Assessment Entry Module (AEM) Kick-off

November 15, 2012

interRAI Preliminary Screener

Toronto Central LHIN

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Agenda

Today’s

Journey

• Purpose and AEM Overview • AEM Implementation• Governance• Implementation Activities• Important Dates• Next Steps and Wrap Up• Support Process

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Today’s Objectives

• To have the necessary information to start your implementation of the Assessment Entry Module

• To understand the support and documents that are available to you

AEM Overview

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AEM Overview and Benefits

The AEM is a solution that:• provides HSPs with a simple, easy, cost effective alternative for

completing standardized assessments over time• will require minimal infrastructure to implement• provides only the basic functionality to enter assessments. It does

not allow any integration into any software module and does not have functionality like case management or care planning

• automates the recording and reporting of common assessments• supports uploading of assessments to the IAR• complies with Privacy and Security requirements, including consent• reduces the technology burden on HSPs• adheres to interRAI CHA, interRAI Preliminary Screener, and the

Core OCAN standards

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AEM Context Diagram

IAR

CompleteAssessments

Local DB HSP Specific

WOHS

AEM UserCreate/ Modify/ Search

IAR User

HINP

Client Specific

AEM

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DEMO

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Person Search Screen

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Person Registration Screen

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Consent

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Screener Assessment

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Screener Assessment - Section C. Summary

Governance

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AEM Governance

• The AEM project currently falls within scope of Integrated Assessment Record (IAR) project

• The Interim IAR Provincial Steering Committee will govern IAR and AEM. Includes representation from:– LHINs– MOHLTC – HSPs– Community Care Sector

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IAR Governance Structure

GTA Cluster Implementation Committee

IAR Service Users Advisory Group

IAR Provincial Steering Committee

• Existing Committee• Provide Service User

perspective to help understand improvements to the IAR

• Provide direction regarding any service user issues

• Provide Strategic input into service user education / awareness strategies

• Quarterly meetings• Existing Committee• Guidance and direction on

implementation and adoption and related issues at the Cluster level

• Regular monthly meetings

IAR Data Access Committee

IAR Privacy & Security Committee

Southwestern Cluster Implementation Committee

North Eastern Cluster Implementation Committee

• Analyze privacy and security issues, concerns and legislation relevant to IAR

• Strategic input into privacy and security management and strategies

• Regular monthly meetings

• Guidance and direction on issues related to use of IAR data

• Recommendations regarding data access

• Meetings as needed

IAR Governance operates within project scope and budget as approved by MOHLTC

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Electronic Service Provider Agreement (ESPA)

• Outlines the terms and conditions between the Host (William Osler Health System - WOHS) and your organization

• HSPs are required to sign the ESPA before they will be provided access to AEM

Note: •The Integrated Assessment Record (IAR) Data Sharing Agreement allows access to the IAR•The ESPA allows access to AEM

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Electronic Service Provider Agreement (ESPA)

• ESPA includes a schedule providing plain language description of the services as well as service level commitments (Schedule A)

• Users must adhere to the Assessment Entry Module Terms of Use Agreement to use AEM (Schedule B)

• HSP can withdraw from ESPA with 60 days prior written notice

• WOHS can withdraw from providing service with 9 months prior written notice

• HSPs can direct questions related to the ESPA to the Support Centre

Implementation Activities

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Main Tasks to Implement the AEM

Assign Roles Attend AEM Training

Submit Paperwork, Get

Credentials

Preparing IT generally involves:

• Ensuring you have an external static IP address in place

Prepare Technology

HINP

Upload Assessments

Assessment Software

Submit forms as required:• Change Team Contact

List Form• UA Form• HSP Account Creation

Form• Electronic Service

Provider Agreement (ESPA)

Receive credentials

Attend sessions and apply at your HSP:

• Kick-off• Privacy, Security &

Consent Manage-ment Training

• Tool Train-the- Trainer

Assign AEM Permissions and Business roles

ReviewProcesses

Ensure AEM is integrated:

• Review privacy and security processes

• Review business (e.g., intake) processes

• Implement processes

Exec Lead

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Change Team Role Definitions

Executive Lead

• “champions” change• secures resources• provides direction, support• removes roadblocks

Technical Lead • secures static IP address• manages relationship between HSP

and WOHS (AEM Host)• participates in AEM training

Coordinator/ Trainer

• attends education sessions• becomes educator/expert• trains and supports users• provides support • facilitates information flow

Privacy and Security Lead • reviews/communicates privacy & consent processes• responsible for ESPA signatures with HSPs, privacy processes, privacy & security concerns/complaints

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AEM Privacy and Security Training

• Provide an understanding of the privacy and security key processes that support AEM implementation

• Provide guidelines to implement these privacy and security processes in each HSP

• Begin planning the privacy and security components of your AEM implementation

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Submit Paperwork, Get Credentials

Change Team Contact List for AEM Implementation

• Managed by Executive Lead • Distributed together after kick-off (and available on CCIM website)• Explained at different sessions• Submitted at different points during the implementation

User Authority Form ESPA HSP Account Set-up

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Screener

AEM

Screener Implementation Milestones

Kick-off

Screener IC

Start Finish

Week 1 Week 2 Week 3 Week 4 Week 5 Week 6 Week 7 Week 8

ScreenerGo Live

Screener Kick-off

Screener TrainingBusiness Process

AEM End User Training (TTT)

AEM Kick-off

P&S Training

Software Tested and

Implemented

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Important Dates

Activity Dates

AEM Kick-Off AEM Privacy and Security WebExAEM End User Training

November 15November 22??December 3

Screener TrainingSoftware Tested and Implemented Tool Go LiveImplementation Complete

November 7December 21January 7January 14

Screener

AEM

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Next Steps Checklist

Confirm change team members (Executive Lead) Ensure you have a static IP Address (Technical Lead) Register for upcoming AEM Privacy and Security

Session (Privacy and Security Lead) Register for upcoming AEM end-user training

(Trainer/Coordinator and Executive Lead) Determine AEM users (Executive Lead) Prepare to sign the ESPA (Executive Lead) Complete paperwork (Executive Lead) Get your questions answered through the project

support centre

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AEM Support Process

• For questions related to AEM Support, please contact the:

Support Centre – Telephone: 1-866-909-5600– Email: csscap@ccim.on.ca– Website: www.ccim.on.ca

Thank you!