All Aboard! Your Ticket to CT WiZ

1. All Aboard!Your Ticket to CT WiZ CT AAP Webinar April 24, 2019 12:10-1:00pm Presented by: Nancy Sharova, MPH Danielle Reader-Jolley, MHS Connecticut Department of Public Health Keeping Connecticut Healthy

2. Learning Objectives Speakers will present CT WiZ: • Basics of the onboarding process • Types of interfaces and benefits of onboarding • Roles and responsibilities of the organization/provider (clinic) when connecting electronically • Training plan and support strategies

3. What is “Onboarding” • Onboarding is the process of setting up an electronic connection between a provider’s EHR and CT WiZ • Connection is established using HL7, a common messaging protocol • Connections can be: • reporting only (EHR to CT WiZ) or • bi-directional (Query/Response)

4. Benefits of Interfacing • Consolidated record for all users (providers, patients, schools, etc.) • Clinical decision support • Improved coverage assessment • Outbreak management • Better vaccine inventory tracking and accountability

5. Onboarding Process – Step 1 • Step 1:Getting Started • HL7 Pre-test • CT WiZ HL7 Application Form • Kick Off Call

6. Onboarding Process – Step 2 • Step 2:Development and Testing • Connectivity test • HL7 message validations • Data Quality review • Must test with real data in the CT WiZ “QA environment” • Must have two full weeks of submissions with no message rejections or failures

7. Onboarding Process – Step 3 • Step 3:Approval • Go-Live Call • Production credentials • Switch over to production environment • Legacy data load

8. Onboarding Process – Step 4 • Step 4:Monitoring and Training • Short-term monitoring: • first two weeks after go-live (intensive) • Ongoing monitoring: • long term (routine) • Training on CT WiZ interface and vaccine ordering/inventory management tools

9. Onboarding Players

10. Roles & Responsibilities

11. Roles & Responsibilities, Cnt’d

12. Roles & Responsibilities

13. Managing Expectations • Organization/provider is the primary customer! • Engage the EHR vendor • Stay informed • Keep things moving • Help when needed • Keep vaccinating!

14. Where to Begin https://portal.ct.gov/DPH/Immunizations/Electronic-Health-Record-Electronic-Exchange-With-CT-WiZ

15. From our Website Quick Link EHR Data Exchange

16. Training & Support

17. Paper Reporting

18. Electronic Reporting

19. Requesting CT WiZ Access • To request an account: https://portal.ct.gov/dph/Immunizations/ALL-ABOUT-CT-WIZ • Click on Healthcare Provider Login: • Click Request User Account: • Complete Account Registration Fields • Review and Accept CT WiZ User Agreement • Validation – Move slider until you see a green check • Submit Registration

20. From our Website CLICK HERE

21. Requesting a User Account Click Here

22. Getting Trained • Over the next two years, DPH will train all providers on CT WiZ –whether you have an EHR or not. • After your Request(s) for User Access is approved, DPH will schedule your Training and complete a “Training Assessment”

23. Training Assessment • Any Provider Profile changes regarding your: CVP Primary or Backup Vaccine Coordinators or with your storage units? • Beside vaccine and inventory management, who else in your clinic will use CT WiZ? • Does anyone already have access to CT WiZ or VTrckS? • How familiar are you with CT WiZ and using computers? • Have you logged into CT WiZ and used any screens? • Is there a room at your clinic with computers/laptops and internet access where we can conduct the training? • If no, where would the best place be to train staff? • At your work station or another area with computers? • Or, would you be willing to come to DPH in Hartford to be trained together as a group?

24. What to Expect with “In-Person Training” One Week Before • Verify all users: logged in, changed their password, set up password questions Two Days Before • Review training materials • Call/Email CVP Primary Vaccine Coordinator to: • Confirm training date, place and time. • Confirm clinic plans to finalize their inventory the day before training One Day Before • DPH enters clinic’s inventory into CT WiZ

25. What to Expect with “In-Person Training” Cnt’d Day Of Training • DPH conducts hands on training on vaccine ordering, patient management and reports Day After: • Send email with link to Survey Monkey evaluation One Week After • Check-in on CT WiZ user(s) & Remind staff to complete Survey Monkey evaluation

26. Trainings Materials • CT WiZ Websites • Embedded Videos • Slide Sets • User Guides • Tip Sheets • Webinars

27. Training & Technical Support Quick Links: Training MaterialsTechnical Support

28. CT WiZ Modules & Reports REPORTS: Patient CT Forms/Documents Patient Management Coverage Statistics Data Quality Vaccine Order Management VFC Program Management Inventory Management Outreach (IAPs) MODULES: Patients, Immunization, Education, Outreach, Inventory, VTrckS Interface, HL7 Management, Reports 28

29. Embedded Videos and Instructions 2. Select the Topic 1. Click on your name on top right of screen and Select Application Help 3. View the Training Video and Instructions below 29

30. Click “i” icon for Help Text Click on for text describing features of a screen. Click here to access written help text

31. Help Desk Support Most questions can be answered by visiting our website:  https://portal.ct.gov/DPH/Immunizations/ALL-ABOUT-CT-WiZ If you can’t find the answer, you can request help by completing the fillable form and clicking ‘Submit’ at: https://portal.ct.gov/DPH/Immunizations/Contact-Us Click Here

32. Thank you! Immunization Program Website https://portal.ct.gov/DPH/Immunizations/CONNECTICUT-IMMUNIZATION—PROGRAM Questions? We’d love to hear from you!