Transcript Customizable End User Training - Community Care Information

Care Coordination Tool (CCT)
Application End User Training Guide
(CCT Viewing and CCT Authoring)
<< Month Year >>
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Update timing for each topic as needed
Agenda
Topic
Timing
1
Welcome and Introductions
2 mins
2
Session Preparation
20 mins
3
Purpose of the Session and Expected Outcomes
3 mins
4
CCT Background
5 mins
5
CCT Authoring Application - Including Hands-On Exercises
150 mins
6
Break
45 mins
7
Next Steps – End User Training Considerations
20 mins
8
CCT Viewing Application - Including Hands-On Exercises
100 mins
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Update slide to include your Health Link details
<< Insert HL name >> Health Link Change Team
Health Link Role
Individual
Executive Sponsor
<< insert name >>
Project Manager
<< insert name >>
Clinical Lead
<< insert name >>
Privacy Lead
<< insert name >>
Project Coordinator
<< insert name >>
Technical Lead
<< insert name >>
Training Lead
<< insert name >>
Business Analyst
<< insert name >>
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Update slide to include your Health Link details
<< Insert HL name >> Health Link
Health Service Providers (HSPs)
HSP
<< insert organization name >>
<< insert organization name >>
<< insert organization name >>
<< insert organization name >>
<< insert organization name >>
<< insert organization name >>
<< insert organization name >>
<< insert organization name >>
Organization Type
Family Health Team
Hospital
CHC
CCAC
CSS
CMH
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Author
Viewer
4
Session Preparation
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Participant Materials
Please refer to the following materials during the training session:
1. Participant Information:
• Internet browser requirements
• Link for launching CCT Authoring
• Link for launching CCT Viewing
• Participant list: names, user IDs, assigned client (name and date of birth)
2.
3.
4.
Hands-on exercises (CCT Authoring and CCT Viewing)
Sample Coordinated Care Plan
CCT Application End User Training Guide
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Logging in to the Session
•
Participants will access CCT Authoring and CCT Viewing using a supported
browser using the following links:
• CCT Authoring
https://usertraining.ccthealthlinks.ca/concerto/Login.htm
• CCT Viewing
https://209.183.12.121/concerto/Login.htm
•
Please refer to Participant Information for your assigned user ID
•
The password for all user IDs is: Welcome123
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Login Popups – Internet Explorer
Click Continue to this website
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Login Popups – Firefox
Click “I Understand the Risks”
to proceed
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Login Popups – Firefox (continued)
Click Add Exception to proceed
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Login Popups – Firefox (continued)
Click Confirm Security Exception
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Update slide to reflect your Health Link’s online
tool or delete if delivering face-to-face training
GoToMeeting Text Chat
•
•
•
You may use Text Chat to communicate
with the Moderator or the entire group
The first arrow indicates
how to access the Text Chat
The second arrow shows
where to select your recipient
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Purpose of the Session
•
This session is aimed at training End Users from participating HSPs on
CCT Authoring and CCT Viewing by:
• Providing hands-on experience in CCT Authoring and CCT Viewing
• Providing important privacy & security related considerations as detailed
in Appendix – A
• << insert additional points if necessary >>
• << insert additional points if necessary >>
Note: All sample data used in this training is fictitious and contains no actual
Personal Health Information (PHI)
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Update slide depending on users being trained
Expected Outcomes of Session
•
For End Users to:
• Gain hands-on experience on the use of CCT Authoring and CCT
Viewing
• << insert additional points if necessary >>
• << insert additional points if necessary >>
• << insert additional points if necessary >>
Note: Within the materials, when a
# is found on the bottom left of the page
relevant privacy & security information can be referenced in Appendix - A
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CCT Authoring
•
CCT Authoring allows End Users at an HSP to electronically create and
update Coordinated Care Plans
•
CCT Authoring is hosted by an Electronic Service Provider (ESP) and is
accessible via the Internet
•
Coordinated Care Plans are published from CCT Authoring to CCT Viewing
for sharing with appropriate Care Team members
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CCT Viewing
•
CCT Viewing allows Care Teams to view and share Coordinated Care Plans
across HSPs
•
The Integrated Assessment Record (IAR) is being leveraged for CCT Viewing
•
IAR is hosted at three Health Information Network Providers (HINPs)
•
Your Health Link will upload published Coordinated Care Plans from CCT
Authoring to the appropriate HINP for viewing
•
EMPI is the client / patient database that supports IAR / CCT Viewing
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CCT Information Flow
Standardized Assessments
Coordinated Care Plan
(CCP)
Common Assessments
(RAI, interRAI, OCAN)
Community
Care
3rd Party Vendor
Tools & AEM
Primary,
Acute and
Community
Care
Authoring Solutions
CCT Authoring
Viewing and Data Sharing
CCT Viewing
Health Service
Provider
Coordinated care
and support
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Client
17
Module 1 – CCT Authoring
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CCT Authoring Activities
Topic
Timing
1
Logging in to CCT Authoring (Login, Terms of Use, Home Screen)
5 mins
2
Searching for a Person (search by name and by Health Card Number)
15 mins
3
Creating a Coordinated Care Plan
20 mins
4
Capturing Consent Directives
10 mins
5
Publishing a Coordinated Care Plan
10 mins
6
Printing a Coordinated Care Plan (Summary and Detail Views)
10 mins
7
Updating Coordinated Care Plans (Edit, Save as draft, and Change status)
20 mins
8
Using the Document Tree and Timeline
10 mins
9
Reviewing the Publishing Log
10 mins
10 Secure Messaging
10 mins
11
10 mins
Using Worklists
12 Logging Out
5 mins
Note: Each activity includes a hands-on exercise / there will be one 15-minute break
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Activity 1 – Logging in to CCT Authoring
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Logging in to CCT Authoring
To log in follow
these steps:
1.
Enter User ID
2.
Enter Password
3.
Click Login button,
or press Enter
1
1
2
3
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CCT Terms of Use Agreement
Terms of Use
Agreement steps:
1.
Read the agreement
2.
Click the Accept
button
1
2
•
When an Author logs in to CCT, a Terms of Use Agreement screen will appear that outlines
privacy obligations in significant detail and is a binding legal agreement
•
Users must select the Accept button in order to proceed
2
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CCT Authoring Home Screen
Home Screen
elements:
1.
Menu List
2.
Person Search
3.
Recent Persons
3
• The Home Screen automatically appears when an author logs in to CCT Authoring
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Activity 2 – Searching for a Person
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Searching for a Person
•
The Person Search feature can be accessed from the Home Screen or by
using the Person Search icon on the menu bar
•
The search for a person in CCT Authoring can be done using two types of
search criteria:
• A valid Ontario Health Card Number, or
• Person attributes (First Name, Last Name and Date of Birth (DOB));
these are mandatory fields and represent the minimum information
required for a search
•
Transgender Male and Transgender Female are selectable values in the Sex
field within CCT Authoring. In CCT Viewing, however, the values are mapped
to Male and Female respectively
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Person Search - Important Considerations
•
When initiating the Coordinated Care Plan creation process for a new client /
patient, authors are encouraged to login to CCT Viewing and perform a
person search for the individual prior to adding them in CCT Authoring
•
Performing this initial search in CCT Viewing provides the author with the
opportunity to:
• Review any existing assessments already in place for the client / patient
• Review and verify the demographic information that is on record
• Utilize the validated demographic information to complete the My
identifiers section in CCT Authoring to assist with matching a
Coordinated Care Plan to existing client / patient records when the care
plan is published
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Person Search - First Name, Last Name and DOB
To perform a name
search:
1.
Enter a Last Name
2.
Enter a First Name
3.
Enter a Date of
Birth, either
DD-MM-YYYY, or
DD–MMM-YYYY
4.
Click the Search
button, or press
Enter
2
1
3
4
Output:
See Search Results
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Person Search - Health Card Number
To perform a Health
Card Number (HCN)
search:
1.
Enter a valid 9-digit
Ontario Health Card
Number
2.
Click the Search
button, or press
Enter
Output:
See Search Results
• This only works for Ontario Health Card Numbers
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Search Results
Search results:
1.
Person searched is
not known to CCT
Authoring
2.
Person searched is
known to CCT
Authoring
No result found for your search criteria. This could be because: (1) the criteria were misspelled (please check and resubmit); or (2) the data is not in
the system.
• Null Result - shows how the system responds when the individual being searched for is not known
to CCT Authoring. The user will need to manually create / add the client / patient and manually add
the demographics (My identifiers) for this individual as part of the care plan creation process
• CCT Result – A record for this client / patient from the local CCT Authoring database is returned
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Recent Persons
Recent Persons
displays a list of all
individuals whose
information has
recently been
viewed and provides
easy access. Simply
click anywhere on
the row to open the
Person Summary
Output:
The Recent Person list is
sorted by the following
categories:
1.
2.
3.
Today
Last 7 Days
Last 4 Weeks
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Recent Persons – Removing a Person
To remove a person
from the Recent
Persons lists:
1.
Click the checkbox
beside the person’s
name
2.
Click Remove
1
2
Output:
The person’s name is
removed from the list
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Hands-on Exercise 1
Searching for a Person
Steps
Actions
Hints
1
Log in to CCT Authoring
Refer to the Participant Information sheet
for your CCT Authoring credentials
2
Accept Terms of Use
Click Accept
3
From the Home Screen perform a Person Search
4
Enter your Last Name, First Name and Date of Birth
and click Search
5
Clear the search fields by clicking the Reset link
6
Perform a Health Card Number search for HCN #
4318263144
Enter the HCN in the Ontario Health Card
Number field and click Search
7
Review the View Person Summary and Coordinated
Care Plan Authoring tabs
Bring the client in-context by clicking on
the name appearing in the search results
8
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
Note how the system returns a “null” result
indicating that it has no record of you
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Activity 3 – Creating a Coordinated Care Plan
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Creating a Coordinated Care Plan
•
Coordinated Care Plans have three (3) mandatory sections
• My identifiers
• Consent directives
• My care team
•
Plus nine (9) additional sections: My health issues; My known current
allergies and medications; My plan to achieve my goals for care; My situation
and lifestyle; My recent health assessments; My most recent hospital visit;
My other treatments; My current supports and services; My appointments
and referrals
•
A Coordinated Care Plan User Guide containing detailed information on all of
the care plan sections and fields is directly accessible in CCT Authoring
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Creating a Coordinated Care Plan (continued)
To create a
Coordinated Care
Plan for a person
not known to the
system:
1.
Click the Add
Person link
1
Output:
My Identifiers section will
appear (see upcoming
slide)
• In this scenario users will create a Coordinated Care Plan. In this instance, a person attribute
search has returned a “null” result indicated that the individual searched is not known to the system
• To initiate the process of creating a Coordinated Care Plan, the user would click on the Add Person
link
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My Identifiers Section
My identifiers
contains client
demographics
The five mandatory fields
have an asterisk and all
fields with a + sign will
appear on summary
reports
1
To Choose a Health
Link for the client:
1.
Click the Add button
• Clicking the Add button will insert the Health Link associated with your authoring account
• Authors that are affiliated with more than one Health Link will have the option of selecting the
Health Link associated with the client
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My Identifiers Section (continued)
Within each section
there are different
types of fields for
data entry
1
For example:
1.
Type-ahead fields
present a list of predefined entries after
the three (3)
characters are
entered
2.
Free text fields
3.
Drop-down lists
•
With type-ahead fields, you can enter any three characters (e.g., entering the letters “phy”
returns Family Physician)
Most pick lists and drop-down lists include:
•
• An option to select “Other”, that allow the user to enter free-form text
• The Option “Decline to answer” Confidential for Discussion Purposes Only
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3
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Saving a Coordinated Care Plan Section
To complete the My
identifiers section,
or any other section:
1.
Click the Save
button
Output:
See View Person
Summary screen on the
next slide
1
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View Person Summary Screen
View Person
Summary tab screen
elements:
1.
In-context bar
2.
Coordinated Care
Plan Authoring tab
3.
Document Tree
4.
Demographics
5.
Timeline
6.
Published
Coordinated Care
Plans
1.
2.
3.
4.
5.
6.
1
2
4
3
5
6
In-context bar showing current client, their DOB and age in years, sex, HCN, and affiliated Health Link
Coordinated Care Plan tab that is used to navigate to the various sections of the Coordinated Care Plan
Document Tree explored in greater detail in subsequent slides
Demographics panel that displays basic information regarding the current client
Timeline explored in greater detail in subsequent slides
Published Coordinated Care Plans list
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Coordinated Care Plan Authoring Tab
Coordinated Care
Plan Authoring tab
elements:
1.
Status bar showing
Current Status and
Last Published /
Updated information
2.
Jump to, Expand
All, and Collapse
All section
navigation controls
3.
The various sections
of the Coordinated
Care Plan
4.
Section status icons
1
2
3
4
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Coordinated Care Plan Authoring Tab (continued)
Other controls on
Coordinated Care
Plan Authoring tab:
1.
Publish button
2.
Change Status
3.
Print Draft
4.
Message All Authors
5.
User Guide
1
2
3
4
5
1.
2.
3.
4.
Publish button that will turn from grey to blue once the mandatory sections are completed
Change Status link which will be explored in greater detail further along in this presentation
Print Draft link that can be used to produce a draft version of the care plan in PDF format
Message All Authors link which will also be explored in greater detail further along in this
presentation
5. User Guide which will open the Coordinated Care Plan User Guide in PDF format
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Hands-on Exercise 2
Creating a Coordinated Care Plan
Steps
Actions
Hints
1
Return to the home screen by clicking the Home link
Look for Home link in top right-corner
2
Refer to the Participant Information sheet and search
for your Assigned Client using the Last Name, First
Name, and Date of Birth search
Note how the search returns a null result,
indicating that the person is not known to
the system
3
Click the Add Person link, then proceed to complete
the fields Given Name, Surname and Date of Birth
in the My Identifiers section
Refer to the Participant Information sheet
for this information
4
Complete the mandatory fields by selecting a Gender
and by clicking Heath Link field +Add button
Clicking +Add will insert the Health Link
assigned to your User ID
5
Also complete the Mother Tongue and Religion fields
in the My Identifiers section
Type the first 3 characters of the Mother
Tongue language and see how the autotext feature works
6
Save the My Identifiers section
Scroll to bottom and look for a blue Save
button
7
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 4 – Capturing Consent Directives
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Capturing Consent Directives
•
Authors must record the client response for consent to share questions
•
If consent is provided by anyone other than the client, the details of who
provided consent and their relationship to the client must be captured
•
Clients can provide one-time or ongoing consent
•
Consent directives is one of three mandatory care plan sections that must be
complete before a Coordinated Care Plan can be published
4
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Capturing Consent Directives (continued)
To capture the client
consent directives:
1.
Click Create >> on
the Consent
directives section
header
1
Output:
The Consent directives
section appears (see
next slide)
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Capturing Consent Directives (continued)
Consent directives
has 3 mandatory
questions:
Key Notes: a) if ‘No” is
selected for question
two, an additional
mandatory field for the
name and relationship of
the substitute decision
will appear, and b) if ‘No’
is selected for question
three, the Consent
directives section will
have to be revisited prior
to publishing each time
the care plan is updated
1.
To complete the
section click the
Save button
1
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Hands-on Exercise 3
Capturing Consent Directives
Steps
Actions
Hints
1
Create the Consent directives section
Click on Create >>
2
Observe what happens if you select No to the second
question
An additional field will appear
3
The client agrees to granting ongoing consent for
sharing the Coordinated Care Plan. Answer Yes to all
three questions
Select Yes
4
Save the Consent directives section
Click the Save button
5
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 5 – Publishing a Coordinated Care Plan
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Publishing Considerations
•
Until all mandatory fields within the three mandatory sections are completed,
authors can only save the Coordinated Care Plan locally
•
The “Publish” feature only becomes available when all three mandatory
sections of the Coordinated Care Plan are completed
•
Each Health Link will set the criteria for when the publishing of care plans will
take place to suit the requirements of their business process
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Publishing a Coordinated Care Plan
My care team is the
third and last
mandatory section
that must be
completed prior to
publishing
To open the section:
1.
1
Click Create >> on
the My care team
section header
Output:
The My care team
section appears (see
next slide)
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Other Field Types
Other types of data
entry fields that
authors will
encounter
1.
Add Row fields that
will insert an
additional row for
capturing multiple
entries
1
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Other Field Types (continued)
Other types of data
entry fields that
authors will
encounter:
1.
1
Fields that will
expand
automatically to
include additional
detail as soon as an
entry is made
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Publishing a Coordinated Care Plan (continued)
My care team has
three mandatory
fields and at least
one row must be
entered prior to
saving
After making your
entries, to complete
the section:
1.
Click the Save
button
1
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Publishing a Coordinated Care Plan (continued)
Once the three
mandatory sections
are completed, the
Publish button turns
blue
1
To Publish a
Coordinated Care
Plan:
1.
Click the Publish
button
Output:
User will be prompted to
confirm
2.
Click Publish a
second time to
confirm
2
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Hands-on Exercise 4
Publishing a Coordinated Care Plan
Steps
Actions
Hints
1
Add at least one provider to the care team using
information provided in the sample Coordinated Care
Plan
Look for My care team section
2
Add at least one physical health condition using
information provided in the sample Coordinated Care
Plan
Look for My health issues section
3
Add at least one medication using information
provided in the sample Coordinated Care Plan
Look for My known, current medications
and allergies section
4
Add at least one care plan goal using information
provided in the sample Coordinated Care Plan
Look for My plan to achieve my goals
for care
5
Fill in as many fields as time permits in My situation
and lifestyle
Refer to sample Coordinated Care Plan
6
Publish the care plan
Look for the Publish button
7
Confirm that the care plan is ready for publication
Click Publish
8
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 6 – Printing a Coordinated Care Plan
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Printing a Coordinated Care Plan
•
Prior to generating a PDF version of the care plan, the system will
display a notification of the user’s obligations to ensure the proper
handling of personal health information
•
The headers and footers of the printed Coordinated Care Plan report
will identify the type of report: Draft, Provider copy, Person copy
•
Details of care plan PDF generation date, time, and user are also
included in the header / footer
5
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Printing a Coordinated Care Plan (continued)
From the View
person Summary tab
you can open a
Summary or Details
view of the
Coordinated Care
Plan:
1.
Click either the
Summary or
Details link
Output:
System will display CCP
Details (see next slide)
1
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Printing a Coordinated Care Plan (continued)
Summary screen
elements:
1.
Jump to control
2.
Details link to
toggle to the
detailed view
3.
Print (Provider) link
to generate a Care
Provider version
PDF
4.
Print (Person) link
to generate a client
version PDF
1
2
3
4
Next Step
Click Print (Provider)
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PHIPA Compliance Notification
A PHIPA compliance
notification will
appear whenever a
PDF version of a
care plan is
generated
1
To proceed:
1.
Click OK
5
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Coordinated Care Plan PDFs
A PDF version of a
Coordinated Care
Plan Summary will
open in a new
windowlet
To send to printer:
1.
1
Click the Printer
icon
To return to CCT
Authoring:
Close the windowlet
• The appearance of the PDF version of the care plan and location of screen controls may vary
depending upon which version of Adobe Reader is installed on the local workstation
• Users must follow their HSP’s regulations regarding the saving of care plans to local workstations
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Hands-on Exercise 5
Printing a Coordinated Care Plan
Steps
Actions
Hints
1
Print a draft copy of the Coordinated Care Plan
From the Care Plan Authoring tab look for
the Print Draft link
2
Respond to PHIPA compliance advisement and
review the PDF version of the care plan
Click OK
3
Print (Provider) and Print (Person) detailed versions
of the Coordinated Care Plan
From the View Person Summary tab look
for the Details link, then Print (Provider)
and Print (Person)
4
Respond to PHIPA compliance advisement(s) and
review the PDF versions of the care plan
Click OK
5
Close all PDFs
Click X in top-right corner of each PDF
6
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Break
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Activity 7 – Updating a Coordinated Care Plan
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Updating a Coordinated Care Plan
•
Care plans can be updated as needed by authors
•
When revising previously saved care plan sections, authors will be required
to select Review and then Edit
•
The option to Save as Draft can be used to save entries made to care plan
sections that are incomplete, allowing authors to retain work their in progress,
then complete and save the section when time permits
•
The Coordinated Care Plan User Guide is directly accessible in CCT
Authoring
•
The status of the care plan can also be changed from Active to Inactive
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Opening a Coordinated Care Plan Section
With the client incontext and working
from the
Coordinated Care
Plan Authoring tab:
1
To edit a previously
saved section:
1.
Click Review >> on
the section header
Output:
Section will open in
review mode (see next
slide)
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Editing a Coordinated Care Plan Section
To begin editing the
section:
1.
Click Edit button
Output:
Section will open in edit
mode (see next slide)
1
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Saving a Coordinated Care Plan Section
To save updates to
the section:
1.
Click the Save
button
Output:
Section will close (see
next slide)
Other button
functions (see
below):
2.
Save as Draft
3.
Revert
4.
Cancel
1
2
3
4
• Save as Draft will save all entries but keep the section in draft mode and prevent the care plan
from being published until such time as the section is edited and saved
• Revert will reverse all entries/edits that have been made since the last save
• Cancel will close the section without saving changes
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Creating a Coordinated Care Plan Section
With client incontext and working
from the
Coordinated Care
Plan Authoring tab
1
To create a section:
1.
Click Create >> on
the section header
Output:
Section will open in edit
mode (see next slide)
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Using Save as Draft
To save entries:
1.
Click the Save
button, or
2.
Click the Save as
Draft button
Output:
Section will close
1
2
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Changing Care Plan Status
To change care plan
status:
1.
Click the Change
Status link
Output:
The Change Status
screen will open (see
next slide)
1
• Care plan status changes can occur if a client is no longer having their care provided
by the Health Link, or moves away from the area served by the HSP
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Changing Care Plan Status (continued)
To continue the
change care plan
status process:
2.
Click the Edit button
Output:
You will be prompted to
enter the details of the
change (see next slide)
2
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Selecting Status and the Reason for Change
Conclude the
change care plan
status process:
3.
Select appropriate
Status
4.
Enter the date of
status change
5.
Select a Status
Reason
6.
Click the Save
button
3
4
5
6
Output:
(See next slide)
• Remember to Publish the care plan after a status change
• If client / patient is deceased you can enter a date of death (requires month and year only)
• IMPORTANT NOTE: Changes to Status and Consent Directions are not reflected in Last Updated
Date
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Viewing the Current Status
Inactive status and
the reason will
display in red
typeface:
1.
1
Click the Publish
button and confirm
when prompted
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Hands-on Exercise 6
Updating a Coordinated Care Plan
Steps
Actions
Hints
1
Open the care plan for your Assigned Client and
add at least one health condition to the My health
issues section
Look for the Create >> on the section
header and using the Sample Coordinated
Care Plan enter a Physical health
condition
2
Save your entry in My health issues
Click the Save button
3
Add at least one medication to the My known,
current allergies and medications section
Look for the Create >> on the section
header and using the Sample Coordinated
Care Plan enter a medication
4
Save your entry in My known, current allergies and
medications
Click the Save button
5
Explore the Change Status feature
Click the Change Status link , then click
Edit
6
Change the Status selection to Inactive and explore
the available Status Reason selections
Click Cancel, so that the care plan will
retain the default status of Active
7
Publish your updated care plan
Click Publish and confirm by selecting
Publish a second time when prompted
8
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 8 – Using the Document Tree and Timeline
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The Document Tree and Timeline
•
The Document Tree and Timeline provide an overview of all published care
plans for the client that is currently in-context
•
Document Tree indicates total number of care plans published and the
number of unread care plans
•
Default Timeline displays a 24-month timeframe
•
Zoom and reset features can be used to customize the Timeline view
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Using the Document Tree and Timeline
In View Person
Summary tab, the
Document Tree
displays the count
of all Coordinated
Care Plans for the
client
To expand the
display:
1.
1
Click on
Coordinated Care
Plan
Output:
Note how the Document
Tree can be expanded to
display complete care
plan details
• The published Coordinated Care Plans for the client will be listed with the most recent first
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Document Tree Features
From the View
Person Summary
tab, the Document
Tree displays the
count of all
Coordinated Care
Plans for the client
1
To expand the
display:
1.
Click on one of the
Coordinated Care
Plans
Output:
The Details view of the
care will be displayed
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View Person Summary
To return to the View 1
Person Summary
display:
1.
Click on View
Person Summary
tab
Output:
The View Person
Summary including the
Timeline will be
displayed
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The Timeline and Zoom-in
The Timeline
displays a 24-month
published care plan
view
1
To zoom-in on
publishing events:
1.
Hold down the leftmouse button and
sweep across a
small segment of the
Timeline
2.
Release the mouse
button
Output:
The shortened time
segment will be
displayed
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Opening Coordinated Care Plans from the Timeline
To display individual
care plan publishing
details:
1.
Hover the mouse
pointer over the
publishing event
1
To open a care plan
from the Timeline:
1.
Click on the
publishing event
Output:
The care plan will be
displayed
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Reset Zoom on the Timeline
To revert the
Timeline back to the
24-month default
display:
1.
Click the reset
zoom link
Output:
The default Timeline will
be displayed
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Hands-on Exercise 7
Using the Document Tree and Timeline
Steps
Actions
Hints
1
Navigate back to the View Person Summary tab
Select View Person Summary
2
Explore the Document Tree
Click on Coordinated Care Plan
3
Expand the Document Tree panel
Use <-> mouse pointer to resize the panel
4
Zoom in on the Timeline
Hold down the mouse button to select a
small section of the Timeline
5
Return the Timeline to its default 24-month view
Click the reset zoom link
6
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 9 – Reviewing the Publishing Log
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Publishing Log Considerations
•
All authors have access to the Publishing Log
•
Review the Publishing Log to verify the status of publishing events
•
Access via the left-hand menu bar
•
Successful publishing events will display four (4) messages. Identify the
message that has the transaction number. This signifies a confirmation from
CCT Viewing (IAR) that the associated Coordinated Care Plan has been
successfully published and is accessible to all care team members with valid
CCT Viewer credentials
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Accessing the Publishing Log
Navigate to the
Home Screen:
1.
1
Click the Home link
Output:
The Home Screen with
left-hand side menu bar
will be displayed
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Searching the Publishing Log
To access the
Publishing Log:
1.
Click Publishing
Status on the menu
bar
2.
Then click
Publishing Log
1
2
Output:
The Publishing Log
search screen will be
displayed
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Search by Author and Date
To search for care
plans published by a
specific author:
1.
1
Click the
magnifying glass
icon next to Author
Output:
The Author Search By
Org screen will be
displayed
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Reviewing the Publishing Log (continued)
After entering the
author’s name or
User ID:
1.
Click the Search
button
2.
Then select the
author’s name from
the search result list
1
2
Output:
The Publishing Log
search screen will be
displayed
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Search by Author and Date (continued)
Refine your search
by specifying a
From / To date
range:
1.
Click the Calendar
icon(s) to open the
current month
calendar
2.
Select the
respective From / To
dates
3.
Click the Search
button
1
2
3
Output:
The Publishing Log
results will be displayed
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Hands-on Exercise 8
Reviewing the Publishing Log
Steps
Actions
Hints
1
Return to the Home Screen
Click the Home link
2
Expand the Publishing Status item on the menu bar
Click on Publishing Status
3
Open the Publishing Log
Click on Publishing Log
4
Search for care plans that you have published
Click the search (magnifying glass) icon
next to Author and select your assigned
login ID
5
Initiate the search
Click the Search button
6
Review the search results
You will see four (4) entries for each
publishing event
7
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 10 – Secure Messaging
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Secure Messaging Considerations
•
The Secure Messaging feature within CCT Viewing provides the ability to
reach a broader audience (Authors and Viewers) so authors are encouraged
to use CCT Viewing for the majority of their messaging activities
•
CCT Authoring and CCT Viewing messaging are NOT connected
•
Messages sent and received can be deleted, however this is only a “soft
delete”. Messages are not deleted from the system
•
All messaging activity is tracked in the system audit trail
•
Within CCT Authoring, Secure Messaging allows authors to message one or
more members of the authoring care team by selecting Last Published By,
or Last Verified By links directly within a Coordinated Care Plan or by
selecting Message All Authors
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Setting CCT Viewing ID
To set your CCT
Viewing user ID:
1.
Enter your CCT
Viewing user ID
2.
Click the Update
Preferences button
1
2
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New Messages
Working from the
Home Screen, to
access Messaging
functions:
1.
Click Messaging on
the menu bar
1
2
To create a new
message:
2.
Click New Message
Output:
The New Message
windowlet will be
displayed
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Searching for a User Address
To address the
message:
1.
Click To: button
Output:
The Public User Search
windowlet will be
displayed
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Composing and Sending a Message
From User Search
windowlet, enter a
search, or scroll the
list of users:
1.
Click the name of
user to send
message to
2.
Enter a Subject
3.
Type the message
4.
Click the Send
button
Output:
1
2
3
4
The message will be sent
•
It is important to ensure you have selected the RIGHT recipient
•
Messages sent to incorrect recipients containing client / patient information constitute a
privacy breach
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Viewing Received Messages
To display
messages received:
1.
Under Messages
click Received
Messages
1
To display
messages sent:
2.
Under Messages
click Sent
Messages
2
• Alternatively, click the New Message(s) icon next to your login name
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Messaging All Authors
To message all
authors from within
a Coordinated Care
Plan:
1.
2.
3.
1
Click Message All
Authors
Type the message
Click the Send
button
Output
2
The message will be sent
to all authors
3
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Hands-on Exercise 9
Secure Messaging
Steps
Actions
Hints
1
On the menu bar, expand the Messaging item
Click on Messaging
2
Send a message to the user ID that you logged in
with
Click New Message, click the To… button
and enter a User ID search for your user
ID, then click Search, send a brief
message
3
Explore Received Messages
Click Received Messages
4
Explore Sent Messages
Click Sent Messages
5
Open the care plan for your Assigned Client and
send a message to all authors
Click Message All Authors
6
Go to Received Messages to review your message
Note your Assigned Client name under ID
7
Open the message and click your Assigned Client
name to go directly to their Coordinated Care Plan
Note the Patient: link under the Subject
8
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 11 – Managing Worklists
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Managing Worklists
•
Allows the user to categorize and organize their workload
•
Worklists are unique to each user and cannot be shared
•
Worklists can be renamed to match individual user preferences
•
Each worklist can contain up to 50 names
•
When the 50 name limit is exceeded, names that have been on the worklist
the longest will drop off
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Adding a Client to a Worklist
To add a client to a
worklist, with the
client in-context:
1.
Click Worklists
button
1
Output:
The six (6) default
worklists will be
displayed
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Adding a Client to a Worklist (continued)
Select a worklist to
add the client to:
1.
1
Click one of the
Worklist buttons
Output:
The worklist button on
the In-context bar will
change to the selected
colour
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Accessing Worklists
Another way to
access Worklists,
working from the
Home Screen:
1.
Under Common,
select Worklists
1
Output:
All six (6) worklists will
be displayed, showing all
of the clients on each
worklist
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Renaming Worklists
To rename a
Worklist:
1.
Click the Rename
link
2.
Enter a new name
for the worklist
3.
Click the Save link
1
2
3
Output:
Worklist will be displayed
with its new name
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Hands-on Exercise 10
Managing Worklists
Steps
Actions
Hints
1
Add your assigned client to the Red worklist
With your assigned client in-context, click
the Worklists button
2
Rename the Red worklist to New Clients
From the Home Screen, expand the
Worklists item, select the Red worklist,
click the Rename link, enter the name
New Clients and click Save
3
Remove your assigned client from a worklist
Click the checkbox next to your assigned
client name, and click the Remove button
4
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 12 – Logging Out of CCT Authoring
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Logging Out of CCT Authoring
•
Properly closes out your user session
•
System has a built-in timeout feature (30 mins) but best practice for
safeguarding your CCT credentials is to log out before stepping away from
the workstation
1
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Logging out of CCT Authoring (continued)
To log out of CCT
Authoring:
1.
Click the Logout
button
1
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Hands-on Exercise 11
Logging out of CCT Authoring
Steps
1
Actions
Hints
Log out of CCT Authoring
In the top-right corner of the screen, click
Logout
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Break
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Module 2 – CCT Viewing
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Update timing for each topic as needed
CCT Viewing Activities
Topic
Timing
1
Logging in to CCT Viewing
3 mins
2
10 mins
3
Managing My Details
Searching for a Person
4
Viewing Client / Patient Records
10 mins
5
10 mins
6
Using the Document Tree and Timeline
Viewing Coordinated Care Plans and Other Assessments
7
Printing a Coordinated Care Plan
5 mins
8
Managing Worklists
10 mins
9
Secure Messaging
30 mins
10 mins
10 Logging Out
10 mins
2 mins
Note: Many of the activities include a hands-on exercise
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Activity 1 – Logging in to CCT Viewing
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Logging in to CCT Viewing
•
A username and password are required to gain access to the application
•
A default password will be assigned when the account is first set up
•
When the user enters the username and default password for the first time,
the system will prompt the user to change the password
•
Passwords are case-sensitive, but User IDs are not
•
Passwords must be at least 8 characters in length, will expire after 90 days
and must be reset at that time
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Logging in to CCT Viewing (continued)
To log in to CCT
Viewing:
1.
Enter User ID
2.
Enter Password
1
2
3.
Click Login button
or press Enter
3
Output:
The Terms of Use
disclaimer screen will
appear each time you log
in
1
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Accepting the Terms of Use
To accept the Terms
of Use:
1.
Read the Terms of
Use
2.
Click Accept button
to proceed 1
2
• When a user logs in to CCT Viewing, a Terms of Use disclaimer screen appears. The user must
click the Accept button to proceed
• If you do not accept the Terms of Use, click on the Cancel link to return to the Login screen
without accessing the system
2
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Homepage
Output:
The Homepage
automatically appears
upon log in
1
2
It contains the
following components:
1.
Menu Bar
2.
Person Search
3.
Recent Persons
3
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Menu Bar
Left menu bar features:
1.
Autohide – hide menu bar
2.
Common – My Details / Worklists
3.
Messaging – securely message
other users
4.
Worklists – manage worklists
5.
Person Search – search for
clients / view recent persons list
1
3
6
Home – return to Homepage
7.
Messages – number of unread
messages
8.
My Details – go to My Details
9.
Help - access online help
7
9
8
10
4
Top menu bar features:
6.
2
5
10. Logout – end session
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Activity 2 – Managing My Details
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Managing My Details
My Details is located in the Common tab on the menu bar and allows users
to configure their system settings. Individuals can:
• Change their passwords
• Set a security question that they can use in case they have forgotten
their password
• Set inactivity logout
• View information about their roles, groups, and organization
• Define an external email address to receive alerts when the user
receives a portal message in CCT Viewing. This external email alerts will
never contain Personal Health Information (PHI)
• Select notification option(s) for portal messaging
•
3
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My Details
My Details allows
users to configure
user-based system
settings
1.
Change my
password
2.
Set my security
question
3.
Set inactivity logout
duration
1
3
2
3
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My Details (continued)
To access My
Details:
1.
Click My Details on
the Common menu
bar
1
Output:
The My Details window
is displayed
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Password Considerations
•
•
•
•
•
3
Passwords are case-sensitive, must be at least 8 characters in length, and
contain the following:
• At least one upper-case character
• At least one numeric character
• At least one special character ($ / ! / ?)
Passwords will expire after 90 days and must be reset at that time
If a user forgets their password, they may select the Forgot Your
Password? link on the Login screen to reset the password
• Note: This will only work if the user has previously defined a security
question
After three (3) failed attempts to enter a correct password, user accounts will
automatically be disabled for 24 hours. Users will have to contact their User
Coordinator for assistance with resetting their password
In this session: Do NOT change your password
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My Details – Changing My Password
To change a
password:
1.
Click the Change
Password link
2.
Type your current
password
3.
Type your new
password
4.
Confirm the new
password
5.
Click Change
Password
6.
Click Update
Preferences
Output:
The user password is
changed
1
1
6
2
3
4
5
6
3
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My Details – Setting My Security Question
A security question
and answer can be
used to authenticate a
user in the event that a
password is forgotten
The user can choose
from a list of predefined
security questions
Users will be prompted
to enter their current
password for
verification
Use this function to
change your security
question and answer,
as required
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My Details – Setting My Security Question (continued)
To set a security
question:
1.
Click the Set
Security Question
link
2.
Select a question
from the Security
Question dropdown
menu
3.
Type your answer
4.
Type your password
5.
Click OK
6.
Click Update
Preferences
1
1
6
2
3
Output:
The security question will
appear if you need to
reset your password
4
5
6
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Resetting a Password – Using Security Question
If a user forgets their
password, they will
have to reset the
password. To reset a
forgotten password:
1.
Click the Forgot
your password?
link on the Login
screen
2.
Type your User ID
3.
Click Submit
Output:
1
2
3
If a security question has
been setup, the system
will prompt you to answer
the question
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My Details – Inactivity Logout
To set the inactivity
logout duration:
1.
Click the drop-down
menu beside
Inactivity Logout
2.
Select the desired
duration
3.
1
2
3
Click Update
Preferences
Output:
The inactivity logout is
changed
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My Details – External Email Notification Settings
To define your
external email
notification settings:
1.
Select yes to the
notification prompt
“Send me a portal
message. . .”
2.
Select a notification
option
3.
Enter an external
email address to
send notifications to
4.
Click Update
Preferences
2
3
4
Output:
1
Notification settings are
updated
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Activity 3 – Searching for a Person
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Searching for a Person
•
•
•
•
•
Person Search is accessed from the Homepage or by clicking the Person
Search link on the menu bar
The search for a person in CCT Viewing can be done using two types of
search criteria:
• A valid Ontario Health Card Number, or
• Person attributes (First Name, Last Name and Date of Birth (DOB));
these are mandatory fields and represent the minimum information
required for a search
Other demographic information can be used to add detail to your search
The more data you enter into the search fields, the more accurate your
search results will be
CCT Viewing does not require an exact match for Street Address or Postal
Code
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Person Search by Health Card Number
To perform a Health
Card Number
search:
1.
Enter a valid 9-digit
Ontario Health Card
Number
2.
Click Search or
press Enter
1
2
Output:
Search Results are
displayed
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Person Search by First Name, Last Name, DOB
To perform a Person
Search from the
Homepage:
1.
Enter Last Name
2.
Enter First Name
3.
Enter Date of Birth
4.
Click Search or
press Enter
1
3
2
4
Output:
Search Results are
displayed, sorted by last
name
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Person Search Menu
To perform a Person
Search from the
menu bar:
1.
Click Person
Search from the left
menu
2.
Click the Person
Search option
3.
Enter Last Name
4.
Enter First Name
5.
Enter Date of Birth
6.
Click Search or
press Enter
1
2
3
5
4
6
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Person Search Results
Person Search
results displayed
are:
1.
Score
2.
Last Name
3.
First Name
4.
Alias
5.
Sex
6.
Date of Birth
7.
City
8.
Phone number
3
1
2
4
5
6
7
8
Click Clear to clear the information from the search fields.
•
The Score indicates the probability of a match to a person in the client / patient registry, or
Enterprise Master Patient Index (EMPI)
•
The higher the number, the better the match to the search criteria entered
•
Transgender Male and Transgender Female from CCT Authoring are mapped to Male and
Female in CCT Viewing
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Person Search Results (continued)
Person Search
results:
1.
Person searched for
is not found
1
2.
Person searched for
is found
2
• No match may be found from your search because a person is not in the system. Note: The person
may also have withheld consent for sharing of their demographic information
• If the search function returns multiple results, it indicates the possibility that more than one person
with similar demographic information is known to the system. If this occurs, we recommend that
users retry the search being careful to ensure that all of the individual’s demographic information is
entered accurately
• If the system still returns multiple results, be careful to select the individual with a) the highest score,
and b) the closest matching last name, first name, and date of birth
4
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Recent Persons
Recent Persons
displays a list of all
individuals whose
information has
recently been
viewed and provides
easy access. Simply
click anywhere on
the row to open the
Person Summary
1
Output:
The Recent Person list is
sorted by the following
categories:
1.
2.
3.
4.
5.
2
Today
Last 7 Days
Last 4 Weeks
Last 12 Months
All Previous
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Recent Persons – Removing a Person
To remove a person
from the Recent
Persons lists:
1.
2.
Click the checkbox
beside the person’s
name
Click Remove
1
2
Output:
The person’s name is
removed from the list
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Hands-on Exercise 1
Searching for a Person
Steps
Actions
Hints
1
Log in to CCT Viewing and accept the Terms of Use
Agreement
Refer to the Participant Information sheet
for your CCT Viewing credentials
2
Using Person Search, enter your Last Name, First
Name and DOB and click Search, or press Enter
Note how the system returns a “null” result
indicating that it has no record of you
3
Clear the search fields by clicking the Clear button
4
Perform a Health Card Number search for HCN #
4318263144
5
Click on the search result to bring the client into
context
6
Return to Person Search and search for Last Name
Catmint, First Name Blue, with the Date of Birth
22-06-1927
7
Click on the search result to bring the client into
context
8
Return to the Homepage by clicking the Home button
and review the Recent Persons list
9
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
Enter the HCN in the Ontario Health Card
Number field and click Search
Enter the Last Name, First Name, Date of
Birth, and click Search
Note how all the persons you have
recently had in-context appear in the list
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Activity 4 – Viewing Client / Patient Records
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Viewing Client / Patient Records
•
A client / patient record is displayed by selecting a person from the search
results of the Person Search
•
The client record includes the following information:
•
•
•
•
Document Tree
Person Demographics
Timeline
Assessments
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Viewing Client / Patient Records (continued)
Client records are
viewed by selecting
a person from the
search results list:
1.
1
Click the client
name in the Search
Results
Output:
The client record is
displayed in Summary
View
4
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Displaying the Summary View
The Summary View
of the client record
is displayed when a
person is selected
from the Search
Results. The
information
displayed includes
the following:
1.
Document Tree
2.
Person
Demographics
3.
Timeline
4.
Assessments
2
1
3
4
4
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Activity 5 – Using the Document Tree and Timeline
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Person Demographics
The Person
Demographics
window displays the
person's personal
and contact details,
and can be used to
check that the
correct person has
been selected. It
includes:
1.
The person’s name
2.
Health Card Number
(if available)
3.
Personal information
4.
Address details
5.
Aliases (preferred
name)
Person Demographics Details
2
1
3
4
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The Document Tree
The Document Tree is
found on the left side
of the Summary View
and provides links to
view the assessments
for a person
1.
Filter documents
2.
Expand or shrink
width of Document
Tree icon
3.
Mark all documents as
read/unread
4.
Hover over a document
and click to mark just
that document as
read/unread
5.
Count of unread / total
# of documents
1
3
5
2
4
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Using the Document Tree to View a Care Plan
The Document Tree
displays a list of all
care plans /
assessments for the
client
To view a list of care
plans /
assessments:
1.
1
Click on a folder to
expand it and
display the contents
Output:
The care plans /
assessments for the
client are displayed with
most recent on top
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Using the Document Tree to View a Care Plan
(continued)
The Document Tree
displays a list of all
assessments for the
client
1
To view an
individual
Coordinated Care
Plan:
1.
Click on a care plan
in the Document
Tree
Output:
The Detailed view of the
Coordinated Care Plan
for the client is displayed
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Document Tree – Return to Summary View
To return to the
Summary View:
1.
Click Assessment
Listing in the
Document Tree , or
2.
Click the
Assessment
Listing tab
2
1
Output:
The Summary View of
the client record will be
displayed
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Document Tree – Filtering
To filter and view
assessments and
care plans uploaded
during different time
periods:
1.
Click the eye icon
to open the display
window
2.
Select a time frame
3.
Click Apply
1
2
Output:
Only documents
uploaded during the
selected time frame are
displayed
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Assessments List
The Assessments
list displays client
assessments and
Coordinated Care
Plans at the bottom
of the screen
To see the contents
of an Assessment or
Coordinated Care
Plan:
1.
Click the Summary
or Details link
beside the
document
1
Output:
A Summary or Details
view of the Coordinated
Care Plan is displayed
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Timeline
The Timeline
provides an
overview of all
assessments over
the preceding 24
months
Timeline Default view
Assessment types are
listed on the left of the
Timeline
A corresponding coloured
circle will appear in the
timeline, above the date
that the assessment was
updated or completed
Timeline – Restricted Document view
If the client has denied
consent to share an
assessment or care plan a
Restricted documents
exist message is
displayed
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Restricted Documents
•
•
•
•
Consent directives apply to all Coordinated Care Plans and Assessments
stored in CCT Viewing. Clients / patients will either grant or deny sharing of
their Coordinated Care Plans and Assessments
CCT Viewing receives and enforces the "document level" consent directive
that is included with each version of a published Coordinated Care Plan
All versions of a Coordinated Care Plan "inherit" the document level consent
directive of the last published version. For example, if the first 4 versions of a
care plan included granted consent, all 4 are displayed. If the 5th version
includes denied consent, all 5 versions of the care plan are suppressed from
display. You will see "Restricted documents exist“
This is not true for document level consent for other assessments. Each
assessment has its own consent directive
Note: For more information regarding consent directives and their use, please
consult your Privacy Officer or the CCT Privacy & Security Implementation Trainthe-Trainer Guide
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Timeline – Zoom View
To zoom in on the
Timeline to get more
details about when a
Coordinated Care
Plan was published:
1.
2.
Place your mouse
on the area of the
timeline to be
expanded. Hold
down the left mouse
button and drag it
Click Reset zoom to
return to the default
Timeline view
Timeline Default view
Timeline Zoom view
2
Output:
1
The shorter period of
time close to the date the
document was published
will be displayed
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Timeline - Tooltip
To view information
about Coordinated
Care Plans on the
Timeline:
1.
Hover the mouse
over the circle
representing the
care plan
1
Output:
A tooltip with detailed
information about the
document is displayed
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Timeline – Viewing a Coordinated Care Plan
To access a
Coordinated Care
Plan from the
Timeline:
1.
1
Click the circle on
the Timeline
Output:
A Detailed view of the
Coordinated Care Plan is
displayed
Clicking on the
Summary button will
display a Summary view
of the Coordinated Care
Plan
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Activity 6 – Viewing a Coordinated Care Plan
and Assessments
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Viewing a Coordinated Care Plan (Detailed View)
A Coordinated Care
Plan can be viewed
in Detailed or
Summary View
To view the contents
of a Coordinated
Care Plan:
1.
1
Click on a
Coordinated Care
Plan in the
Document Tree
Output:
A Detailed view of the
Coordinated Care Plan is
displayed
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Coordinated Care Plan (Summary View)
Once in the
Coordinated Care
Plan, a user can
toggle between
Detailed and
Summary View
1
From the Detailed
view:
1.
Click the Summary
button
Output:
The Summary View of
the Coordinated Care
Plan is displayed
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Navigating a Coordinated Care Plan
A user can navigate
between various
sections of the
Coordinated Care
Plan to view client
information
1.
1
Click the Jump to
drop-down menu
Output:
The selected section of
the Coordinated Care
Plan is displayed.
• The Jump to section control provides a quick means to navigate the sections of the care plan
• The Detail button allow users to toggle to a Detailed view of the care plan
• The Print button generates a printable PDF version of the care plan
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Viewing a Coordinated Care Plan (Inactive)
If a Coordinated
Care Plan is inactive
it can still be viewed
but the Current
Status will show as
Inactive and provide
the reason why
Only the latest care plan
will be visible in the
Document Tree
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Viewing Assessments
Assessments can
also be opened in
CCT Viewing
To open an
assessment:
1.
Click on the
assessment you
wish to open in the
Document Tree
1
Output:
The selected
assessment will open
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Activity 7 – Printing a Coordinated Care Plan
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Printing a Coordinated Care Plan
1
A copy of the
Coordinated Care
Plan can be printed
from the Summary
or Detailed view of
the Coordinated
Care Plan:
1.
Click the Print link
2.
Read the disclaimer
3.
Click OK to proceed
2
3
Output:
A copy of the
Coordinated Care Plan
will be printed
5
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Hands-on Exercise 2
Searching for a Person and Viewing Care Plan Details
Steps
Actions
Hints
1
Use the Recent Persons list to bring Blue Catmint
into context.
2
Zoom-in on the Timeline, then click the circle to open
the latest Coordinated Care Plan in Detail view
3
Click Print to generate a PDF
4
Return to the Summary view for the client
Click Assessment Listing in the
Document Tree
5
Return to Person Search and search for Last Name
Iris, First Name Magenta, Date of Birth 23-04-1927
Enter the Last Name, First Name, Date of
Birth, and click Search
6
Click on the search result to bring the client into
context
7
See the Restricted documents exist notification
Note the absence of details
8
Return to Person Search once more and search for
Last Name Primrose, First Name Red, with the Date
of Birth 01-04-1947
Enter the Last Name, First Name, Date of
Birth, and click Search
9
See only latest Coordinated Care Plan
Note the inactive status reason
10
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
Use mouse to select a portion of Timeline
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Activity 8 – Managing Worklists
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Using Worklists
Worklists allow
users to quickly
access and manage
records that may be
of special interest.
To display worklists:
1.
Click Worklists in
the Common area of
the menu bar
Output:
The six (6) default
worklists will be
displayed
• Up to six worklists are available to each user
• A person's record can be added to a worklist either one at a time, or in a group selected from the results of
a search
• Once on a worklist, a person's record can be selected and viewed by clicking on the person's name
• A user may also change the display name of the worklist by selecting the corresponding Rename link
beside the worklist name
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Adding Clients to a Worklist (Search Results)
Clients can be
added to worklists
from the Search
Results window
1.
Click the checkbox
next to the person’s
name
2.
Click the drop-down
arrow beside Add
checked results to
worklist
3.
1
3
2
Select a worklist
Output:
The client will be added
to the selected worklist
• Use either Add checked results to worklist or Replace worklist with checked results to add
selected names to a worklist. If this increases the list past the maximum number of 100, you will be
prompted to remove one or more persons before you can add a new person to the worklist
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Adding Clients to a Worklist (Context Bar)
Clients can be
added to worklists
from the Context Bar
in the Summary
View
1.
Click the Worklists
icon on the Context
Bar for the client
2.
Select a worklist
from the drop-down
menu
1
2
Output:
The client will be added
to the selected worklist
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Renaming Worklists
To rename a
worklist:
1.
Click the Rename
link
2.
Type a new name
for the worklist
3.
Click Save
1
2
3
Output:
Worklist will be displayed
with its new name
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Removing Clients from Worklists
Clients can also be
removed from
worklists
1.
Under Common,
select Worklists
2.
Click the checkbox
beside the client
name
3.
Click Remove
1
Output:
The client will be
removed from worklist
2
3
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Coordinated Care Plans I Follow
When a user follows
a Coordinated Care
Plan, the client’s /
patient’s name is
automatically added
to a worklist called
Coordinated Care
Plans I Follow.
1.
Click Worklists on
the menu bar
2.
Select Coord. Care
Plans I Follow
1
2
Output:
The name of the client /
patient appears in the
worklist
• Clicking the Follow Coordinated Care Plan button on a client’s /
patient’s summary view will add their name to the worklist
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Hands-on Exercise 3
Managing Worklists
Steps
Actions
Hints
1
Use Person Search and search for your assigned
client
Refer to the Participant Information sheet
for your assigned client.
2
Add your assigned client to the Blue worklist
With your assigned client in-context, click
the Worklists button
3
Rename the Blue worklist to Monthly Followups
From the Homepage, click the Worklists
icon in the Common tab of the menu bar,
select the Blue worklist, click the Rename
link, enter the name Monthly Followups
and click OK
4
Remove your assigned client from a worklist
Click the checkbox next to your assigned
client name, and click the Remove button
5
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Activity 9 – Secure Messaging
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Considerations for Secure Messaging
•
CCT Viewing includes a secure, internal messaging system that allows users
to securely exchange information
•
Internal messages are accessible only within CCT Viewing
•
It is not possible to send messages to or receive messages from individuals
who are not users of CCT Viewing
•
CCT Authoring and CCT Viewing messaging are NOT connected
•
HSPs must be mindful of sending client’s Personal Health Information (PHI)
to incorrect recipients
•
Messages sent and received can be deleted, however this is only a “soft
delete”. Messages are not deleted from the system
•
All messaging activity is tracked in the system audit trail
6
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Secure Messaging
Secure Messaging
can be accessed
from the Messaging
tab of the menu bar
Available options
are:
1.
New Message
2.
Received Messages
3.
Sent Messages
1
1
2
3
2
3
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Sending Secure Messages
To address a new
message:
1.
Click New Message
on the Messaging
tab of the menu bar
2.
Click the To... button
2
1
Output:
The Search Criteria
window will be displayed
• Users may send new messages to other CCT Viewing/IAR users. The recipient's User ID can be
typed directly into the To: field or you can click the To: button
• A recipient can be identified from the resulting User Search screen
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Sending Secure Messages (continued)
From the User
Search window:
1.
2.
3.
Enter a search or
click the Name or
User ID of the
person to whom you
want to send the
message
1
Select the message
importance
Request a read
receipt (optional)
4.
Enter a Subject
5.
Type the message
6.
Click the Send
button
1
2
4
3
5
Output:
6
The message will be sent
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Receiving Secure Messages
To see messages
received:
1.
Click Received
Messages on the
Messaging tab of
the menu bar, or
2.
Click the New
Message
notification icon
located at the top
right of the screen
2
1
Output:
Received Messages are
displayed
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Sent Messages
To view your sent
messages:
1.
Click Sent
Messages on the
Messaging tab of
the menu bar
1
Output:
Sent Messages are
displayed
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Hands-on Exercise 4
Secure Messaging
Steps
Actions
Hints
1
Send a message to your user ID
Select Messaging and New Message on
the menu bar, click the To… button to
search for the user ID that you logged in
with, type your message, click the Send
button
2
Review your received messages
Select Received Messages
3
Review your sent messages
Select Sent Messages
4
Send a message to the Moderator / Trainer to let
them know that you have completed the exercise
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Enhanced Secure Messaging Features
•
CCT Viewing allows users to Follow a Coordinated Care Plan so that they
will receive a portal message within CCT Viewing whenever a care plan
being followed is published
•
Portal messages regarding care plan updates include links that allow users
to open the updated care plan, or navigate directly to the client / patient
summary view, with a single mouse click
•
There is also the option to have notifications sent to an external email
address whenever a portal message is received
•
These external email notifications will never contain Personal Health
Information (PHI)
•
The system also allows viewers to initiate messaging to authors and other
followers from directly within the Coordinated Care Plan
6
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Follow / Unfollow a Coordinated Care Plan
To follow a
Coordinated Care
Plan:
1.
Verify that you are
viewing the correct
person
2.
Click the Follow
Coordinated Care
Plan button
To Unfollow a
Coordinated Care
Plan:
3.
1
2
3
Click the Unfollow
Coordinated Care
Plan button
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Messaging from within a Coordinated Care Plan
To message
individual authors
from within a
Coordinated Care
Plan:
1.
Click on the name of
author that appears
to the right of the
Last Published By:
2.
Type your message
to author
3.
Click the Send
button
1
2
3
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Messaging from within a Coordinated Care Plan
(continued)
To message
followers from
within a Coordinated
Care Plan:
1.
Click the Message
Followers button
2.
Select the followers
to message from
IAR Users
Following list
3.
Click Continue
4.
Type your message
5.
Click the Send
button
1
2
3
4
5
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Viewing Received Portal Messages
You will receive a
portal message
whenever a followed
care plan is
published:
1.
2.
From the Homepage
menu bar click
Messaging, then
Received
Messages or click
the New Message
notification icon at
the top of any page
1
2
Click on the
message to open it
Output:
The portal message is
displayed
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Viewing Received Portal Messages (continued)
The ID link allows
users to navigate to
the Summary View
of the client /
patient:
1.
1
At the far right-hand
side, click on ID link
Output:
Client / patient summary
view is displayed
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Viewing Received Portal Messages (continued)
You can also
navigate to the
Summary View of
the client / patient
from within a
message:
1.
1
Click on the Patient:
link
Output:
Client / patient summary
view is displayed
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Viewing Received Portal Messages (continued)
To open a
Coordinated Care
Plan from directly
within a message:
1.
1
Click on the View
the attached
document link
Output:
The Coordinated Care
Plan for the client /
patient is displayed
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Hands-on Exercise 5
Enhanced Secure Messaging
Steps
Actions
Hints
1
In My Details – My Attributes – Users section, enter
your work email address
You will be receiving an email in this
session
2
In the IAR-Viewer section, select “yes” in response to
the prompt ‘Send me a portal message when a
coordinated care plan has been updated for a
person that I follow’
Proceed to next step
3
Also in the IAR–Viewer section, select “When I receive Proceed to next step
a new portal message” from the Receive an external
message drop-down list
4
Click the OK button to save these settings
5
6
Using Person Search, search for Health Card Number
4318263144
Proceed to next step
After entering the HCN, click Search, or
press enter
Bring the client into context by clicking on their name in
Person summary view will appear
search results
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Hands-on Exercise 5 (continued)
Enhanced Secure Messaging
Steps
Actions
Hints
7
In Summary View, click the Follow Coordinated
Care Plan button
Button will change to Unfollow
Coordinated Care Plan
8
Check the Coord. Care Plans I Follow worklist for
your client / patient name
Click Worklists on the menu bar and
select Coord. Care Plans I Follow
9
Send a message to the Moderator / Trainer to let them Moderator / Trainer will update and
know that you have followed the Coordinated Care Plan publish the Coordinated Care Plan
10
In Messaging – Received Messages, look for message
There may be a delay of a few seconds
advising “latest version of the coordinated care plan
before the message arrives
for client / patient has recently been published”
11
Open the message and click the View the attached
document link to open the Coordinated Care Plan
12
In Messaging – Received Messages, select the
message again and click the Patient: link to display the Person summary view will appear
person summary view
Coordinated Care Plan will be displayed
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Hands-on Exercise 5 (continued)
Enhanced Secure Messaging
Steps
Actions
Hints
13
Open a summary view of the Coordinated Care Plan by A summary view of the care plan is
clicking the Summary link from the Assessments table displayed
14
Send a secure message to the Last Published By:
user by clicking their name at the top of the care plan
15
Click Message Followers and send everyone following A message will be received in your
this care plan a message
Received Messages inbox
16
Launch your work email client and look to the external There may be a delay of a few seconds
email notification to check CCT Viewing
before the message arrives
17
Send a message to the Moderator / Trainer to let them
know that you have completed the exercise
A message will be sent to the author
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Additional Enhanced Messaging Information
•
In the event a client / patient withdraws consent to share their Coordinated
Care Plan and the user attempts to forward a message received prior to the
withdrawn consent:
• User will receive a “System Failed
to deliver the message” portal
notification
•
User that attempts to
directly open a
Coordinated Care
Plan link from a
message received
prior to the withdrawn
consent will see:
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Activity 10 – Logging out of CCT Viewing
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Logging out of CCT Viewing
To log out of CCT
Viewing:
1.
Click the Logout
button
Output:
You will be logged out of
the system and returned
to the Login screen
1
• Use the Logout button instead of clicking the red X button in the top right corner of the browser. If
Logout is not used, your session will remain active for a pre-defined period of time before the
automatic inactivity logout feature is activated
• The inactivity logout feature ensures robust security by automatically logging out after a pre-defined
duration of mouse and keyboard inactivity (usually 30 minutes). Users may change the inactivity
logout setting to a time less than 30 minutes on the My Details screen. See My Details for more
information
1
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Appendix – A
Privacy & Security Considerations
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1 Accessing CCT
•
CCT is a secure system that has been designed to include technical and
procedural controls and safeguards to protect PHI
•
These safeguards are in place to ensure that PHI is protected
• Encryption of data in transit as well as in storage
• Robust user authentication (user IDs and passwords) with controls for
where a user can log in from (IP address white lists)
• Audit logging to ensure that CCT is being used for appropriate business
purposes (all user activities and PHI access in CCT is recorded and will
be audited)
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1 Accessing CCT (continued)
•
•
•
•
•
•
•
It is critical to keep PHI confidential
Protect the client’s Coordinated Care Plan information like it is your own
information
Free text fields should contain only minimal information reasonably
necessary to provide care
Beware of the surroundings (other people) when you discuss the client’s
assessment in public
Turn your screen away from the public
Use Ctrl-Alt-Del to lock screen whenever you walk away from your screen –
even briefly
Remember to log out when you know you will be away from your desk for
any period of time and at end of work day
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1 Accessing CCT (continued)
•
You should know that:
• All user activities in CCT are recorded
• Audit logs are reviewed by your Privacy Officer frequently and regularly
• The Terms of Use defines acceptable user activities
• Audit logs will be used to investigate any incidents and/or privacy
breaches
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2 Terms of Use
•
It is important that the End User read the Terms of Use carefully
•
By clicking Accept the End User is agreeing to their obligations when using
the system. For example, the End User agrees to:
• Maintain the confidentiality of the information in CCT Viewing
• Access and use PHI only for the purposes of providing health care or
services
•
All PHI access is logged
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3 Passwords
•
Use strong passwords (mix of uppercase and lower case letters, digits and
punctuation characters)
•
Do not use known words, slang, dialect, jargon, names of family members or
personal information such as a birthday or address
•
Do not write down passwords or stored them on-line without encryption
•
Do not use the same password for CCT access as for other non-CCT access
(e.g., personal email account, etc.)
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3 Passwords (continued)
•
Do not share your CCT Authoring or CCT Viewing passwords with anyone,
including administrative assistants, co-workers, or your manager
•
Never reveal a password over the phone or in an email
•
Do not talk about a password in front of others
•
Do not reveal a password on questionnaires or forms
•
Do not share a password with family members
•
Do not reveal a password to co-workers (e.g. when going on vacation)
•
Do not use the "Remember Password" feature of applications (e.g., Internet
Explorer)
•
If an account or password is suspected to have been compromised, report
the incident to your organization privacy officer or security officer and change
the password immediately (Go to My Details)
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4 Consent
•
If there is person level consent in CCT Authoring, the risk of creating
duplicates could exist since the individual record may not show up in
searches
•
Health Links may want to implement a business process to revisit the
consent question periodically to confirm a client’s consent directives
•
Until all of the mandatory fields including Consent directives are provided, in
Authoring, the author can only save the Coordinated Care Plan locally; the
“Publish” function will only become available when all of the mandatory fields
of the Coordinated Care Plan are completed
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4 Consent (continued)
•
Author must record a client’s response for the following consent questions:
• Does the client or substitute decision maker consent to the sharing of the
client’s Coordinated Care Plan? (Yes/No)
• Was the consent directive provided by the client? (Yes/No)
• If “No” then the following question becomes visible: “Who provided
consent?” (name and relationship to client)
• Does the client or substitute decision maker agree to maintain this
consent to future updates of this Coordinated Care Plan? (Yes/No)
• If the answer to the last question is “No”, consent directives will have
be revisited with the client or substitute decision maker each time
there is an update to the care plan before it can be published
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5 Handling Printed Assessments and Care
Plans
•
If Coordinated Care Plans are to be printed, keep them secured at all times
•
Do not leave printed Coordinated Care Plans behind in meeting room,
unlocked examination room, or in public areas (e.g., lobby or coffee shop)
•
Send or fax printed Coordinated Care Plans information with extreme care
(e.g., double check fax numbers)
•
Store or dispose of any printed PHI according to the data retention policy of
your organization
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6 Secure Messaging
•
For secure messaging the following need to be considered:
• Be clear about whether messages can be sent outside of the care team.
Sending PHI using secure messaging should only be done WITHIN the care
team
• There need to be guidelines at the Health Link level to make sure messaging
is used appropriately (e.g., no PHI should be sent to users that are not part of
the Authoring organization)
• Similar to email, entering an incorrect recipient name is easy to do, especially
when using the drop-down recipient name list, and using a scroll and click
approach. PHI or other sensitive information may be accidentally sent to a
wrong recipient
• Similarly, users can receive PHI or other sensitive information that is not
intended for them. Users will be trained when and how to report this sort of
breach as part of the Privacy & Security training
• When communicating legitimately with the care team using messaging,
legitimate PHI may be communicated, but not recorded as part of the client’s
Health Record
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Remove Appendix B and rename Appendix C if
your Health Link is going live on Release 2 of CCT
Appendix – B
Release 1 – Known Issues and
Recommended Workarounds
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Known Issues / Recommended Workarounds
The following issues are known for Release 1 CCT Authoring (unless otherwise
indicated) and will be resolved in Release 2:
Consent directives
1. On the Review screen, the words “or substitute decision maker” are missing (after client) from
the first and third questions (they are displayed, however, on the Edit screen)
General data entry
2. Avoid entering leading or trailing spaces in any free text fields – adding empty spaces (with no
additional text) to a mandatory field will allow you to publish, but this will result in a failed
submission to CCT Viewing
3. Although the system will permit it, do not exceed more than 4,000 characters in any free text
field (this will also result in a failed submission to CCT Viewing upon publishing)
4. For date fields, you can enter a number (e.g., 08) for the month and it will be translated to
characters (e.g., AUG) automatically
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Known Issues / Recommended Workarounds
(continued)
Person search
CCT Authoring and CCT Viewing:
5. There are 11 special characters that are not supported in person search
• It is unlikely that they are used, but they include: ‘ ’ ’ “ ” – — Œ œ Ÿ
• Please note that the list does not include the standard hyphen ( ‘ ) – the characters above
are very unique
• Should a person’s name include any of these characters, it could result in failure to return
appropriate search results, or unexpected errors when searching, viewing or printing
Person summary, demographics
6. If a date of birth was flagged as “Estimated” in My identifiers, it will be displayed in the person
summary context header and demographics section without the estimated (“Est.”) indicator
• Refer to the My identifiers section in the care plan to confirm if a date of birth is estimated
• Please note that date of birth is a single field in CCT Authoring, with a flag to indicate
estimated
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Known Issues / Recommended Workarounds
(continued)
Person summary, demographics (continued)
• In CCT Viewing, however, date of birth and estimated date of birth are two separate fields
• Should you change a date of birth to estimated in CCT Authoring and publish the care
plan, EMPI will store the estimated date of birth in the estimated date of birth field but it will
not remove the original date of birth from the date of birth field
Person summary, timeline
CCT Authoring and CCT Viewing:
7.
The following assessments will have updated labels:
• RAI-CA will be labeled “interRAI-CA”
• RAI-CHA will be labeled “interRAI-CHA”
• RAI-PS will be labeled “interRAI-PS”
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Known Issues / Recommended Workarounds
(continued)
Person summary, timeline (continued)
CCT Viewing only:
8.
In the tooltip for coordinated care plans, the “Author” field will be re-labeled “Record Type”
9.
In the tooltip for non-coordinated care plans:
• “Published” will be re-labeled “Reference Date” (which is the assessment completion date)
• “Author” will be re-labeled “Record Type”
• “Status” will be removed, as it is not applicable to standard assessments
Person summary, assessment list
10. The column “Reference/Published Date” should be “Reference/Last Updated Date” and
displays the date of the last updated section in the care plan
11. The column “Role” will be renamed “Profession”
12. The “Transaction ID” in the tooltip is currently displaying the CCP ID – the correct transaction
ID is available from the publishing log
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Known Issues / Recommended Workarounds
(continued)
Care plan – Status icons
13. The white + status icon is ONLY displayed before data is entered in a section – once data is
entered and saved (not as a draft), the section will display the green + status icon
• If data is removed, the flag will not return to the white + status icon“
• Red and yellow status icons toggle back and forth as you edit/change data (e.g., if you add
mandatory data in My care team, the icon turns green; if you remove it will turn red)
Care plan – My identifiers
14. Please don’t enter more than 30 characters in the “City” field as this will result in a submission
failure when you publish the care plan
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Known Issues / Recommended Workarounds
(continued)
Care plan – My plan to achieve my goals for care
15. Care team members who contributed to this plan – the system allows you to select a care
team member more than once – be mindful that you only select members once
Care plan – My other treatments
16. The “+” symbol, indicating that this field is included in the Summary view, is missing from the
Edit screen for the following fields:
• Significant surgeries and/or implanted devices (e.g. pacemaker, transplant, stent)
• Assistive devices (e.g. oxygen cylinder, wheelchair)
Detail care plan
17. After initial log in, when the user views a care plan in Detail view, the button at the top of the
screen indicates “Detail” instead of “Summary” (to toggle between the two views)
• When you have clicked the “Detail” button once, it works correctly for the remainder of the
session
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Known Issues / Recommended Workarounds
(continued)
Viewing/printing care plans
CCT Authoring only:
18. Please print care plans from CCT Viewing only due to the following issues in printing care
plans from CCT Authoring:
• Missing the name of user (printed by) in footer (PDF – summary, detail views)
• Missing last verified by and last verified date for My identifiers (PDF – draft)
CCT Authoring and CCT Viewing:
19. Displayed and/or printed care plans:
• Are missing data entered as free text in “Other” fields for:
• Religion (PDF – summary)
• Care team member role or relationship (HTML + PDF – draft, summary, detail)
• Prescriber (PDF – summary, detail)
• Display lengthy text entered in the assessment “score” field beyond the margins of the
column; data is accurate, display is not perfect (PDF – draft, summary, detail)
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Known Issues / Recommended Workarounds
(continued)
Viewing/printing care plans (continued)
• Have minor formatting issues – font sizes, page breaks, footer cut off (PDF – summary,
detail)
• Sequence of fields is not accurate for some fields in My identifiers and one field in My plan
to achieve my goals for care (HTML + PDF – summary, detail)
• Mismatch in naming convention for “Detail” view (labelled differently across the application)
Publishing log
20. Do not search by Person – search only by Author’s ID or Date Range only
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Appendix – C
Release 2 – Known Issues and
Recommended Workarounds
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Known Issues / Recommended Workarounds
The following issues are known for Release 2 CCT Authoring (unless otherwise indicated) and will be
resolved post Release 2:
Updates to Consent directives or Status only
1. If you ONLY update the consent and/or the status in a care plan, and then publish the care
plan, the care plan will assume the same updated date (reference date) as the last
published version
• To force a new updated date, you could make a change to any other section (e.g., add
a space, then remove it), then save the section
• This will force a new reference date for the care plan, but be aware that it will also
indicate that you updated a section which technically wasn’t really updated
Person summary, demographics
CCT Authoring and CCT Viewing:
2. The previous 5 addresses and/or aliases for a client are not displayed in chronological
order, with the most recent one on top
3. On the person summary screen (demographics), the language field displays mother tongue
(as selected in CCT Authoring) only when set to English or French; otherwise it displays “No
linguistic content; Not applicable”
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Known Issues / Recommended Workarounds
(continued)
Browser, Internet Explorer 10
4. The header in the Consent Directives section is cut off (this does not affect functionality) –
please refer to the list of supported browsers
Additional tips:
VPN / Connectivity
•
If your session expires due to inactivity and/or your VPN connection is dropped, you must
close your browser and re-login to CCT Authoring
Browser
•
•
If the browser window is re-sized, the field labels may overlap – ensure that your
workstation is configured as per the system requirements (minimum supported resolution is
1024x768)
A popup may be displayed with the message: “Prevent this page from creating additional
dialogues”, with a check box – if you check the box, no pop up error message will displayed
thereafter until the browser cookies are cleared; ensure browser settings allow popups for
CCT Authoring and CCT Viewing (IAR)
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