Access Reference Guide - Provincial Health Services …

1 Access Reference Guide Part A Nursing & Allied Health Students Student Access To the PHSA Network and clinical Information Systems For Use by PHSA and Affiliated Academic Institutions Supporting Practice Education and Research Training Updated: 13 April 2017 Prepared by: Student User Access Working Group Access Reference Guide : Part A Nursing & Allied Health Students PHSA Network and clinical Information Systems 2 Table of Contents INTRODUCTION .. 3 GLOSSARY OF TERMS USED IN THIS Guide .. 4 OVERVIEW: STUDENT USER ACCOUNT PROVISIONING.

2 6 User Account Provisioning Process .. 6 Methods for Provisioning User 7 How to Request Additional Access for Students .. 9 Remote Access .. 9 REQUIRED E-LEARNING PRIOR TO RECEIVING Access .. 9 Access PROVISIONING PROCEDURES: ROLES AND RESPONSIBILITIES .. 12 Nursing and Allied Health Professions Students .. 12 HOW TO GET INFORMATION AND HELP .. 13 Appendix 1 Student User Access Working Group .. 14 Appendix 2 Overview of Cerner eChart and eHealth Viewer .. 15 Access Reference Guide : Part A Nursing & Allied Health Students PHSA Network and clinical Information Systems 3 INTRODUCTION This Guide outlines how students receive Access to information systems at the following Provincial Health Services Authority (PHSA) agencies collectively referred to as C&W : BC Children s Hospital, Sunny Hill Health Centre for Children and BC Women s Hospital and Health Centre.

3 The document is for staff and faculty of PHSA and affiliated academic institutions who support students. As clinical information systems are continually evolving, the Guide is updated frequently please use the latest version at Student Practice Education. If you have questions or comments about this Guide , contact: Context and Background PHSA, Vancouver Coastal Health and Providence Health Care are large academic Health sciences organizations with mandates for care delivery, research and education.

4 In 2013, these organizations collectively launched the clinical and Systems Transformation Project (CST)-- a multi-year initiative to transform care delivery with an integrated electronic Health record system. Effective use of this system supports the complete cycle of care and improves the patient experience as well as communication and collaboration among clinicians. Stakeholders anticipate outcomes such as improved patient safety and quality of care, better decision-making, new research opportunities, and process efficiencies.

5 CST will be implementing Cerner for electronic Health records across the three Health authorities and therefore implementation and use of Cerner at C&W now will be leveraged by the CST Project in the future. At PHSA, the transition to an integrated electronic Health record system has been underway for some time. PHSA implemented new information Access and privacy policies that direct staff, agents, students, research trainees, researchers and volunteers regarding protection of personal information and Access to information systems.

6 At C&W, the following systems are currently in use: Cerner PowerChart, Provincial eHealth Viewer, and M*Modal Dictation/Transcription. Key policies guiding Access are: Only authorized and authenticated users have Access to PHSA systems and personal information. User account provisioning is a role-based model built on a Need to Know and Least Privilege security principle. Users are responsible to be informed and comply with information Access and privacy policies and procedures. Sharing of usernames and passwords for any system is strictly prohibited PHSA requires that all students at C&W: Have individual user accounts for Network Access ( no shared accounts), and For those who are in clinical placements, receive role-based Access to Cerner PowerChart and (as appropriate) the Provincial eHealth Viewer and M*Modal Dictation Access Reference Guide .

7 Part A Nursing & Allied Health Students PHSA Network and clinical Information Systems 4 Scope This Guide applies to students who have confirmed placements at C&W if they need Access to the PHSA network ( Network ). Further, this Guide applies to those students in a clinical placement at C&W, if they need Access to Cerner PowerChart and, as appropriate, M*Modal Dictation and the Provincial eHealth Viewer. At this time, the integrated version of Cerner PowerChart and the Provincial eHealth Viewer is not accessible at other PHSA agencies.

8 However, the Provincial eHealth Viewer is accessible at other PHSA sites as a stand-alone application. GLOSSARY OF TERMS USED IN THIS Guide Academic Health Sciences Organization is a partnership between one or more universities and healthcare providers focusing on the tripartite mission of research, clinical care, and Affiliated Academic Institution means an accredited education institution such as a university or college which has entered into an affiliation agreement with PHSA or a PHSA agency. The agreement outlines the responsibilities of each organization in supporting student or research trainee education.

9 BCCSS is an abbreviation for BC clinical and Support Services BC. BCCSS User Access Services issues PHSA Network accounts and email accounts. Formerly HSSBC. C&W is an abbreviation used in this Guide to represent the following collective of PHSA agencies: BC Children s Hospital (including Sunny Hill Health Centre for Children) and BC Women s Hospital and Health Centre. Cerner PowerChart is an electronic Health record that provides Access to patient encounters, scheduled outpatient appointments, lab and imaging results, and some clinical documentation.

10 When fully deployed, PowerChart will allow clinicians to directly Access accurate clinical information anytime, anywhere (see Appendix 2 for more information). The roll out of a shared Cerner PowerChart is in process at PHSA, Vancouver Coastal Health Authority (VCH), and Providence Health Care (PHC). CPSID # is an abbreviation for College of Physicians and Surgeons identification number. HIM is an abbreviation for Health Information Management. HIM issues M*Modal accounts. HSPnet ( Health Sciences placement Network) is a secure, web-based system used for student placement coordination and/or as a placement database.