Assessment Entry Module (AEM) Kick-off November 15, 2012 interRAI Preliminary Screener Toronto Central LHIN

2 Agenda Today’s Journey Purpose and AEM Overview AEM Implementation Governance Implementation Activities Important Dates Next Steps and Wrap Up Support Process

3 Today’s Objectives To have the necessary information to start your implementation of the Assessment Entry Module To understand the support and documents that are available to you

AEM Overview

5 AEM Overview and Benefits The AEM is a solution that: provides HSPs with a simple, easy, cost effective alternative for completing standardized assessments over time will require minimal infrastructure to implement provides only the basic functionality to enter assessments. It does not allow any integration into any software module and does not have functionality like case management or care planning automates the recording and reporting of common assessments supports uploading of assessments to the IAR complies with Privacy and Security requirements, including consent reduces the technology burden on HSPs adheres to interRAI CHA, interRAI Preliminary Screener, and the Core OCAN standards

6 AEM Context Diagram IAR Complete Assessments Local DB HSP Specific WOHS AEM User Create/ Modify/ Search IAR User HINP Client Specific AEM

77 DEMO

8 Person Search Screen

9 Person Registration Screen

10 Consent

11 Screener Assessment

12 Screener Assessment - Section C. Summary

Governance

14 AEM Governance The AEM project currently falls within scope of Integrated Assessment Record (IAR) project The Interim IAR Provincial Steering Committee will govern IAR and AEM. Includes representation from: –LHINs –MOHLTC –HSPs –Community Care Sector

15 IAR Governance Structure GTA Cluster Implementation Committee IAR Service Users Advisory Group IAR Provincial Steering Committee Existing Committee Provide Service User perspective to help understand improvements to the IAR Provide direction regarding any service user issues Provide Strategic input into service user education / awareness strategies Quarterly meetings Existing Committee Guidance and direction on implementation and adoption and related issues at the Cluster level Regular monthly meetings IAR Data Access Committee IAR Privacy & Security Committee Southwestern Cluster Implementation Committee North Eastern Cluster Implementation Committee Analyze privacy and security issues, concerns and legislation relevant to IAR Strategic input into privacy and security management and strategies Regular monthly meetings Guidance and direction on issues related to use of IAR data Recommendations regarding data access Meetings as needed IAR Governance operates within project scope and budget as approved by MOHLTC

16 Electronic Service Provider Agreement (ESPA) Outlines the terms and conditions between the Host (William Osler Health System - WOHS) and your organization HSPs are required to sign the ESPA before they will be provided access to AEM Note: The Integrated Assessment Record (IAR) Data Sharing Agreement allows access to the IAR The ESPA allows access to AEM

17 Electronic Service Provider Agreement (ESPA) ESPA includes a schedule providing plain language description of the services as well as service level commitments (Schedule A) Users must adhere to the Assessment Entry Module Terms of Use Agreement to use AEM (Schedule B) HSP can withdraw from ESPA with 60 days prior written notice WOHS can withdraw from providing service with 9 months prior written notice HSPs can direct questions related to the ESPA to the Support Centre

Implementation Activities

19 Main Tasks to Implement the AEM Assign RolesAttend AEM Training Submit Paperwork, Get Credentials Preparing IT generally involves: Ensuring you have an external static IP address in place Prepare Technology HINP Upload Assessments Assessment Software Submit forms as required: Change Team Contact List Form UA Form HSP Account Creation Form Electronic Service Provider Agreement (ESPA) Receive credentials Attend sessions and apply at your HSP: Kick-off Privacy, Security & Consent Manage- ment Training Tool Train-the- Trainer Assign AEM Permissions and Business roles Review Processes Ensure AEM is integrated: Review privacy and security processes Review business (e.g., intake) processes Implement processes Exec Lead

20 Change Team Role Definitions Executive Lead “champions” change secures resources provides direction, support removes roadblocks Technical Lead secures static IP address manages relationship between HSP and WOHS (AEM Host) participates in AEM training Coordinator/ Trainer attends education sessions becomes educator/expert trains and supports users provides support facilitates information flow Privacy and Security Lead reviews/communicates privacy & consent processes responsible for ESPA signatures with HSPs, privacy processes, privacy & security concerns/complaints

21 AEM Privacy and Security Training Provide an understanding of the privacy and security key processes that support AEM implementation Provide guidelines to implement these privacy and security processes in each HSP Begin planning the privacy and security components of your AEM implementation

22 Submit Paperwork, Get Credentials Change Team Contact List for AEM Implementation Managed by Executive Lead Distributed together after kick-off (and available on CCIM website) Explained at different sessions Submitted at different points during the implementation User Authority Form ESPAHSP Account Set-up

23 Screener AEM Screener Implementation Milestones Kick- off Screener IC StartFinish Week 1Week 2Week 3Week 4Week 5Week 6Week 7Week 8 Screener Go Live Screener Kick-off Screener Training Business Process AEM End User Training (TTT) AEM Kick-off P&S Training Software Tested and Implemented

24 Important Dates ActivityDates AEM Kick-Off AEM Privacy and Security WebEx AEM End User Training November 15 November 22?? December 3 Screener Training Software Tested and Implemented Tool Go Live Implementation Complete November 7 December 21 January 7 January 14 Screener AEM

25 Next Steps Checklist  Confirm change team members (Executive Lead)  Ensure you have a static IP Address (Technical Lead)  Register for upcoming AEM Privacy and Security Session (Privacy and Security Lead)  Register for upcoming AEM end-user training (Trainer/Coordinator and Executive Lead)  Determine AEM users (Executive Lead)  Prepare to sign the ESPA (Executive Lead)  Complete paperwork (Executive Lead)  Get your questions answered through the project support centre

26 AEM Support Process For questions related to AEM Support, please contact the: Support Centre –Telephone: – –Website:

Thank you!