Attachment 2 HC IdM Training Plan.docx

Health Care Identity Management (HC IdM) Training Plan

Introduction

The purpose of the HC IdM Training Plan is to train staff on data quality activities in support of the health care identity management data integrity effort. This training will provide a detailed overview of both the Master Person Index (MPI) and Identity Management Toolkit (IdM TK) applications and provide training documentation and reference material based on HC IdM standard operating procedures. By the end of the training, the analyst will be able to accurately and timely process Potential Duplicate Record Requests and Tasks, Person Verification Approval Requests/Person Verification Tasks, Identity Trait Corrections/ Verification Requests, Catastrophic Edits, Potential Mismatches, and other high priority tasks and requests.

The training plan will take approximately one year to complete, depending on the advancement of the analyst during each phase. The training plan will be divided into the following 4 Phases.

· Phase 1: HC IdM/Application Overviews and Training Materials Review

· Phase 2: HC IdM Procedures, Documentation, Person Verifications, Potential Duplicate Tasks, Local VistA Duplicates

· Phase 3: Independently work from HC IdM routine queue & Cerner related EHRM requests in TK

· Phase 4: Urgent Requests & Tasks, including Catastrophic Edits & Potential Mismatches

Phase 1: HC IdM, Applications Overview, Training Materials This phase will take approximately 2 weeks to complete, dependent upon variables such as trainee’s existing knowledge and the time required/ability to gain access to HC IdM systems and verification sources.

Phase 1 is divided into seven tasks:

· HC IdM Team New Employee Checklist Overview, complete items on the checklist to obtain access to HC IdM applications, and complete training courses (4-5 days)

· HC IdM Program Overview- PowerPoint and team website- (2 hours)

· Review of the HC IdM Share Drive and where documents are located- (1 hour)

· Review of Microsoft Teams and HC IdM Team files (1 hour)

· MPI & MPI Data Management Options Overview- (1 hour)

· Toolkit & Toolkit Options Overview- (2 hours)

· Review of Training Materials, Directives and Guidelines- (1 week)

Training Materials & Reference Materials:

· Identity Management Toolkit (IdM TK) User Guide

· Toolkit Request Procedures (Person Verifications and Potential Duplicates)

· Toolkit Task Procedures

· Toolkit Task Guidelines

· Template-Toolkit Task Template Details & Instructions

· Template ONLY-TK Task Details & Instructions

· Override (OVR) Task Guidelines

· Important Information Date of Death (DOD)_Update_12_1_2017

· Cerner-MPI Data Discrepancy: Trait differences between MPI, DEERs or Cerner

· Cerner-MPI Date of Death Discrepancy-DOD differences between MPI, DoD, and Cerner

· Cerner-MPI EDIPI Issue Instructions

· Catastrophic Edit (CE) and Cat Merge Guidelines

· Identity Theft Guidelines

· Service Now Assignment Groups

· HC IdM Internal Non-VistA MPI POCs

Directives & Guidelines:

· IdM Fact Sheet: Identity Trait Changes

· VHA Directive 1906: Data Quality Requirements for Healthcare Identity Management and Master Veteran Index Functions.

· VHA Directive 1605.01, Privacy and Release of Information

· VHA Directive 1907.01, VHA Health Information Management and Health Records

· VHA Directive 1907.09 Identity Authentication for Health Care Services.

· VHA Directive 1604: Data Entry Requirements for Administrative Data.

· VHA Directive 1907.05- Repair of Catastrophic Edits to Person Identity

· VHA Directive 1341(2): Providing Health Care for Transgender and Intersex Veterans.

· VHA Information Access and Privacy Office’s Practice Brief: Request for Amendment of Record Under Privacy Law

· Privacy Fact Sheet: Use of Individually Identifiable Information in Microsoft Office Applications.

Training Courses:

· Prevention of Catastrophic Edits to Person Identity

· Privacy and HIPAA Training

· VA Privacy and Information Security Awareness and Rules of Behavior

At the end of Phase 1, trainees should:

· Understand the HC IdM Team New Employee Checklist and begin the process of completing it to gain access to the MPI and Toolkit applications.

· Obtained access to the Master Person Index (MPI) and Identity Management Toolkit (IdM TK) applications, SSA/SHARE, VBMS, ACCURINT, EVVE, ES, CAPRI/GUI, JLV, etc.

· Understand the HC IdM program and the team’s roles and responsibilities.

· Have a basic understanding of the MPI and Toolkit applications, and how they function.

· Become familiar with HC IdM training materials and share drive, where they can be found and understand they can be referenced throughout all Phases of training.

Phase 2: HC IdM Procedures, Documentation, person verifications, Potential Duplicate Tasks, and Local VISTA Duplicates This phase will take approximately 8 weeks to complete. Phase 2 is divided into five parts:

· MPI and IdM TK Audit Review- (2 days)

· Including Complex Case Identification and review: Potential Catastrophic Edits, Catastrophic Edits, Potential Mismatches, Site Remote Data review, and Inter-Facility Consults as related to VistA Enterprise and Local Duplicates

· Review Threshold Scores & Auto-linking of records in IdM TK

· Documenting with Templates and Procedure Outlines- Trainer will work Potential Local Duplicates and Enterprise Duplicate Tasks and review the following with Trainee- (1 week)

· TK Task Template Details and Instructions, Toolkit Task Procedures, Toolkit Request Procedures, Toolkit Task Guidelines, and Potential Duplicate Tasks

· Review of HC IdM verification resources: SHARE/SSA, VBA BIRLS/CORP, VBMS, ES, CAPRI, ACCURINT, and EVVE in the analysis of patient data.

· Review OVR Guidelines to ensure staff understands how to apply appropriate Authority Scores (AS) based on our verification sources.

· Trainee will find and work Potential Duplicate Tasks from the IdM TK with Trainer supervision and review (4 weeks)

· Trainer will review the Person Verification Approval process using the Toolkit Task Procedures document and work examples of Person Verification Requests/ ID Trait Corrections. (3 days)

· Trainee will be introduced to the HC IdM routine request queue and begin working requests with Trainer supervision and review (2 weeks):

· Potential Duplicate Record Requests, Person Verification Approval Requests/Person Verification Tasks, Identity Trait Corrections/Verification Requests, Test Patients

At the end of Phase 2, trainees should:

· Understand the various options available in the MPI and Toolkit applications for completing Potential Duplicate Tasks and how the Threshold Score and Auto-linking functionality works.

· Have a comprehensive understanding of an audit review and the ability to identify erroneous edits to the record.

· Identify and follow the OVR Task Guidelines to appropriately assign authority scores

· Understand the IdM Privacy Fact Sheet

· Understand how to check the DoD and Cerner hyperlinks to make sure that traits are updated and if the DoD/Cerner correlation doesn’t update after assigning LOA 2, it means that the record is DoD owned and HC IdM is unable to update.

· Understand the documentation process, including how to utilize a template and available verification sources when working Potential Duplicate Tasks and Person Verifications.

· Begin working Potential Duplicate Tasks and Person Verification Requests to resolution with extensive supervision and input as needed by trainer. This will include review of all verifications and approval of all proposed actions including Authority Scores, prior to any action being taken on a record.

Phase 3: Trainee Independently working from HC Idm routine request queue This phase will take approximately 8 weeks to complete. Phase 3 is divided into five parts:

· Independent completion of routine Potential Duplicate Record Requests and Tasks with Quality Assurance (QA) checks from Trainer and/or mentor

· Independent completion of Person Verification Approval Requests/Person Verification Tasks with Quality Assurance (QA) checks from Trainer and/or mentor

· Independent completion of Identity Trait Corrections/Verification Requests with Quality Assurance (QA) checks from Trainer and/or mentor

· Trainee will begin working Cerner related EHRM requests in TK, including how to resolve trait differences between MPI, DEERS, and Cerner, missing MPI EDIPI issues, duplicate MPI EDIPI issues, and DOD differences between MPI, DoD, and Cerner.

· Trainee will begin working EHRM cleanup activities, including ID trait corrections, missing and duplicate MPI EDIPI issues, duplicate ICNs, and DOD discrepancies.

· Cerner-MPI Data Discrepancy: Trait differences between MPI, DEERs or Cerner

· Cerner-MPI Date of Death Discrepancy-DOD differences between MPI, DoD, and Cerner

· Cerner-MPI EDIPI Issue Instructions

· Cerner Duplicate: For reporting duplicate patient records identified in Cerner- (Instructions are not available yet on how to work these types of requests.)

At the end of Phase 3, trainee should:

· Be capable of independently performing all the essential Tasks/Requests in the Toolkit and MPI applications successfully, without site lead and/or mentor supervision.

Phase 4: URGENT TASKS & REQUESTS: POTENTIAL CATASTROPHIC EDITS, POTENTIAL MISMATCHES, AND IDENTITY THEFTS

This phase will take approximately (20-24) weeks to complete. Phase 5 is divided into six parts, all of which require mentoring:

· Trainer will complete an overview of Catastrophic Edits, Potential Mismatches, Identity Thefts, and Unlinking and Mismatching Correlations- (1 week)

· Trainee will work Urgent Requests (e.g., E-benefits, SEP issues, FSC claim issues, VBA Edits, Cerner data quality issues, etc.) with Trainer assistance. (4-6 weeks)

· Trainee will work Urgent Tasks (e.g., Potential Source Systems Erroneous Edits (PSSEE), Potential Erroneous Edit (PEE), Potential Mismatches, VBA Potential Mismatches, and Potential Catastrophic Edits, etc.) with Trainer assistance. (4-6 weeks)

· Trainee will work 2 verified Catastrophic Edits with Trainer assistance (times may vary)

· Trainee will independently work Urgent Request, Tasks, Catastrophic Edits, Mismatches, and Identity Thefts with Quality Assurance (QA) checks from Trainer. (6-8 weeks)

· Email Monitoring duties- The Monitor will respond to emails sent to the VHA HC IdM mail group and include the team on all responses.

At the end of Phase 4, trainee should:

· Be capable of independently working all urgent tasks and requests in the Toolkit and MPI applications successfully, without site lead and/or mentor supervision.

REMEDIATION

Trainees who do not perform work successfully, or who consistently underperform (performance level surveillance can be gauged via Quality Assurance Review) will participate in an extended retraining review period with a mentor and/trainer. This review period will require successful remediation of the identified issue(s) causing the poor work performance before being able to work independently.