explorer: Opening Files

1. Click the filename.

2. The following message will display. Click Save.

3. Click View downloads. A separate Downloads window opens and allows you to see all the downloaded files and the location of them on your computer.

4. Click the filename to open.

Note:

Regardless of whether you choose Open or Save, the file is downloaded to your computer. You can review and delete the file as needed.

Viewing Request Notes

1. From the Navigation Bar, select Manage Requests > Search. Enter valid search criteria. The Request Search Results are displayed. If there is only one Search Result returned, the Request Details tab for that Request will be displayed. You can also select a specific Request by selecting one from My Requests/Home.

2. Click a link, such as the Request Number. The Request Details tab is displayed for that record.

3. Click the Request Notes tab. See Figure 11.

You use the Request Notes page to document the questions and work performed to research a specific request. You can do the following:

· Mark a Request as Updated or Resolved. Whenever you change the Request Status, be sure to click Submit. In this way, HC IdM will see the changed status and be able to respond.

· Change the Request Status as necessary.

· Add an ICN to the Request.

· View Request Notes regarding the current Request.

· Compose and Submit Notes for the current record using the Add Request Note text box.

· View system generated Notes.

· Submit the changes made on the Request Notes tab.

· You can also press the Enter key to submit notes.

· Select the hyperlink to view the record’s Primary View and Correlation data.

· View the Lock Owner.

Figure 11: Request Notes

You can enter up to 5999 characters for each Note in the Add Request Note text box, which is displayed at the bottom of the screen. There is a message below the text field: "You have 5999 characters remaining for your note... " As you enter content in the text field, the message displays the remaining number of characters. If the note is too long and you click Submit, the following message is displayed:

· If you select Resolved, the Request is locked and cannot be edited.

· If you select Updated and the current status is Ready for Review, you must add a note. In this case, the Request is sent back to the assigned HC IdM Caseworker.

· After notes are submitted, they appear in the Request Notes field, and they cannot be changed.

Viewing Request Audit After you have selected a request, click the Request Audit tab to view the historical details concerning the request status. See Figure 12.

1. From the Navigation Bar, select Manage Requests > Search. Enter valid search criteria. The Request Search Results are displayed. If there is only one Search Result returned, the Request Details tab for that Request will be displayed. You can also select a specific Request by selecting one from My Requests/Home.

2. Click a link, such as the Request #. The Request Details tab is displayed for that record.

3. Click the Request Audit tab to view historical changes to the Date/Time, User, Action, and Status fields. Figure 12.

Figure 12: Request Audit Create a Request You can create a Request that will be assigned to an HC IdM Caseworker for analysis. Select Create Request from the Navigation Bar. See Figure 13. (You can also select Create Request from your My Request/Home page, Figure 5. See Home, page 11

Figure 13: Create a Request

1. Select the Request Type from the drop-down menu. See Figure 13. The Secondary Site entry is determined by the request type. Keep in mind that if you select Potential Duplicate as the Request Type, you must enter two ICNs. For all other Request Types, you select your site and enter one full ICN.

2. Select the Sites from the drop-down menu, Figure 14. You can also optionally select the Secondary Site if required. Inter-Facility Consult and Remote Data types cause the Secondary Site field to display as optional selections

Figure 14: Select Request Type and Sites

3. Select the ICN/Patient. You can enter the full 17 character ICN, such as 1008523621V565351, and then click Add ICN. Or you can click Search for Person to search the MVI. If you search by IEN/Station Number, no other identity traits are required. Figure 15.

a. In this example, click Search for Person. You must enter Last Name and at least two other identity traits other than Middle Name. Click Search.

Figure 15: Add ICN or Search for Person

b. The Search Results are displayed. See Figure 16.

Figure 16: Search Results to select an ICN

c. Click the green plus sign to select the ICN. See Figure 17.

d. The ICN is now displayed in the ICN field with the red x sign. See Figure 18.

Figure 17: Remove ICN

4. See Request Notes, Figure 18. Enter your reason for this request in the Request Notes text box. Click Submit.

Figure 18: Request Notes

5. The Request Details page is displayed. See Figure 19.

Figure 19: Request Details

After you successfully submit a Request, an HC IdM Caseworker will be assigned to the Request. The Caseworker determines if the Request requires more information and if so, will change the status to Needs More Info. Or the Caseworker can fix the issue and change the status to Ready for Review.

Notes:

· If the Status is Needs More Info, the POC needs to provide additional information. The POC can do the following:

· Add an ICN.

· Add further information in the Add Request Note text box.

· Upload an attachment.

After the update has been made, the POC changes the Status to Updated and clicks Submit. The Request may go back and forth between the POC and the assigned Caseworker until it’s ready to be resolved.

· If the Status is Ready for Review, and the POC is satisfied with the reply, the POC can change the status to Resolved. If the POC is not satisfied, the POC can include information in the Add Request Note text box, change the status to Updated, and then click Submit.

Request Type Management

· Click Request Type Management in the Navigation Bar to view a list of Request Type descriptions. This view is read-only. Figure 20.

Figure 20: Request Type Management

Glossary

Accept Agreement

The validation and agreement to the privacy regulations associated with Identity Management Toolkit (IdM TK)

Alias

Names and/or SSNs that were previously associated to an ICN’s traits.

Data type

A specific field or type of information, such as Name or Social Security Number.

· Serves as business steward for patient identity data for the patient’s electronic health record (such as name, SSN, date of birth, gender, mother’s maiden name) as well as managing the patient’s longitudinal health record across the enterprise.

· Defines business rules and processes governing healthcare identity management data collection and maintenance

· Monitors and resolves data integrity issues and conflicts on the MVI and local systems related to the individual’s identity data within their health record, including the resolution of duplicates, mismatches and catastrophic edits to patient identity, which affect patient care and safety.

ICN

Integration Control Number used to uniquely identify a person or record. The ICN includes the full 17 characters. (ICN and Checksum).

Example: 1008588391V420445

ID State

An attribute of the ICN, which describes the state of the record as Permanent, Temporary, or Deactivated.

IEN/Station Number

Internal Entry Number/Station Number is an entry field on the Search for Person screen. The IEN number and Station Number comprise the Source ID of the person targeted for the search. The Source ID is used to uniquely identify a person. See Data File Number (DFN).

IdM TK

Identity Management Toolkit

MPI

Master Patient Index is a cross-reference or index of patients that includes the patient’s related identifiers and other patient identifying information. It is used to associate a patient’s identifiers among multiple ID-assigning entities, possibly including a Health Data Repository, to support the consolidation and sharing of a patient’s health care information across VHA. The MPI is the authoritative source for patient identity.

value is commonly used.

Person Service

The authoritative source for person (non-patient) identification in the VHA domain

Station Number

The number assigned to a VAMC facility or a System Association. The station identifier may be three characters in length designating the facility as a parent organization or up to six characters in length designating the facility as a child of a parent organization.

VHA

Veterans Health Administration

VistA

Veterans Health Information Systems and Technology Architecture

Index

20 Identity Management Toolkit/Version 1/User Guide for POC October 2012

21 | Identity Management Toolkit/2.0.2.7/User Guide for POC May 2013

Attachments

Firefox tips for using 9 Font size

Internet Explorer

Locking

Tabbed Browsing

Toolkit

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