Health Information Technology Council Meeting

May 6, 2019
Agenda

•	Welcome
Undersecretary Lauren Peters
•	Query and retrieve discussion 
Bert Ng
•	Market-led ENS Initiative – Regulatory update
Undersecretary Lauren Peters and Bert Ng
•	HIway 2.0 migration update
David Whitham  
•	Connection requirement/attestation update 
Chris Stuck-Girard
•	HIway success story 
Andrew Massey, the Home for Little Wanderers
•	Conclusion
Undersecretary Lauren Peters

Welcome
Undersecretary Lauren Peters
Vote: Approve minutes

MOTION: That the Health Information Technology Council hereby approves the minutes of the council meeting held on February 4, 2019 as presented/amended

Query and retrieve discussion 
Bert Ng

Translating provider use cases from paper-based to electronic format
Query and retrieve introduction
What is Carequality?
What is CommonWell?
Query and retrieve discussion

Market-led ENS Initiative – Regulatory update
Undersecretary Lauren Peters and Bert Ng
EOHHS ENS Initiative history
ENS Initiative: High-level overview 
Data sharing mechanics – Data reflection
ENS Initiative: Regulatory and certification process
Proposed: HIway-facilitated services
Regulatory and certification timeline
ENS Initiative discussion

HIway 2.0 migration update  
David Whitham  

HIway 2.0 migration update
HIway 2.0 migration update (continued)
HIway 2.0 migration update (continued)

Progressive HIway connection requirements
   Year 1 	Send or receive HIway Direct messages for at least one use case
	   ○   Can be from any use case category listed below
   Year 2	Send or receive HIway Direct messages for at least one use case
	   ○   Must be a provider-to-provider communications use case
   Year 3	Send HIway Direct messages for at least one use case, and 
	Receive HIway Direct messages for at least one use case
	   ○   Both must be provider-to-provider communications use cases
   Year 4 	Meet Year 3 requirement, or be subject to penalties if requirement is not met
	   ○   Penalties go into effect in the applicable Year 4 (e.g., Jan 2020 for acute care hospitals)
Additional ENS requirement for acute care hospitals only
   Send admission, discharge, and transfer notifications (ADTs) to ENS framework

HIway connection and attestation requirement
Improvements to attestation process
•	Last fall, the HIway analyzed how the attestation forms could be improved:
o	Ease of use for provider organizations
o	Quality of submitted data

•	Supplemental instructions were fleshed out, confusing questions were clarified, and new questions were added

•	A save and continue function was added to the online webform, providing convenience for submitters

•	New this year: PDF forms may not be submitted

HIway success story
CANS interface and the Home for Little Wanderers  
Andrew Massey, Director of Health Information Management Systems

CANS and Double Data Entry
•	The original process was very labor intensive and took hundreds of hours for our clinicians to complete.
•	Per state requirements, The Home was required to input the CANS assessment directly into the Virtual Gateway.
•	Then we had to print the CANS and attach it to our internal EHR to maintain our own internal record requirements.
•	Clinicians had to manually keep track of when consents expired, when the next CANS was due, etc.
The New CANS Interface	
•	Working with MeHI, Netsmart, and three other agencies, we developed a CANS interface that allowed our clinicians to enter the CANS directly into our EHR and then submit the assessment directly to the Virtual Gateway, utilizing the Mass Hiway as the transport system for the assessments.
•	Our EHR, Evolv, allows for the input of the CANS directly into the system. When it is submitted to the VG, it is error checked and either submitted or sent back to the clinician with any error messages that may have occurred during data entry.
•	This enhancement reduces the workload of our clinicians, in relation to the CANS, by about 60%.  
•	We enhanced our internal systems to track when each consent expires, which will then send the clinician an alert for them to complete. We also added triggers to each of the CANS so that each clinician will receive an alert when the next CANS is due.
The New CANS Interface
•	Current Challenges
•	The new interface makes our data entry much more efficient in terms of clinician data entry.
•	With any new product there are always additional items that would make the process even better and more efficient.
•	We are currently working with our Vendor on reporting enhancements and other tweaks to the form to make it more user friendly.
Future Enhancements
•	The functionality this interface has provided has been a game changer to our clinicians. It allows them to be more efficient with their time, which allows the clinicians to provide better quality care to our clients.
•	The next steps that we would like to see would be additional interfaces that would allow for the connection to the Virtual Gateway to allow for the submitting of Incident Reports and Treatment Plans.
•	These two additions would drastically reduce the data entry required by our staff. We are currently in the situation with these two items that we were in before the CANS interface was established.

Conclusion 
Undersecretary Lauren Peters

Appendix: HIway operations update
HIway participation 
January 21, 2019 – April 20, 2019
HIway connections 
January 21, 2019 – April 20, 2019
HIway transactions

Thank you!