eChart Manitoba Services - Four Arrows Regional Health Authority

eChart Manitoba Services
Handbook for health-care providers
Version 6
March, 2014
Contact Information
EChart Manitoba Services
The eChart Manitoba Services team provides
support and assistance from Manitoba eHealth
for eChart Manitoba. Contact us with questions or
concerns (see below).
Manitoba eHealth Service Desk
The Manitoba eHealth Service Desk is available
24 hours a day, seven days a week to help with
issues using eChart Manitoba.
Phone: (204) 940-8500
Phone (toll-free): 1-866-999-9698
Email: [email protected]
For more information
General inquiries
Web: www.echartmanitoba.ca
Email: [email protected]
Phone (toll-free): 1-855-203-4528
Fax: (204) 926-9148
2
Table of Contents
Contact Information .................................................... 2
EChart Manitoba Services
Manitoba eHealth Service Desk
For more information
Communications
General Information .................................................... 4
Introducing eChart Manitoba
Communications .........................................................
Patient Forms .............................................................
7
Implementation of eChart Manitoba
Future training opportunities
Training new staff
Privacy and Security ....................................................
5
6
Providing access to an individual’s personal
health information
Implementation and Training .......................................
5
Communicating to patients about eChart Manitoba
How eChart Manitoba communicates with
authorized users
Privacy & Security
8
Privacy and security overview
User Accounts .............................................................. 9
Site responsibilities regarding user accounts
Setting up new user’s eChart access
Available user roles (access level)
Selecting appropriate eChart Manitoba roles
Pathway for determining level of user access
Access Role Matrix
User
Reports for Authorized Sponsors ...........................
EChart Manitoba Active User Report for
Authorized Sponsors
EChart Manitoba User Account Management Report
for Authorized Sponsors
13
Launching eChart Manitoba ..........................................
13
8
Logging in to eChart Manitoba
Terms of Use for eChart Manitoba .................................
14
Support ....................................................................... 16
Support
Connecting with support services
Glossary of acronyms
16
3
General Information
Introducing eChart Manitoba
What are the benefits to patients?
EChart Manitoba provides authorized healthcare providers with key health information in the
right place at the right time, improving access to
information, safety and quality of care.
•
Improved quality and timeliness of care
•
Increased access to information by health-care
providers
•
Reduced duplicate and unnecessary tests
EChart Manitoba is being made available to health
care locations across Manitoba. Over time, eChart
Manitoba will be available to all locations that require
access and the system will continue to expand in the
amount and type of key health information.
What are the benefits to clinicians?
•
Reduced time spent searching for information,
allowing more time for patient care
•
Improved access to patient information that was
available in separate clinical systems (i.e. DPIN,
CR)
•
Improved information sharing and collaboration
between authorized health-care providers
System components
EChart Manitoba provides authorized health-care
providers with viewable, searchable and printable
access to:
•
Medications dispensed at retail pharmacies
provided through the Drug Program Information
Network (DPIN)
•
Immunizations recorded in and provided by
the Manitoba Immunization Monitoring System
(MIMS)
•
Patient demographic information such as name,
address, date of birth and personal health
identification number (PHIN) from the Manitoba
Provincial Client Registry (CR)
•
Laboratory results from Diagnostic Services
Manitoba (DSM) of Winnipeg and Brandon,
Unicity Lab Services, Gamma Dynacare Medical
Laboratories, and Cadham Provincial Laboratory
(CPL)
•
Diagnostic image reports from the Radiology
Information System (RIS)
•
Electronic patient record (EPR) information from
St. Boniface Hospital
Note: Additional lab results and other clinical
information is anticipated to be added to eChart
Manitoba over time.
4
Communications
Provincial public information campaign
All health-care facilities across the province with
access to eChart Manitoba will receive materials
to educate patients and create awareness about
eChart Manitoba. Public information campaigns have
been completed and more will be completed in the
future with the goal of continuing to inform the
public and increase awareness of the personal health
information services available with eChart Manitoba.
Additionally, public inquiries can also be referred
directly to contact a representative at eChart
Manitoba Services (see the contact information on
page two).
How eChart Manitoba communicates
with authorized users
Manitoba eHealth intranet
Communicating to patients about eChart
Manitoba
As awareness of eChart Manitoba continues to
build across the province, health-care providers
may receive inquiries from patients about the
safety, security and privacy of their personal health
information.
Patients can request to view or receive a copy of
their personal health information in eChart, see
who has accessed their eChart record, and limit the
disclosure of information within eChart.
The Manitoba eHealth intranet site is designed
to give health-care providers access to new and
noteworthy information about all of our programs.
The eChart Manitoba section can be found under
“Our Programs” and contains frequently asked
questions (FAQs), the most recent versions of all
documents and forms, and is a repository for training
material, information for communications and
notifications for users. Go to: http://services.manitoba-ehealth.ca/echart.html
eChart Manitoba eNews
EChart Manitoba eNews provides new and up-todate information to health-care providers and data
information sources about eChart Manitoba.
Encourage patients to visit echartmanitoba.ca
for more information.
Issue 2
[eNews]
JULY | 2011
Access at their fingertips
As soon as Access Downtown went live on May 3, 2011, clinic coordinator
Kathi Christenson (pictured below) could see how eChart Manitoba was
going to make accessing important patient information much easier for
staff, saving them time throughout the day.
Did you know?
Additional laboratory results are now
available in eChart Manitoba.
Laboratory results from Diagnostic
Services Manitoba (DSM) Brandon
(Westman) Lab and Unicity Lab
(Kingsford location) are now
available in eChart Manitoba.
For more information about the type
of lab information available visit:
www.connectedcare.ca.
ELearning is here
Do you have new users at your site
who need training or do you need a
refresher? ELearning is here.
Contact eChart Manitoba at:
Phone (toll-free): 1- 855-203-4528
Email: [email protected]
25 sites live
There are currently 25 health-care
facilities with users authorized to use
eChart Manitoba.
“The eChart Manitoba system allows our practitioners to check
the Manitoba Immunization Monitoring System (MIMS) data base
with a patient in the exam room. This allows us to see a patient’s
immunization history and share it with them. This has provided much
more opportunity to ensure that patient’s immunizations are kept up
to date. Prior to eChart Manitoba, only the primary care assistants
had access to MIMS; now all of our health-care practitioners have this
access at their fingertips!”
Visit www.connectedcare.ca for a list
of sites using eChart Manitoba.
Need help?
If you have any difficulty accessing
eChart Manitoba or concerns with
the data, call the service desk at:
Phone (toll-free): 1-866-999-9698
Kathi is a true champion when it comes to promoting eChart
Manitoba because she sees tangible benefits for both clinic staff and
patients at Access Downtown.
www.connectedcare.ca/echartmanitoba
If you have a story to share about your
experience using eChart Manitoba, please
contact us at [email protected].
Issue 12
Bulletin
Overriding a Disclosure Directive
The Override Disclosure Directive check box should only be checked after
you have tried to access a patient file and received an error message which
indicates that this patient has a Disclosure Directive (fig.1).
January 31, 2014
Other considerations
•
If possible, ask your patient
for their consent
•
Provide override reason and
supporting text in eChart
Manitoba
•
Consider documenting
the override in your local
medical record
•
Be aware that every
override is investigated
Follow these steps to override a disclosure directive:
1. Perform the patient search, select the leading
record and click the Enter button. If the patient
has a disclosure directive, you will receive this
error message (fig. 1).
2. Close the dialogue box and determine
if you need to perform an override.
3. If so, check the Override Disclosure Directive box
and click Show (fig.2).
4. Select the leading record and click
the Enter button.
5. Select your reason from the dropdown box and click OK. (fig. 3)
Note: An alert is triggered
to eChart Manitoba for audit
purposes.
6. You will now have access to the
clinical information for this patient
during the current login session.
services.manitoba-ehealth.ca/echart.html
For more information, questions or concerns regarding eChart Manitoba please contact
the Manitoba eHealth Service Desk, available 24 hours a day, seven days a week.
Phone: (204) 940-8500
Phone (toll-free): 1-866-999-9698
Email: [email protected]
eChart Manitoba Bulletins
EChart Manitoba Bulletins inform users of updates
or changes to the eChart Manitoba system. The
bulletins can be posted in staff areas for all users.
Website
To ensure patients receive accurate and current
information about eChart Manitoba, sites are
encouraged to direct individuals to the eChart
Manitoba website at echartmanitoba.ca.
5
Patient Forms
request to access your
Personal health information
in echart manitoba
to receive a copy of your personal health information in echart manitoba, please:
• Fill in the appropriate fields in the form below and sign at the bottom
• Send the signed and completed form to the address or fax number on the bottom of this form
• OR submit the form directly to your health-care provider
Part 1: about you
section a: Please enter the following information about yourself or the individual for whom you are requesting information.
fIrst name
last name
mIddle InItIal(s)
mailing aDDress
street name or Post offIce box
street number
aPt / unIt
Postal code
ProVInce
cIty/town
sex (cHeck one)
female
male
cell PHone number
daytIme telePHone number
Personal HealtH IdentIfIcatIon number (PHIn)
(9-digit number on your manitoba health card)
bIrtHdate (dd/mm/yyyy)
Providing access to an individual’s personal
health information
To provide access to an individual’s personal health
information in eChart Manitoba:
section b: If you do not have a Manitoba Personal Health Identification Number, please fill in your health card number and issuing jurisdiction below.
ProVInce, terrItory or federal autHorIty
HealtH card number
section c: If you are acting on behalf of another individual, complete the following section with your information. If you are requesting the personal health information of
a minor, both parents or guardians may be asked to provide consent. see page two, section c of this form.
last name
daytIme telePHone number
fIrst name
mailing aDDress (if Different from above)
street name or Post offIce box
street number
aPt / unIt
•
Encourage individuals to discuss their personal
health information with their health-care
provider, who can provide a view of their
personal health information in eChart Manitoba
•
Provide forms available from the eChart website
and other educational materials such as the
eChart brochure
Postal code
ProVInce
cIty/town
why can you request this individual’s information? (see page two for details)
Part 2: about your request: Please select the type of medical information you are requesting from echart manitoba, as well as the dates from which you would like to
receive information. Please note: you may be required to pay a fee per printed page.
to (dd/mm/yyyy)
from (dd/mm/yyyy)
to (dd/mm/yyyy)
from (dd/mm/yyyy)
Immunization
information
diagnostic image
reports
medication history
encounters from
st. boniface Hospital
laboratory
information
Visit reasons from
st. boniface Hospital
notes (oPtIonal)
Part 3: signature
Please sign and date this completed form and return it to the address
or fax number below or directly to your health-care provider.
date sIgned (dd/mm/yyyy)
x
Please note: your request cannot be processed
until echart manitoba services has been able to
contact you by telephone to verify your information.
your signature
aDDress: echart manitoba services, c/o manitoba ehealth, 300-355 Portage ave, Winnipeg, mb, r3b 0J6
faX number: (204) 926-9148
more information:
Web: www.echartmanitoba.ca
Phone (toll-free): 1-855-203-4528
aDD or remove a
Disclosure Directive
in echart manitoba
to add or remove a disclosure directive in echart manitoba, please:
• Fill in the appropriate fields in the form below and sign at the bottom
• Send the signed and completed form to the address or fax number on the bottom of this form
Part 1: about you
section a: please enter the following information about yourself or the individual for whom you are adding or removing a disclosure directive.
FIrSt NaMe
laSt name
middle initial(S)
mailing aDDress
Street NaMe or PoSt oFFIce box
Street number
apt / unit
proVince
city/town
cell phone number
PerSoNal HealtH IdeNtIFIcatIoN NuMber (PHIN)
(9-digit number on your manitoba health card)
birthdate (dd/mm/yyyy)
section b: if you do not have a Manitoba Personal Health Identification Number, please fill in your health card number and issuing jurisdiction below.
ProvINce, terrItorY or Federal autHorItY
health card number
section c: if you are acting on behalf of another individual, complete the following section with your information. if you are adding or removing a disclosure directive
for a minor, both parents or guardians may be asked to provide consent. See page two, section c of this form.
laSt name
daytime telephone number
FIrSt NaMe
mailing aDDress (if Different from above)
Street NaMe or PoSt oFFIce box
Street number
apt / unit
poStal code
proVince
city/town
Assist, as necessary, to complete and send the
forms to eChart Manitoba Services
poStal code
Sex (check one)
FeMale
male
daytime telephone number
•
Where applicable, the site privacy officer or designate
can assist with providing access to an individual’s
personal health information and related requests.
Why can you request this individual’s information? (See page two for details)
Part 2: about your request
section a: please select the type of request you are making.
add a disclosure directive
remove a previously requested disclosure directive
section b: Would you like to be notified when this request has been fulfilled?
Yes, notify me at the mailing address above when the request has been fulfilled
No, I do not need to be notified
Part 3: security questions
please answer at least tWo of the following questions. you may be asked to answer these questions if you change your directive in the future.
What street did you live on in third grade?
What was the name of your elementary/primary school?
What is the middle name of your youngest child?
What is the street number of the house you grew up in?
What school did you attend for sixth grade?
What is your mother’s middle name?
In what city/town did your mother and father meet?
What were the make and model of your first car?
In what city/town did you work for your first job?
Part 3: signature
please sign and date this completed form and return it to the address
or fax number below or directly to your health-care provider.
date Signed (dd/mm/yyyy)
x
Please note: your request cannot be processed
until echart manitoba Services has been able to
contact you by telephone to verify your information.
your signature
aDDress: echart manitoba services, c/o manitoba ehealth, 300-355 Portage ave, Winnipeg, mb, r3b 0J6
faX number: (204) 926-9148
more information:
Web: www.echartmanitoba.ca
Phone (toll-free): 1-855-203-4528
Currently only sites using eChart Manitoba can offer
a view or print-out of personal health information;
however, eChart Manitoba Services can also provide
copies of an individual’s personal health information
upon request.
The health-care provider may provide the appropriate
forms or refer the requestor to eChart Manitoba
Services.
Access to personal health information
Individuals can see or receive a copy of their
personal health information in eChart Manitoba by
filling out the Request to access your personal health
information in eChart Manitoba form and returning it
to eChart Manitoba by mail or fax.
(PHIN) will still be viewable to the health-care
provider but the clinical information (e.g. lab results,
medications, immunizations) will not be viewable
unless the user has the ability to override the
Disclosure Directive (page 10).
Individuals can add or remove a Disclosure Directive
at any time by completing the Add or remove a
Disclosure Directive in eChart Manitoba form and
returning it to eChart Manitoba Services by mail or
fax.
Making changes to records
EChart Manitoba is comprised of information from
existing electronic clinical systems.
If there are errors in the information, any changes
to this information in eChart Manitoba must come
from the system of the source organization (e.g.
the laboratory). This is the same way changes are
currently made to lab results for example in the
paper based chart (e.g. a lab result is in error).
The source systems for eChart are responsible to
ensure the information they provide is correct,
current and complete (as per The Personal Health
Information Act (PHIA)).
•
If information corrections and updates are
required, the changes will appear in eChart once
the source has sent the correction or update
•
EChart does not notify users directly when
changes or corrections occur to the information
held in eChart
•
The health-care provider may provide the
appropriate forms to request a correction from
a source such as a lab or refer the requestor to
eChart Manitoba Services
•
EChart Manitoba Services can facilitate a request
for a correction with the source system but has
no ability to change the information directly
A record of user access
Forms can be
found online at
echartmanitoba.ca
6
Individuals can receive a copy of who has viewed
their personal health information in eChart Manitoba
by filling out the Request record of user access in
eChart Manitoba form and returning it to eChart
Manitoba Services by mail or fax.
Disclosure Directives
Individuals can request to add or remove a
Disclosure Directive to prevent health-care providers
from viewing their personal health information
in eChart Manitoba. A Disclosure Directive limits
all authorized health-care providers from seeing
an individual’s clinical information. Identifying
information, including name, date of birth, gender,
address and personal health identification number
If an individual requests to make a correction to his/
her personal health information in eChart Manitoba,
the health-care provider may wish to contact the
Manitoba eHealth Service Desk for any necessary
assistance in the process. The Service Desk will put
the provider in touch with a member of the eChart
Manitoba Services team.
Implementation and Training
Step three - Training and user activation
Week of implementation
The implementation team may deliver on-site training
for the eChart Fundamentals Course. User training
will take approximately two hours, depending on an
individual’s role and access required. Training and
activation are concurrent events for the first users at
a site. All users are expected to complete the eChart
Fundamentals Course prior to accessing the live
system.
The eChart Fundamentals course helps users:
•
understand what clinical data is included in
eChart and how it is arranged
•
learn how to search and filter the information
•
understand privacy, confidentiality and security
within the context of eChart
•
learn about supporting patients’ rights regarding
their personal health information
Training is completed using a variety of methods
including traditional classroom, eLearning or
personalized training. Distance learning tools such as
MBTelehealth and WebEx are also available.
Implementation of eChart Manitoba
Implementation of eChart Manitoba generally follows
a four-step approach to prepare authorized healthcare providers to use the system.
Step one - Foundation and readiness
Approximately four weeks before activation
An introduction to the implementation process will
outline what is involved prior to activation of eChart
Manitoba. This will include an overview of key roles
and responsibilities, account provisioning process and
a schedule of activities.
The implementation team works closely with each
site to tailor the delivery of training based on the
individual needs of each site.
After the training session, each user will receive
a unique username and password. Users will be
encouraged to use the live system in their clinical
practice immediately after training is complete.
Step four - Post-implementation support and evaluation
The implementation will conclude with the following
activities:
More information about the implementation process
will be communicated as each site’s implementation
date draws near.
•
Assessment of the success of the
implementation, and identify areas for
improvement
Step two - Planning and preparation
•
Detailed training schedules are developed with
the site coordinator prior to activation. Orientation
sessions and account requests are also completed
during this step.
Review of short-term and long-term benefits and
evaluate trends in the use of the system
•
Gauging acceptance and adoption of the system
•
Identification and collection of anecdotal
feedback
•
Management of issues, address questions and
concerns
7
Implementation and Training
Future training opportunities
As the system continues to evolve, future training
topics and opportunities may be offered based on
user feedback.
Training new staff
The eChart Manitoba eLearning courseware is
available to support training for new staff. New
users can access eLearning: eChart Fundamentals
on the Manitoba eHealth intranet. We recommend
that sites support new users by providing them
with opportunities for peer-to-peer learning with
individuals who have experience using eChart
Manitoba.
perform their role. Users must also be aware that all
activity is audited and logged in the system, and that
this ID represents their online, digital professional
identity. The training material also informs users
about the information available in eChart so that it
can be used appropriately and safely as an adjunct to
the clinical information they already have available to
provide care at their site.
EChart Manitoba Services will not typically provide
training services for new users following site
activation of eChart Manitoba. Exceptions may apply
when there is a significant intake of new staff in a
region at one time (e.g. a large number of medical
students start at the same time in the same facility).
It is important that all users receive training before
being granted an eChart Manitoba account. Users
must understand their responsibilities regarding the
PHIA in the context of eChart Manitoba and that they
should only access information that is required to
Privacy and Security
Privacy and security overview
To report a breach,
contact the Manitoba
eHealth Service Desk
immediately.
EChart Manitoba abides by all existing regulatory
and legislative standards in Manitoba related to the
protection of personal health information, including
The Personal Health Information Act (PHIA).
Privacy reminder
Access to an individual’s personal health information
in eChart Manitoba is restricted to:
EChart Manitoba should
never be used to look
up your own information
or that of your friends,
co-workers, colleagues
or others of personal
interest to you. Did you
know that new legislation
in Manitoba will include
unauthorized access by
a user as an offence
under PHIA for which a
user can be prosecuted
and, if found guilty by a
court, could result in a
significant fine? 8
A) When a health-care provider is in a care
relationship with an individual and requires access to
the individual’s information for:
•
the provision of health care or
•
to arrange for the provision of health care
The information must be related to and necessary for
the current session of care.
B) When information is required to fulfill
administrative responsibilities and duties related to
supporting the provision of health care.
All actions taken on eChart Manitoba under each
user’s username and password are captured,
logged and attributed to that particular user. Access
to eChart Manitoba will be audited on a random
basis and will be audited if a breach is reported or
suspected. Site representatives will be requested by
the eChart Manitoba Services privacy analyst to assist
with user audits periodically to confirm that users at
a site are accessing eChart Manitoba appropriately.
Unauthorized access may have professional,
employment, and legal and financial consequences.
For example, unauthorized access can result in
disciplinary action up to and including dismissal and/
or where applicable, a report to the user’s health
profession regulatory body as well as sanctions or
fines.
EChart is not to be used for research study purposes,
chart audits or to obtain information regarding
individuals for whom you are not supporting care.
Access to eChart for such purposes is unauthorized
and is a misuse of the system.
Reporting a suspected breach
To report a suspected breach, contact the Manitoba
eHealth Service Desk immediately and notify the
privacy officer at your site.
User Accounts
Site responsibilities regarding user accounts
Each site must identify an Authorized Sponsor
(AS) and an Authorized Account Requestor
(AAR). One of the roles of the AS and AAR is to
identify users that require access to eChart, identify
the users’ access role, as well as submit any changes
for the users (e.g. name change, change in role,
disable eChart access). The eChart Manitoba Account
and Access Request form can be completed and
submitted to the eHealth Service Desk.
The site is responsible for notifying eChart Manitoba
Services of any of the following role changes: AS,
AAR, Privacy Designate, Outage Designate or IT
Resource by completing the eChart Site Contacts
Update form and submitting to eHealth Service Desk.
Authorized Sponsor (AS)
The AS is the person at the site who has the
authority to determine who needs access to eChart
Manitoba in order to perform his/her role. Generally,
the AS is a person in a management role. They may
also be contacted in the event of an audit of user
activity at the site.
See instructions below for “Setting up new user’s
eChart access”.
Authorized Account Requestor (AAR)
The AAR is the person at the site who assists the AS
and submits the approved account requests, received
from the AS, to the Manitoba eHealth Service Desk.
See instructions below for “Setting up new user’s
eChart access”.
Setting up new user’s eChart access
Setting up new user access
To request eChart Manitoba access for a new user,
the Authorized Sponsor must complete the
following steps:
1. Fill out the eChart Manitoba Account and Access
Request Form.
2. Confirm the status of the individual (i.e.
has a current employment contract with the
organization and requires access to eChart
Manitoba in order to perform his/her duties).
3. Validate the individual’s identity as per current
site practices.
4. Confirm that the user has completed PHIA
training and signed a PHIA Pledge of
Confidentiality.
5. Determine the eChart role required (see
Selecting appropriate eChart roles on page 10).
6. Confirm whether or not the user has a Manitoba
eHealth network identification (i.e. confirm if he/
she has an existing WRHA network ID and/or an
eChart, eReferral and/or RIS or PACS ID).
7. Have the user complete the challenge questions
on the Authentication Questions and Answers
form and submit directly to the eHealth service
desk.
8. Approve and email the completed eChart
Manitoba Account and Access Request Form to
the AAR.
The Authorized Account Requestor will:
1. Ensure all details have been filled out on the
form.
2. Email the approved eChart Manitoba Account
and Access Request Form to the Manitoba
eHealth Service Desk [email protected].
The Authorized
Sponsor ensures
the individual needs
access and that all
forms are complete
and approves
request.
The Authorized
Account Requestor
submits the request
to Manitoba eHealth.
Manitoba eHealth
provides a username
and password for the
new user.
User changes his/her
password.
3. Receive the username and temporary password
from the Manitoba eHealth Service Desk and
provide it to the new eChart Manitoba user once
they have completed their training.
Important note: Maintain the username and
temporary password in a confidential location until it
can be provided to the new user. Destroy all record
of the username and temporary password when
passed to the user. User changes their password
immediately once they receive notification of their
account from the AAR.
Account Management
Authentication questions and answers
To be completed by all users accessing clinical information systems.
The purpose of this form is to assist Manitoba eHealth Services with authenticating user initiated requests to
reset passwords in order to safeguard confidential information in clinical information systems (i.e. Electronic
patient record (EPR)).
You are required to complete only TWO of the following questions. These answers must be provided to the
Regional Service Desk (RSD) when YOU call to request assistance with a password reset. We recommend you
select the two answers that only you will be able to provide. Please PRINT CLEARLY to ensure we are able to
capture this information accurately.
Fax this completed form to the Manitoba eHealth Service Desk at (204) 940-8700 as soon as possible.
PRINT CLEARLY
First Name:
Last Name:__________________________________
Site: ___________________________________ Phone Number: ______________________________
1.Whatisyourfather’syearofbirth?________________________________________________
2. What was your firstpet’sname?__________________________________________________
3. What was your first homestreetaddress?__________________________________________
4.Whatisyourfavouritecolour?____________________________________________________
To be completed by RSD only:
Date entered in SDE: ____ / ____ / ______ Date account ID / Password provided: ____ / ____ / ______
dd
mm
yyyy
dd
mm
yyyy
Provided to: ___________________________________
RSD Initials: ________
Changing a user’s profile information
If a user’s account, name, eChart Manitoba role or
labour classification needs to change, the Authorized
Sponsor and Authorized Account Requestor will:
Fill out the eChart Manitoba Account and Access
Request Form, indicating the required changes.
Email the completed form with approval to Manitoba
eHealth Service Desk.
Disabling a user’s eChart Manitoba access
Should a user no longer require access to eChart
Manitoba a request to disable the user’s account
should be submitted as soon as possible.
A current list of
Authorized Sponsors
and Authorized
Account Requestors
is maintained at
Manitoba eHealth and
account requests will
only be accepted for
eChart Manitoba from
individuals noted on
the listing.
9
User Accounts
To disable access, the Authorized Account Requestor
must complete the following steps:
Access requests will
NOT be accepted by
phone. All eChart
Manitoba Account and
Access Request Form
must be emailed.
1. Fill out the eChart Manitoba Account and Access
Request Form.
2. Validate the user’s details, disabling eChart
access on the account.
3. Email the completed form to Manitoba eHealth
Service Desk.
If an individual is moving to another site and needs
to maintain access to eChart Manitoba, the AS/AAR
will need to request the user’s account be disabled at
the first site; and the AS/AAR at the user’s new site
will need to request an account be created identifying
their access level in their new position.
Immediate deactivation of accounts
Clinical view with
override is limited
to users who meet
the criteria on the
pathway on page 11.
For immediate deactivation of an account (e.g. for
suspected breaches or short notice employment
terminations) call the Manitoba eHealth Service Desk,
providing the individual’s user details (i.e. full name
and location), and request account termination.
Available user roles (access level)
Clinical View with override
Clinical View with override is granted to individuals
who are members of a regulated health-care
profession and who also have the ability to
prescribe in a clinical setting (emergent or
non-emergent) where the inability to access
medical information would substantially compromise
assessment, diagnosis and care.
An individual with access to clinical view with
override is authorized to access all clinical and
demographic views, limited by the Personal Health
Information Act (PHIA), with the ability to override a
patient’s Disclosure Directive.
Clinical View
An individual with Clinical View is authorized to
access all clinical and demographic views, limited by
policy to their need to access that information for
direct individual patient care. There is no ability to
override a patient’s Disclosure Directive.
Demographic View
An individual with the Demographic View role is
authorized to view demographic information (name,
address, date of birth, PHIN and gender).
The role of demographic view is required to complete
a patient search.
10
Laboratory and Reports View
The Laboratory and Reports View provides an
authorized user with access to laboratory results and
diagnostic imaging reports as well as all documents
under the clinical documents tab. At this time, the
clinical documents tab includes microbiology and
diagnostic imaging reports. The individual also has
access to demographic information.
Medication View
An individual with access to Medication View is
authorized to view medication information and
demographic information.
Immunization View
An individual with access to Immunization View is
authorized to view immunization information and
demographic information.
Selecting appropriate eChart Manitoba roles
The pathway for determining level of user roles (on
page 11) assists eChart Manitoba sites to determine
appropriate user access roles.
Provisioning of roles is a process unique to the
duties, responsibilities and workflow of individuals,
not to their professional designation. The exception
to this is the highest level of access, Clinical View
with Override, which is limited to users who have the
ability to prescribe in a clinical setting.
A decision to assign a role in eChart Manitoba
must be made considering these principles:
• The individual requires access to eChart
Manitoba to perform his/her job.
• The individual is affiliated with a regulatory
body directly or is under the direct supervision
of such an individual.
• The individual agrees, through formal
agreements with his/her employer, to exhibit
conduct within the constraints of PHIA and
related regulatory legislation where applicable.
• Any access to information, regardless of user
role, is restricted to the minimum amount and
on a need-to-know basis.
The agreement between Manitoba eHealth and
the trustee organization, as well as the Terms of
Use, outlines the monitoring and review of user
activity as well as the application of sanctions
should inappropriate access occur.
Pathway for determining
level of user access
When access to eChart
Manitoba is requested, follow
these steps to determine
the role level of access that
individual should be granted.
Has the individual completed PHIA training,
signed a PHIA Pledge of Confidentiality and
signed the eChart Manitoba Terms of Use?
Account request
denied
Yes
Does the individual support direct care and
treatment in their practice setting?
Account request
denied
Yes
Demographic View is granted
Yes
Does the individual currently require access
to a patient’s demographic information
only to fulfill their role?
No
Does the individual maintain memberships
or work under the direct supervision
of a designated regulated health-care
professional?
Account request
denied
Yes
Laboratory and
Reports View is
granted
Yes
Does the individual’s role require access to
a patient’s laboratory and/or diagnostic
imaging information only?
No
Medication View is granted
Yes
Does the individual’s role require access to
a patient’s medication information only?
No
Immunization View Yes
is granted
Does the individual’s role require access to a
patient’s immunization information only?
No
Clinical View is granted
Yes
Does the individual’s role require access to all
or a combination of a patient’s information in
eChart Manitoba?
Account request
denied
Is the individual a member of a regulated health profession providing care? Does he/she have the ability to
prescribe in a clinical setting (emergent or non-emergent), where the inability to access history would
substantially compromise providing assessment, diagnosis and care?
Yes
For information on
determining roles
for privacy officers,
please see the
Handbook for Site
Privacy Officers.
Clinical View with override is granted
11
Access Role Matrix
Below is a chart showing the roles available in eChart Manitoba and the information
available to be viewed by each role.
Demographic
information
Priva
cy V
iew
with
Over
ride
iew
cy V
Priva
Clini
cal V
iew
with
Over
ride
iew
cal V
Clini
Med
icat
View ions
Imm
un
View izations
Access
Immunizations
No access
Clinical
documents
Information Available
Legend
Summary
Medications
Laboratory
results
Diagnostic
image reports
Conditions —
Problems
Conditions —
Diagnoses
Allergies
Encounters
Patient log view
Ability to
override
12
Labo
rat
Repo ory and
rts V
iew
Dem
ogra
phic
View
Level of Access
Information
related to
role only
User Reports for Authorized Sponsors
EChart Manitoba user reports for Authorized
Sponsors contain information related to users for
which the Authorized Sponsor is responsible. Reports
include information related to user activity and user
account status and provide information about users
who have access to eChart in order to perform his/
her role.
EChart Manitoba Active User Report
This is a monthly report sent to all eChart Authorized
Sponsors. The eChart Manitoba Active User Report
enables Authorized Sponsors to quickly identify how
eChart is being accessed by the users they have
sponsored. The report displays the users who have
accessed eChart within the month and their total
number of system logins, patient searches, and the
type of clinical information being accessed (e.g.
laboratory, medication, immunization etc.).
This report is emailed to Authorized Sponsors once a
month.
EChart Manitoba Site and User
Management Report
Authorized Sponsors with the names of all users they
have sponsored, their eChart access roles and the
number of logins each user has completed within the
reporting period. The report separates the users into
active and inactive users of the system. The report
also lists all individuals who have been assigned
eChart site responsibilities by Authorized Sponsors
(e.g. Privacy Officer (PO), Authorized Account
Requestor (AAR)).
The purpose of this report is for Authorized Sponsors
to determine if any changes are required to
authorized eChart Users as well as individuals with
site responsibilities (i.e. PO, AAR) for eChart.
It is important for sponsors to ensure that only users
who require access to eChart in order to perform
their roles continue to have access to the system.
Sponsors are asked to review this report and use
it to identify and communicate required changes,
encourage eChart adoption at the site and identify
requirements for eChart end user training when
appropriate.
This report is sent out to all eChart Authorized
Sponsors, either on request or automatically,
approximately every quarter. The eChart Manitoba
Site and User Management Report provides
Launching eChart Manitoba
Logging in to eChart Manitoba
Logging in
Users will be given a username and temporary
password by the Authorized Sponsor (AS) or
Authorized Account Requestor (AAR). See site
responsibilities regarding access (page 9) to
determine who the AS or AAR are for the site.
Each user is required to change their password and
will be prompted to read and accept the eChart
Terms of Use (see page 14-15 for the Terms of
Use, current - at the time of publication) prior to
accessing the system for the first time. Your eChart
Implementation Coordinator will provide you with a
reference sheet with step by step instructions to help
users with this process.
Changing eChart Manitoba password
The system will prompt each user to change their
password after 90 days. Please refer to the Change
My Password bulletin on the Manitoba eHealth
intranet for instructions.
Manitoba eHealth
Service Desk:
(204) 940-8500
servicedesk@
manitoba-ehealth.ca
13
Terms of Use for eChart Manitoba
eChart Manitoba Terms of Use
3.0 My password and account security
In return for being authorized to access and use
eChart Manitoba, I agree to comply with the
following Terms of Use:
3.1 I am responsible for maintaining at all times the
confidentiality of my user ID and my password. I will
not disclose them to or share them with anyone else,
or leave them where others might see them.
1.0 Access to eChart Manitoba
1.1 I will restrict my access to and use of eChart
Manitoba to:
(a) information about individuals with whom I am
in a care relationship and whose information is
necessary for the provision of health care or for
arranging the provision of health care; or
(b) information that I require to fulfill my
administrative responsibilities and duties related
to supporting the provision of health care and/or
performing a clinical validation role;
and I will not access or use information contained
in eChart Manitoba for any other purpose or with
respect to any other individual.
1.2 In order to maintain a user account with
eChart Manitoba I will provide to my authorizing
organization and keep up-to-date certain business
contact information about me. I consent to that
information being shared with Manitoba eHealth.
1.3 I understand that each of my authorizing
organization(s) may have its own rules, requirements
and restrictions for my access to and use of eChart
Manitoba, and I agree that I will comply with them
as they may apply to me.
2.0 Provision of eChart Manitoba
2.1 I recognize that eChart Manitoba is an adjunct
to existing methods for determining relevant
clinical history and that data presented may not be
complete, as this is dependent on factors beyond the
control of Manitoba eHealth including, but not limited
to, the accuracy and integrity of the data provided
by source sites, technical support capacity at source
sites and the extent of available sources.
2.2 I acknowledge that the content, format and
nature of eChart Manitoba may change from time to
time without prior notice to me.
2.3 I agree that Manitoba eHealth in its sole
discretion, and without prior notice, may temporarily
or permanently cease making eChart Manitoba,
or any of its features, available to me or to users
generally.
14
3.2 I acknowledge that all actions taken in eChart
Manitoba under my user ID and password are
deemed to have been taken by me, and I agree that
I will be solely responsible for all activities that occur
using my user ID and password. To help prevent
others from accessing eChart Manitoba using my user
ID and password, I will log out of eChart Manitoba as
soon as I have completed each session.
3.3 If I suspect that my password has been obtained
or used by another person, I will immediately notify
the Manitoba eHealth Service Desk and change
the password. I will also immediately advise my
authorizing organization(s).
3.4 I am aware that my access to and activity
on eChart Manitoba will be logged and may be
monitored, may be audited on a random basis and
will be audited if a breach of security is reported or
suspected.
3.5 I will refrain from any action which will or
may disrupt the operation or availability of eChart
Manitoba or modify or delete in any way the
information in eChart Manitoba.
4.0 Record of user activity
4.1 I understand that eChart Manitoba is capable of
creating a record of user activity in accordance with
the Personal Health Information Regulation made
under The Personal Health Information Act, and that
an individual will be given on request an excerpt
from the record of user activity showing a list of
persons, by name, who have viewed that individual’s
information on eChart Manitoba (including my name,
if applicable).
5.0 Maintaining confidentiality
5.1 I will keep confidential all information which I
may obtain from eChart and accordingly will comply
with these Terms of Use, my legal obligations
(including, where applicable, under The Personal
Health Information Act) and my authorizing
organization(s)’s rules, requirements and restrictions
applicable to such information,
5.2 When a computer screen is displaying
information from eChart Manitoba, I will not
leave it unattended and will ensure that no one is
inappropriately viewing the screen.
5.3 I will access and use eChart Manitoba only from
computers which are designated for that purpose by
my authorizing organization(s) or from computers
which: (1) I am reasonably confident are secure; (2)
are not generally available for public use; and (3)
have suitable anti-virus and anti-spyware protections.
5.4 I will hold and use any information that is printed
or copied from eChart Manitoba in accordance with
applicable laws and any applicable policies.
6.0 Duty to report breaches
6.1 I will report any actual, suspected or potential
privacy or security breaches involving eChart
Manitoba (whether caused by me or another person)
immediately in accordance with the applicable
policies and procedures, including to the Manitoba
eHealth Service Desk and to my authorizing
organization(s).
7.0 Ending my relationship with eChart Manitoba
7.1 If I want to terminate my access to eChart
Manitoba, I may do so at any time by notifying either
my authorizing organization(s) or the Manitoba
eHealth Service Desk.
7.2 My authorizing organization(s) and/or Manitoba
eHealth may also terminate my eChart Manitoba
access at any time if:
(a) I am no longer providing or supporting direct
patient care for that organization;
(b) I breach any provision of laws pertaining to
the protection of information in eChart Manitoba
(including, where applicable, The Personal Health
Information Act ) and/or of these Terms of Use, or
have acted in manner which clearly shows that I do
not intend, or I am unable, to comply with any of
their provisions; or
(c) I conduct myself in a manner that puts eChart
Manitoba and the information in it at risk of
unauthorized use or disclosure.
7.3 I understand that if my access to eChart
Manitoba has been terminated under Subsection
7.2(b) or (c), notification may be sent to my
authorizing organization(s) and to any applicable
professional bodies.
8.0 Changes to the Terms of Use
8.1 Manitoba eHealth may make changes to these
Terms of Use from time to time, and my continued
use of eChart Manitoba signifies my consent to those
changes. The current version of the Terms of Use
is available for viewing at http://services.manitobaehealth.ca/files/echartFrmTOU.pdf and I will review
that website from time to time to determine if any
changes have occurred. In addition, I understand
that changes to the Terms of Use may be brought
to my attention upon access to eChart Manitoba, in
which case I will be asked to agree to the Terms of
Use presented to me at that time.
9.0 Survival of certain Terms of Use
9.1 I understand that even though my access to
eChart Manitoba may be terminated, I must continue
to comply with Section 5.1 above.
I have read and understand these Terms of Use, and
agree to be bound by them.
□ I agree
□ I do not agree.
Français
Terms of Use for accessing eChart Manitoba
In return for being authorized to access and use eChart
Manitoba, I agree to comply with the following Terms
of Use:
1.0 Access to eChart Manitoba
1.1 I will restrict my access to and use of eChart
Manitoba to:
(a) information about individuals with whom I am in a
care relationship and whose information is necessary
for the provision of health care or for arranging the
provision of health care; or
(b) information that I require to fulfill my administrative
responsibilities and duties related to supporting the
provision of health care and/or performing a clinical
validation role; and I will not access or use information
contained in eChart Manitoba for any other purpose or
with respect to any other individual.
1.2 In order to maintain a user account with eChart
Manitoba I will provide to my authorizing organization
and keep up-to-date certain business contact
information about me. I consent to that information
being shared with Manitoba eHealth.
1.3 I understand that each of my authorizing
organization(s) may have its own rules, requirements
and restrictions for my access to and use of eChart
Manitoba, and I agree that I will comply with them as
they may apply to me.
2.0 Provision of eChart Manitoba
2.1 I recognize that eChart Manitoba is an adjunct
to existing methods for determining relevant clinical
history and that data presented may not be complete,
as this is dependent on factors beyond the control of
Manitoba eHealth including, but not limited to, the
accuracy and integrity of the data provided by source
sites, technical support capacity at source sites and the
extent of available sources.
2.2 I acknowledge that the content, format and nature
of eChart Manitoba may change from time to time
without prior notice to me.
2.3 I agree that Manitoba eHealth in its sole discretion,
and without prior notice, may temporarily or
permanently cease making eChart Manitoba, or any of
its features, available to me or to users generally.
3.0 My password and account security
3.1 I am responsible for maintaining at all times the
confidentiality of my user ID and my password. I will
not disclose them to or share them with anyone else, or
leave them where others might see them.
3.2 I acknowledge that all actions taken in eChart
Manitoba under my user ID and password are deemed
to have been taken by me, and I agree that I will be
solely responsible for all activities that occur using my
user ID and password. To help prevent others from
accessing eChart Manitoba using my user ID and
password, I will log out of eChart Manitoba as soon as I
have completed each session.
3.3 If I suspect that my password has been obtained
or used by another person, I will immediately notify
the Manitoba eHealth Service Desk and change the
password. I will also immediately advise my authorizing
organization(s).
3.4 I am aware that my access to and activity on
eChart Manitoba will be logged and may be monitored,
may be audited on a random basis and will be audited
if a breach of security is reported or suspected.
3.5 I will refrain from any action which will or may
disrupt the operation or availability of eChart Manitoba
or modify or delete in any way the information in
eChart Manitoba.
4.0 Record of user activity
4.1 I understand that eChart Manitoba is capable of
creating a record of user activity in accordance with
the Personal Health Information Regulation made
under The Personal Health Information Act, and that
an individual will be given on request an excerpt from
the record of user activity showing a list of persons, by
name, who have viewed that individual’s information on
eChart Manitoba (including my name, if applicable).
5.0 Maintaining Confidentiality
5.1 I will keep confidential all information which I may
obtain from eChart and accordingly will comply with
these Terms of Use, my legal obligations (including,
where applicable, under The Personal Health
Information Act) and my authorizing organization(s)’s
rules, requirements and restrictions applicable to such
information.
5.2 When a computer screen is displaying information
from eChart Manitoba, I will not leave it unattended
and will ensure that no one is inappropriately viewing
the screen.
5.3 I will access and use eChart Manitoba only from
computers which are designated for that purpose by
my authorizing organization(s) or from computers
which: (1) I am reasonably confident are secure; (2)
are not generally available for public use; and (3) have
suitable anti-virus and anti-spyware protections.
5.4 I will hold and use any information that is printed
or copied from eChart Manitoba in accordance with
applicable laws and any applicable policies.
6.0 Duty to report breaches
6.1 I will report any actual, suspected or potential
privacy or security breaches involving eChart Manitoba
(whether caused by me or another person) immediately
in accordance with the applicable policies and
procedures, including to the Manitoba eHealth Service
Desk and to my authorizing organization(s).
7.0 Ending my relationship with eChart Manitoba
7.1 If I want to terminate my access to eChart
Manitoba, I may do so at any time by notifying either
my authorizing organization(s) or the Manitoba eHealth
Service Desk.
7.3 I understand that if my access to eChart Manitoba
has been terminated under Subsection 7.2(b) or
(c), notification may be sent to my authorizing
organization(s) and to any applicable professional
bodies.
8.0 Changes to the Terms of Use
8.1 Manitoba eHealth may make changes to these
Terms of Use from time to time, and my continued
use of eChart Manitoba signifies my consent to those
changes. The current version of the Terms of Use
is available for viewing at http://services.manitobaehealth.ca/files/echartFrmTOU.pdf and I will review
that website from time to time to determine if any
changes have occurred. In addition, I understand that
changes to the Terms of Use may be brought to my
attention upon access to eChart Manitoba, in which
case I will be asked to agree to the Terms of Use
presented to me at that time.
9.0 Survival of Certain Terms of Use
9.1 I understand that even though my access to eChart
Manitoba may be terminated, I must continue to
comply with Section 5.1 above.
I have read and understand these Terms of Use, and
agree to be bound by them.
□ I agree
□ I do not agree
7.2 My authorizing organization(s) and/or Manitoba
eHealth may also terminate my eChart Manitoba access
at any time if:
(a) I am no longer providing or supporting direct
patient care for that organization;
(b) I breach any provision of laws pertaining to the
protection of information in eChart Manitoba (including,
where applicable, The Personal Health Information
Act ) and/or of these Terms of Use, or have acted in
manner which clearly shows that I do not intend, or I
am unable, to comply with any of their provisions; or
(c) I conduct myself in a manner that puts eChart
Manitoba and the information in it at risk of
unauthorized use or disclosure.
Note: Users must electronically accept the Terms of Use for eChart Manitoba when they log in for the first time. This copy of
the Terms of Use for eChart Manitoba is provided so that users know what to expect when they log on electronically. All users
must agree to the Terms of Use before they are allowed access into the system. The most current copy of the Terms of Use is
available for review any time on the Manitoba eHealth intranet at: http://services.manitoba-ehealth.ca/files/echartFrmTOU.pdf.
15
Support
Connecting with support services
Manitoba eHealth Service Desk
The Manitoba eHealth Service Desk is a single point
of contact for all eChart Manitoba issues and a
service desk analyst will help to troubleshoot.
If the analyst cannot resolve the issue during
the initial call, it may be transferred to a Clinical
Informatics Specialist for further review. A Clinical
Informatics Specialist is a clinician who has advanced
training in eChart Manitoba and understands clinical
practice and information systems. After each call to
the Manitoba eHealth Service Desk, users will receive
an email with the incident number of the call. Keep
this number in case you need to refer to the incident
in the future.
Contacting support:
Manitoba eHealth Service Desk:
Phone: (204) 940-8500
Phone (toll-free): 1-866-999-9698
Email: [email protected]
Availability of support
The Manitoba eHealth Service Desk is available 24
hours a day, seven days a week.
Difficulty finding information
For difficulty finding information in eChart Manitoba,
consult the eChart Manitoba training materials and
FAQ section on the Manitoba eHealth intranet at:
http://services.manitoba-ehealth.ca/echart.html.
t Resources
to
h intranet site is designed
on
ew and noteworthy informati
a
rams. The eChart Manitob
s. You
d under Our Program
and
(FAQs)
sked questions
ts and
sions of all our documen
training
s also a repository for
for
ations and notifications
Quick
Reference
Guide
A hard copy of the Quick
Reference Guide will
be provided to users in
training. Site coordinators
will receive an electronic
copy.
Glossary of acronyms
The following is a list of the acronyms mentioned
throughout implementation:
Acronym Description
AAR
Authorized Account Requestor
ACT
EChart Manitoba Add, Change,
Terminate Form
AS
Authorized Sponsor
CPL
Cadham Provincial Laboratory
CR
Manitoba Provincial Client Registry
DPIN
Drug Program Information Network
DSM
Diagnostic Services Manitoba
EMR
Electronic medical record
EPR
Electronic patient record
IC
Implementation coordinator
IT
Information technology
LIS Laboratory Information System
LMS
Learning Management System
MIMS
Manitoba Immunization Monitoring
System
PACS
Picture Archiving and Communication
System
PDN
Provincial data network
PHIA
Personal Health Information Act
PHIN
Personal Health Information Number
RHA
Regional health authority
RIS Radiology Information System
TCP/IP
Transmission control protocol /
Internet protocol
tml
anitoba-ehealth.ca/echart.h
orms
are available on the eHealth
above for details.
Desk for
nitoba eHealth Service
system:
with the eChart Manitoba
940-8500
6-999-9698
-8700
[email protected]
03/14
For more information
Web: www.echartmanitoba.ca
Email: [email protected]
Phone (toll-free): 1-855-203-4528
Fax: (204) 926-9148
16