• Preliminary
    Call
  • Overview
  • Data Mapping
    & Workflow
  • Quality Program
    Review
  • Abstractor Credentialing
  • System
    Orientation
  • Post Orientation Validation
  • First
    Abstraction
  • Steady State
    Abstraction

MILESTONE

01

Overview

Estimated time commitment: 45 minutes

If we do not conduct a preliminary call, this meeting will introduce your project and review the scope of the project. The discussion will include an overview of our deployment and delivery system and identify milestones in the process. Any outstanding questions from the Overview Questionnaire can be addressed during the call. We’ll also go over the main details surrounding secure remote access to your tools. It’s imperative that your IT representative engage with us throughout this milestone and to obtain abstractor credentialing and validation.

You’ll receive the Implementation Plan prior to this call.

Stakeholders include but are not limited to: Project Coordinator; IT and Security Support; Access Administrator

Before Overview Call: A Few To Do

  • Complete the Overview Questionnaire.
    A link to the questionnaire was included in your Welcome e-mail. If you cannot locate the questionnaire link, simply request it from our operations team at ops-admin@q-centrix.com  and be sure to complete it at least 24 hours before your call.
  • Complete the Operating Environment Questionnaire.
    A link to the questionnaire was included in your Welcome e-mail. If you cannot locate the questionnaire link, simply request it from our operations team at ops-admin@q-centrix.com  and be sure to complete it at least 24 hours before your call.
  • Identify your internal team members [and have their calendars handy during the call].
    1. Project Coordinator—participates in all weekly calls and works directly with the Q‑Centrix project manager.
    2. Quality Representative—plays a lead role in informing Q‑Centrix of your quality program requirements and abstraction workflow.
    3. IT and Security Support—addresses all aspects of the IT setup required.
    4. Access Administration—coordinates the processing of any forms, ID’s, and passwords.

    At the end of the call, you’ll schedule the next call with the project manager so you’ll need to know when your IT representative and any other member of your internal team that are required will be available to meet!

  • Collect any confidential forms or needed security paperwork our team will need to complete.
    The sooner we receive the credentialing or security paperwork, the sooner we can complete it. Also, take this time to explore the IT systems for which Q-Centrix will need access. If you have an existing method for virtual employees, we may attempt to replicate it for our team members.
  • Review existing or needed contracts, memberships, or software.
    It’s important that all technology contracts, registry contracts and other tools are up to date and ready to go for our team to take the reins. So, it’s a good idea to review contract dates, licenses and status.

Remote Access

Avoid the number one reason for delaying the timeline of a Q‑Centrix implementation by educating yourself on how we manage remote access for our teams.

Implementation Workflow

 

1: During initial discussions, we determine remote access requirements needed for the QIS team, including connection method, electronic medical record (EMR), and vendor tool.

2: Q‑Centrix completes and returns any required security and confidentiality forms.

3: The Q‑Centrix IT designee and Service Line Leader are assigned the first two accounts to verify user profiles.

4: QIS team members are assigned to an account after user profiles are verified.

5: Final documentation is sent to our partner hospital, including a list of each team member and their assigned account.

6: The QIS team verifies access to our partner hospital’s systems and updates account passwords.

Security

Each Q‑Centrix employee completes annual HIPAA compliance training. Accordingly, he or she does not share their account information with anyone. On the rare occasion a member is removed from the team, Q‑Centrix immediately notifies our partner hospital and notifies client to disable account.

Additions

When a new member is assigned to the team, he or she completes the necessary documentation and then we notify our partners. Once login credentials are received, the Q‑Centrix IT staff meets with the team member to verify IT set up.

Auditing

Q‑Centrix maintains an audit system for each team member assigned to a user account. The system tracks the Q‑Centrix team member, their assigned user account and the date of assignment. Using this information, Q‑Centrix is able to report on each team member’s activities within the partner’s system at any time. All of these processes and protocols ensure a smooth, timely and secure implementation.

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