Introducing the Clinical Inquiry Newsletter! A quick way to catch up on the latest progress for Research and Analytics functions within the Connect Care initiative. Watch for this newsletter coming to you on a monthly basis. You can also find this information in the Clinical Inquiry Blog located on SharePoint.
RESEARCH – Welcome Our Credentialed Trainers!
Nicole Tjepkema and Tamara Murray received their credentials and are working hard this month to train all of our Research Super Users. Credentialing is no small feat, but they both made it look easy. They will teach all of the Research staff courses through to the end of October, so if your studies are launching with Wave 1, you will get a chance to meet one of them in the next few months.
Thank-you to all those who responded to the (Wave 1) training survey with your preferred course dates! The next step is for you to receive an email confirmation from MyLearningLink (AHS learning management system) with your course dates/locations/times. Along with this email you'll receive instructions to sign in to MyLearningLink, review your courses and complete the e-learning prerequisites for each of the courses. If you're signing in to MLL for the first time, you may want to consult the Connect Care Research Guide to MyLearningLink document for step-by-step instructions on how to locate your courses and the e-learning requirements on MLL.
To access more Research Readiness resources visit our webpage!
Research Overview - Open Webinars Our monthly open webinars are a great way to stay informed about research functionalities in Connect Care and upcoming readiness activities, including training. Please join our monthly open sessions (via Skype).
To request a webinar invitation, please contact: CC.firstname.lastname@example.org
Upcoming session dates: (third Monday, of each month) Aug 19 12:00-1:00 Sep.16 12:00-1:00 Oct. 21 12:00-1:00
More to be scheduled in the near future!
To date, there has been more than 1000 participants in these sessions. The sessions generate some excellent questions which have been captured in a Q&A document.
Plans for converting studies, patients, medications and appointments to Connect Care are well underway. Health System Access (formerly Provincial Research Administration) is preparing to load and activate all eligible studies. They will complete this activity in September. Our Connect Care Research Team would like to thank our Wave 1 study teams for their cooperation and patience as we worked through gathering study information from them over the past four months. Information on more than 80% of eligible studies has been captured and we will continue to reach out to the remaining 20% of study teams in the hopes of gathering as much information as possible for launch of Connect Care Research functionality on November 3, 2019.
Research End User training will begin in August and run through the month of September, with the goal of having all Research Staff prepared to attend Conversion Labs during the month of October. We need to enroll all active research patients for Wave 1 studies prior to launch. A representative from every study must attend conversion sessions in October to complete this work. We do not require all coordinators to attend; one coordinator from a team can complete this work; however, attendance by each study team member is recommended. There will be two separate conversion sessions: Patient Enrollment and Encounter Linking/Personalization. Attendance is required for both sessions.
The Connect Care Research team will work throughout August to schedule Research Coordinators into Conversion labs. Each Coordinator will spend an average of two hours associating patients to their research studies and an additional two to three hours associating upcoming encounters and study medications for those patients as well as personalizing the system for their future use. In order for this process to go as smoothly as possible, Research teams will be asked to keep records of patients enrolled in their studies, including their upcoming encounters and study medications and bring them to the conversion sessions.
More detailed information will be provided directly to the Wave 1 Research Coordinators early in August.
On May 13, 2019 the Credentialed Trainer (CT) Program started for Wave 1. The seven week program led newly hired Credentialed Trainers through Epic application knowledge, end user workflow, adult education best practices and general Epic knowledge in support of their role providing end-user training. Five Cogito Credentialed Trainers were hired to deliver Basic Reporting User and Reporting Power User curriculum developed by Senior Trainer, Amanda Cunningham.
Biggest congratulations to the Cogito Credentialed Trainers for completion of the CT program and receiving their Cogito credentials!
We would also like to acknowledge Amanda Cunningham, Senior Trainer for successfully leading this accomplished group of trainers!
Cogito CTs continue their work training in-system reporting tools and functionality as they transition from Super User training to end-user training on August 1, 2019.
Need more information? Visit Connect Care Training on Insite or contact a member of the Connect Care Learning Team.
Epic Application Coordinator, Kyle Johnson, puts together a bi-weekly newsletter full of information and links to resources detailing the status of our analytics build. You will find links to this update in the Clinical Inquiry Newsletter each month.
Connect Care Business Intelligence Build Update
Connect Care is scheduled to launch at Wave 1 sites on November 3, 2019. A certain amount of legacy clinical data will be available within the system at launch; however, it will not constitute a complete set of information. To mitigate the risk of reporting on incomplete information, Epic tools, including in system-reporting tools, should be used to report on data post launch.
AHS will start accruing valuable and meaningful information the moment Wave 1 is launched. Over time, and with subsequent waves the value of this information will increase in its ability to inform patient care and support health system improvements.
As the Connect Care program implements a new Clinical Information System (CIS) using Epic software, and legacy applications are decommissioned, the current data feeds into the EDW (AHSDRR) will be broken and will require replacement to continue supporting zone and provincial reporting products from a common source of data.
This project will ensure that data from the Connect Care CIS is available in the EDW at go-live thus allowing existing analytics products to remain intact. The initial data sets that extracts are being built to support the flow of data from Epic to the EDW include: ADT, ED, DI, Lab, Pharmacy and the OR.
Upcoming session dates: (third Monday, of each month) June 17 12:00-1:00 July 15 12:00-1:00 Aug 19 12:00-1:00
To date, there has been more than 850 participants in these sessions. The sessions generate some excellent questions which have been captured in a general Q&A document.
RESEARCH – Projects In-Scope for Wave 1 Here have answers to your questions about in-scope projects! These projects are IN for Wave 1:
Research Readiness – Research Coordinators
We want to help you keep track of upcoming activities! The Connect Care Research Readiness Team developed a checklist for the Research Coordinator role to help you track required activities and prepare for launch, November 2019. Connect Care Research Readiness Checklist – Research Coordinator
Research Training Update– The Provincial Research Administration (PRA) team gathered information about research teams and their staff roles for the purpose of assigning staff to a Research Role in our Learning Management System (MyLearningLink). Role assignment also involves connecting end users to the correct security/access template for their unique role. The next step is to schedule Research staff for training. By the last week in May, Research teams will have received a Training Scheduling package with information about required training, a class schedule and general instructions. Managers responsible for Research teams were asked to indicate preferred dates (first and second choice) for each team member. A central phone number/email will be provided for managers to submit their preferred training dates directly to the Provincial Research Services team for entry in AHS's Learning Management System – MyLearningLink.
All Research staff (End Users) will be asked to attend:
End User training takes place in September for Research roles. Please refer to the training matrix for more detail.
Super Users for Wave 1 have been identified and will be providing 'elbow-support' for Research end users. Super User training takes place throughout the month of July (approximate total of 2.5 days of classroom training). Our team will contact the identified Super Users individually to schedule them for training and provide them with information on what to expect.
AHS has numerous databases, applications, and reporting products that require data feeds (extracts) from our current crop of clinical information systems. Some of these are internal (e.g., cancer screening, neonatal registry, etc.) and others involve mandated reporting to external organizations (e.g., provincial wait times, National Surgical Quality Improvement Program, etc.). Additional extracts are being built now to ensure data continues to flow seamlessly once Connect Care launches. As legacy systems are decommissioned over time, more and more data will flow out of Connect Care.
For the current status of Analytics Extracts prioritized for development, you can refer to this spreadsheet. Refer to the last tab in the workbook called Final Extract List. Also, Decision #6221 in the decision tracker has the most current information on decisions about priority (H1) extracts.
A security/access template is now in place for Managers to assign their Quality Improvement/Analyst staff to Connect Care training and access. The new template allows analysts to access the in-system tools (Dashboards, Reporting) they need to perform their work.
Two main roles have been defined:
The new roles are currently being uploaded to the IT Portal in preparation for managers to assign their staff in time for them to receive training for Wave 1 launch.
Classroom training for these roles includes:
For a list of roles, descriptions and associated training, please refer to the QA/Analyst Role – Training Track Mapping resource. Targeted communication will be issued to AHS managers when these new roles are available in the IT Access Portal (in early June).
Clinical Inquiry Newsletter - March
CONNECT CARE: Training and Access Training and access to Connect Care are tied together. System access and training are simultaneously assigned according to each staff member's role.
RESEARCH - Training and Access End User training on the research module in Connect Care begins in July and runs until October 25th, 2019. Super User training runs from July 2 – Aug 16. Registration for both End User and Super User training begins in April. The Provincial Research Administration team will work with the Research teams to schedule the training.
Two training options are available: one general course for all research staff and an additional course for research staff who are responsible for research billing. The general research course is 6.5 hrs (1 day) in length and the billing course is an additional 2.5 hrs, Both courses take place in a classroom.
eHealth Competence Program eHealth competence offers education and training to help future Connect Care End Users develop their information technology and digital communications abilities.
'Electronic health,' also known as 'eHealth,' refers to how patients and providers use information and communications technologies such as electronic medical records, patient portals and smartphones to improve health and healthcare delivery. While some staff and physicians have lots of experience with electronic health systems, others may not.
Some examples of informatics competency categories are related to privacy and security, patient safety, and communication and collaboration.
If you have used eHealth technologies in your day-to-day practice delivering care to patients and families, then you have already developed a set of eHealth competencies. The AHS eHealth Competence program is meant to build on what people already know so they can adapt to the upcoming changes and prepare for Connect Care.
The program features and assessment tool: Health Informatics Competency Assessment Tool (HICAT), guidelines for creating a learning plan, based on the outcome of the assessment, and links to resources and e-learnings (available in May, 2019).
Information about the program and available resources is available on the AHS Intranet site (Insite) here. If you are unable to access Insite, at this time, please contact CC.Research@ahs.ca and ask for information by email.
Research Overview - Open Sessions Please join our monthly open sessions (via Skype) for information about research functionalities in Connect Care and information about upcoming readiness activities, including training.
Upcoming session dates: Apr. 15 12:00-1:00.
And more to be scheduled in the near future.
Sessions took place on Dec 18, 2018, Jan 21, Feb 19, and March 18, 2019. To date, there has been more than 750 participants in these sessions. The sessions generate some excellent questions which have been captured in a general Q&A document.
Several types of Connect Care training are available for those in Analyst and Quality-related roles. A combination of Application, Basic Reporting and Advanced Reporting training is recommended.
Types of access to reporting in Connect Care include access to:
Analysts/Quality roles that are generalist in nature will be advised to take application training in a general area such as Ambulatory or Medical-Surgical Nursing to get an understanding of how the new CIS functions. Then, Basic and Advanced Reporting courses are available to supply information on the reporting functions in the system.
Analyst/Quality roles that work in an area of specialty (Radiology, Cancer Care, etc.) will be advised to take application training specific to their area, in addition to the Basic and Advanced Reporting courses.
Both Generalist and Specialty roles will have access to Connect Care in-system reporting tools.
In-system Tools – Administrative Access A number of Quality/Analyst roles may be responsible for building reports in their current roles and a program is in development to provide guidance and recommendations for access and training to assist them in performing their work in the Connect Care environment. Watch for more information about this program in upcoming editions of this newsletter.
Targeted to Analysts that need access to Connect Care back-end data tables (i.e., Caboodle and/or Clarity). Note that Caboodle on its own should satisfy the needs of most Analysts. The Caboodle/Clarity Training Path outlines the training process to obtain access, and also includes descriptions of each environment. It is recommended that Analysts begin self-study roughly six months prior to their site/program's implementation Wave go-live date (see here for details on the Waves). This is a rough guideline, as individuals will have different skill sets and time available for self-study.
Please refer to this summary of Reporting Training and Resources
CSD Support Kit (a collection of CSD resources, past and present) Clinical System Design Updates – from webpage, go to right hand column and click on the 'Alert Me' envelope icon to receive updates to your email.
Questions? CC.Research@ahs.ca and/or AHS.CogitoFeedback@albertahealthservices.ca
Clinical Inquiry Newsletter – February, 2019
A quick way to catch up on the latest progress for Research and Analytics functions within the Connect Care initiative. Watch for this newsletter coming to you on a monthly basis.
RESEARCH – Census Survey to Research Teams The Provincial Research Administration is asking you to provide information that is essential to establish your Connect Care user account and ensure you receive training to use the Connect Care research functionalities. Q: Do you recruit and/or enroll patients at an AHS facility? Q: Do you perform the activities of enrollment, visit scheduling, ordering tests and billing of tests, on behalf of patients enrolled in studies at an AHS facility? Q: Are you or a member of your clinical research team accessing e-Clinician, another EMR or scheduling system for research purposes?
If you answered "yes" to any one of these questions, please complete this census ASAP. Your response is required to ensure continuity of your access once Connect Care goes live in November 2019. If you know a colleague who will also answer "yes" to any of these questions, please forward this census on to them. If you are a part of a study team, please forward this census to other members of your research team as each person must enter their info separately. *Please note: the census cannot be completed using a mobile phone but is compatible with IE, Firefox and Chrome. It has not been tested using other browsers.
Research Overview - Open Sessions Please join our open sessions (via Skype) for information about research functionalities in Connect Care. The sessions also include information about in-system reporting tools, such as SlicerDicer.
Upcoming session dates: Mar. 18 12:00-1:00 Apr. 15 12:00-1:00.
The first sessions occurred on Dec 18, 2018, Jan 21, and Feb 19, 2019. There were a total of 628 participants, between the three sessions, not counting those gathered in conference rooms. The session generated some excellent questions which have been captured in a general Q&A document.
Epic Application Manager, Kyle Johnson, puts together a bi-weekly newsletter full of information and links to resources detailing the status of our analytics build. You will find links to this update in the Clinical Inquiry Newsletter each month.
Basic Reporting in Connect Care – basic training on using the built-in suite of self-serve reporting tools: Radar Dashboards and Reporting Workbench reports. This level of reporting is appropriate for anyone who will access reporting content within Connect Care. This course will be available for registration pre and post-launch. Target roles include: Clinical Operations Managers, Team Leads, Supervisors, and Analysts accessing in-system reports.
Advanced (Power User) Reporting in Connect Care – for users who are heavy report and/or dashboard users. This course offers more in-depth training on in-system reporting tools, including writing/modifying reports, creating summaries, customizing and creating dashboards. This course will be available for registration pre-launch for those that need it to perform their role in Connect Care and post-launch as an elective for those with an interest in learning more about the in-system reporting tools. Target roles include: Analysts accessing in-system reports and manipulating the data.
Analytics Builder Program
Development of this program and associated training is still in progress. This program is for Analysts who will build new reports/dashboards using the in-system tools. Analysts in this category will also require the Basic and Advanced Reporting training.
Clarity/Caboodle Proficiency Training - targeted to Analysts that access data outside of Connect Care and will require access to data in Clarity and/or Caboodle. The Clarity/Caboodle Training Path diagram outlines the process to access this training.
The main goal of analytics training is to provide end users with ability to perform their current roles using the new tools, and, as appropriate to enhance skills through advanced learning.
Registering for Training - Analysts embedded in Clinical Operations should have been identified by their Operational Leader and will be scheduled for the appropriate application and reporting training.
If you are an analyst who needs access to in-system tools to perform your job, check with your manager to ensure that you have been identified for training as part of the Readiness Playbook, Chapter 2 Training Role Assignment Work Package.
The project has now moved into the testing and readiness phase while system configuration continues. IT is testing interfaces, devices and hardware and Clinical Operations is introducing leaders to work packages delivered through the Readiness Playbook. The Clinical Inquiry – Research team is coordinating the recruiting of Super Users to support research staff at launch, identifying research roles for training and system access purposes and providing resources to research managers and staff to help them prepare for training. Watch for more information about what to expect for readiness and training, in Chapter 3 of the Readiness Playbook and the next Clinical Inquiry newsletter!
Connect Care is configured such that all patients are eligible to be contacted about opportunities to participate in research studies, unless they choose otherwise. Patients can indicate at any point in their healthcare journey that they do not wish to be contacted about research opportunities and their wishes will be respected. The only exception is when a clinician providing care to a patient, in an AHS environment, determines that a research opportunity may be beneficial to that patient. Further to this, Registration Clerks will not be responsible for discussing this with patients at registration, the onus will be on the patient to indicate that they do not wish to be contacted, if that is the case.
The Interim State Initiative is meant to manage risk through a coordinated, integrated approach during Connect Care CIS implementation, focusing on Wave1/Edmonton Zone initially with Wave 2 starting mid-year.
Interim States are sets of workflows involving many systems still being in play until we have Connect Care implemented provincially. With implementation of Connect Care we will address many gaps in disrupted continuity of information (some disconnected systems go away); create new ones (people need to work in two or more systems for a period of time); and in other cases, things remain stable/unchanged for a period of time.
Why this is important to Clinical Inquiry Stakeholders:
These Interim States involve a coordinated approach to the decommissioning of systems; management of data/information within them; assessing impacts to reporting and analytics work-streams in a proactive manner; and addressing the subsequent change (and potentially training needs) in workflows to stakeholders/teams affected by this work.
Work has taken place over the past year related to ISTAR, including:
Current work in progress:
More updates to follow. Questions? Contact Shelley.Bannister@ahs.ca
CSD Support Kit (a collection of CSD resources, past and present)
Clinical System Design Updates – from webpage, go to right hand column and click on the 'Alert Me' envelope icon to receive the updates to your email.
Questions? CC.Research@ahs.ca and/or AHS.CogitoFeedback@albertahealthservices.ca
To learn more about Research and Innovation happening at AHS, check out the latest issue of Apple Magazine (pg 40):
The Face and Pace of Healthcare Research and Innovation
Research and Inquiry will be an integrated part of the CIS such that:
The CC-Research Launch one-pager outlines four basic expectations associated with the use of research functionality at the time of launch.
AHS ranks in the top five of 200 countries for integrated health systems, in part due to Research and Innovation. At AHS, we all play an important role to support care teams and patients across settings to achieve better health outcomes.
Research Overview - Open Sessions Please join our open sessions (via Skype) for information about research functionality in Connect Care. The sessions also include information about in-system reporting tools, like SlicerDicer.
Upcoming session dates:
Feb. 19 12:00-1:00 Mar. 18 12:00-1:00 Apr. 15 12:00-1:00.
The first sessions occurred on Dec 18, 2018 and January 21, 2019. There were a total of 530 participants, between the two sessions, not counting those gathered in conference rooms. The session generated some excellent questions which have been captured in a Q&A document.
Reporting falls into three categories for Launch:
Tier 1: Minimum Use Norms (reports on how people are using the system) and Patient Safety Metrics (to ensure safe patient care from Day 1).
Tier 2: Basic operational reports to satisfy real-time information needs for frontline providers (e.g., number of patients waiting in ED, occupancy, no-shows, etc.).
Tier 3: higher-level reporting for quality and/or performance management, as well as zone and provincial reporting (e.g., % patients discharged from ED within 4 hours, % patients ambulated within 48 hours after admission, etc.).
Training for Tiers 2 and 3 Training for basic operational reporting is embedded in the various application training tracks for AHS staff along with Report Writer courses for operational managers. For those whose responsibility it is to do more complex reporting, Power User training will be available. This training will be offered prior to launch, as needed. It will also remain as an elective for those with an interest, post-launch.
Introducing the Clinical Inquiry Newsletter! A quick way to catch up on the latest progress for Research and Analytics functions within the Connect Care project. Watch for this newsletter coming to you on a monthly basis.
Did you know clinical Research Coordinators (RCs) have a role in the new clinical information system (CIS)?
AHS employed and University affiliated RCs will be able to request access to the system and take advantage of all the research functionalities such as patient recruitment and enrollment tools, research orders, scheduling and others.
As part of the Patient Safety - Day One approach, study teams will be responsible for flagging patients currently involved in a clinical trial by linking the patient to the respective study. Care teams will be aware their patients are involved in a trial, for the benefit of clinical and research teams. Integration is key!
"Having research and inquiry directly involved in the roll out and use of Connect Care will help to strengthen the tie between research and clinical care. This is a great opportunity to give our patients the best access to research and create a culture of a research integrated hospital system."
~ Cheri Roberts, Research and Development Coordinator, Women and Childrens' Health Research Institute.
"Discrete data elements immensely improve the ease and reliability with which electronic health record data can be analyzed. Technologies that capture specific and accurate data using standardized terminology can support innovative, targeted health interventions and advance precision medicine in Alberta. The quality of [the CIS] data is crucial for research and administrative purposes. Quality data means it is complete, with standardized terminology, thorough, and available in a timely manner to all users." ~Cathy Eastwood, Alberta SPOR SUPPORT Unit and Dr. Hude Quan, Lead, Alberta SPOR SUPPORT Unit Methods Platform
Cathy Eastwood and her team at U of C, under the direction of Hude Quan, plan to test how electronic health record data can enhance the quality of data available for administrative, research, and patient safety monitoring purposes, using automated techniques.
Research Overview - Open SessionDecember 18, 12:15-1:15Join our open session (Skype) for information about Research functionality in Connect Care.
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All required data extracts (to flow information out of Epic to other databases / applications / reporting products – in or outside of AHS as required) have been identified and are now being prioritized by CISC.
If your data extract cannot be built by the Connect Care team, access to Caboodle and/or Clarity can be provisioned, which will allow your team to access the data you need.
This document provides information about some of the different Connect Care Environments and conditions (including training) for access. Environment Access GuidelinesClarity/Caboodle Training PathMilestones
Build buckets 1-4 remain a top priority, closely followed by initiation of build for the many specialty clinical system design decisions which have accrued. Training and readiness activities ramp up with substantive new content appearing in Readiness Playbooks, curricula and provider community engagement.Connect Care Implementation Timeline
Predictive Analytics is the practice and process of extracting information from existing data sets, applying statistical algorithms and data analysis techniques to determine patterns and predict future events.
The following four Predictive Analytics models were approved by the Clinical Improvement Support Committee (CISC) for initial development within AHS:
These analytic algorithms will run in the background at launch (will not be visible), allowing time to validate their accuracy before introducing them to end users. These tools will not be introduced into clinical practice until key stakeholders are comfortable with them and training is available.
CSD Support Kit (a collection of CSD resources, past and present) Clinical System Design Updates – from webpage, go to right hand column and click on the 'Alert Me' envelope icon to receive the updates to your email.