36C77619R0006-0002011.xlsx
XLSX spreadsheet 62 KB Posted
- Attached to
- Deployment of VHIE Health Exchange and DIRECT Secure Messaging Projects (VA-19-00043713)
- Solicitation number
- 36C77619R0006
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36C77619R0006 0002 Remote CC VAMC Implementation Status Template.xlsx
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Implementation Status
| Implementation Status Report | VAMC Site |
| VISN # | |
| Site # | |
| Site VLER Health POC | |
| Title | |
| Notes | |
| COMMUNITY COORDINATOR IMPLEMENTATION TASKS | |
| Coordinator | |
| Current Phase | |
| Phase 0 - Kick-off | |
| MILESTONE: PARTNER PASSED ALL TESTING, IN PRODUCTION/APPROVAL TO PROCEED | |
| Perform production validation | |
| Create an informational VLER Health email for Jamie Bennett, requesting a kickoff meeting | |
| Contact VAMC Director / Executive Administrator to set up call date and attendance list | |
| Set up kickoff meeting, include points of contact | |
| Attach slide deck to kickoff meeting appointment | |
| MILESTONE: KICKOFF MEETING | |
| Receive "Go-No Go" decision |
| Phase 1 Build Team, Initiate Process | |
| Identify VLER Lead | |
| Meet one-on-one with VLER Lead | |
| Review Implementation Guide | |
| Complete POC list & post to SharePoint | |
| Complete HRC form & send to Management Analyst | |
| Provide link to VeHU Training Session #14185: VLER Health eHealth Exchange – Processing Consent Directives Using Veterans Authorizations and Preferences (VAP) | |
| Invite VAMC staff to monthly All-VAMC communications call | |
| Conduct initial team meeting | |
| Review implementation process/phases/meetings | |
| Verify HIMs Chief has been notified | |
| Remind the PAO that Congressional Liaison needs to be aware of the program | |
| Explain ePAS process and provide ePAS form to VLER Lead | |
| Follow up with Site POC for regular ongoing status calls | |
| Review myEES Training site with site personnel | |
| Schedule weekly or bi-monthly call with site VLER Health lead | |
| Define key roles and responsibilities matrix for Community implementation | |
| Review of the VA CC Remote Implementation Plan | |
| Begin capturing challenges/lessons learned with VLER Health deployment and use at the facility | |
| Obtain the VAP Applicants list from the VLER Lead | |
| Send clinical reminder set-up and how to run a correlation report slides (e.g. patient list instructions) | |
| Determine clinical champion | |
| Send out VAP enrollment form to designated staff (mostly ROI), provide supporting documentation & explain process | |
| Collect VAP enrollment form & training certificates | |
| Submit VAP enrollment form & training certificates to Program Specialist (Alyssia) | |
| Obtain access for staff need access to enroll patients via VAP | This should be complete by Phase 4 |
| Ensure staff who receives access to VAP, logs on with first 30 days |
| Phase 2 - Define Enrollment Strategy |
| Review enrollment strategies: online, mail, in person (On-site outreach strategies) |
| Discuss targeting Veterans by obtaining list of Veterans from non-VA care coordination (NVCC) (a.k.a. Purchased Care) office |
| Define workflow: point of receipt of 10-0485 through to enrollment |
| Assess education needs of VAMC staff (ROI & CAC) |
| Acquire iMedConsent software, load forms & train |
| Define site enrollment plan - including identify sites for enrollment, kiosk usage, etc |
| Make sure the MVI coordinator understands he/she might be getting copies of the 10-0485 from ROI staff for address, dob, ssn updates |
| Phase 3 - Marketing VLER Health to Veterans |
| Design webpage for VAMC website (If site wants a webpage; use updated template) |
| Customize VLER Health Fact Sheet with VAMC |
| Review existing materials (trifold brochures) |
| Review PAO Communication tool |
| Define Communications Plan which comprises of enrollment strategy, outreach strategy, training plan with a timeline |
| Send Congressional Liaison letter |
| Phase 4 - The Role of ROI Office in VLER Health |
| Review ROI standard operating procedures |
| Review supporting resources |
| Review VAP & how to enroll patients (myEES training website) |
| Begin capturing patient-centered success stories |
| Ensure keyHIM/Privacy/ROI stakeholders have attended the bi-monthly HIM/Privacy/ROI meeting by now |
| If using iMedConsent, ensure it has the current 10-0485 loaded, workflow understood |
| Phase 5 - Clinician Training | |
| Review data content being sent by HIE Partner - Are they opt-in or opt-out? | |
| Recap of Clinical Reminder Set-up and how to run a correlation report slides | Provided in Phase 1 |
| Complete 'Train the Trainer' training for VistAWeb data retrieval, using "Health Summaries Non-VA" PPT & pocket card VW data retrieval | |
| Define training plan | |
| Contact CBOC supervisor/Rural Health Coord to refine CBOC educational approach | |
| Discuss ideas for getting the word out to the staff and clinicians | |
| Create community profile ( update according to VAMC Profile Population Rules) | |
| MILESTONE: INITIATE ONSITE ENROLLMENT |
| Phase 6 - Troubleshooting, Management Reporting and Sustainment | |
| PAO distributes VLER Health internal email to staff | |
| MHV Coordinator to send email blast to Veterans | |
| Review procedures for creating Remedy tickets | |
| Identify VAMC contacts for resolving issues | |
| Review troubleshooting Q&A on VistA U | |
| Review VAP Reports | |
| Define sustainment plan, path forward with deployment team | |
| Lessons learned review and wrap-up | Starts in Phase 1 |
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