System Orientation & Validation
Estimated time commitment: 90 minutes
Our team has experience with more than 108 different healthcare information systems and tools, including Q‑Apps. At this stage of the process, we’d like to understand yours. We’ll work collaboratively to gain the most efficient and secure remote access to your tools. It’s imperative that your IT representative engage with us throughout the Operating Environment milestone for abstractor credentialing and validation.
Stakeholders include but are not limited to: Project Coordinator; IT and Security Support; Access Administrator
Before System Orientation & Validation: A Few To Do
- Test your system with WebEx.
We use WebEx to virtually meet and record the orientation. Avoid delays due to technical complications by testing your system to ensure that you’re able to use the WebEx tool. You may also want to review the system requirements.
- Review the Measure Detail Documentation.
Some time may have passed since you completed this document. You’ll want your orientation to illustrate the instructions you identified in the document. So, reviewing your instruction now may help you define your script for the orientation.
- Meet with your Quality Administrator beforehand.
You and your team have completed a lot of abstractions, so an orientation may not seem to require a script. However, in order to use the time most efficiently, we recommend creating a defined agenda, or script for the orientation. Typically, we recommend starting with a complex case that illustrates as many of the variables outlined in the Measure Detail Documentation as possible. From there, less complex cases that showcase any nuance or facility-specific details are ideal.
- Create a script for the
Touch base with your Quality Administrator before the orientation to confirm any nuance or facility-specific details that should be included in the orientation.
Best Practices for Your Presentation
Before the Meeting
- Review the Measure Detail Documentation to inform your script.
- Select cases that showcase the information within the Measure Detail Documentation Document, beginning with the most complex case.
- Conduct a test WebEx with a member of the Q‑Centrix team to confirm that audio and screens can be heard and seen.
- Decide on a method for sharing content:
- Annotation Tool is available for marking whiteboards, shared files, or shared applications.
- Controls Panel opens any time you are viewing or remotely controlling a shared application, desktop, or browser, or viewing a shared remote computer, the presenter can switch between a standard window and full-screen view.
- Share my screen refers to any content that is on your computer screen. If you use multiple monitors, you’ll want to select the preferred monitor.
Note: When sharing your screen, you may want to avoid disruptions by turning off any instant messenger applications or email applications. In fact, it’s recommended to only have those applications running that relate to the presentation.
- Application sharing is used for sharing only an application, such as your vendor tool and EMR.
- Remove jingling jewelry prior to your meeting.
Running the Meeting
- Log into the session 15 minutes early.
- Shut down any unnecessary programs on your computer.
- Turn off cell phones and forward your desk phone.
Audio and Video tips
- Use introductions to test participants ability to hear you and your ability to hear the participants.
- Adjust microphone settings to avoid raising your voice.
- Talk slowly.
- Pause after your comments to allow people to unmute themselves and ask questions.
- If others join you in the same room: to prevent feedback from their computers, only connect one computer audio, not every computer.
- If you need to disconnect an audio connection: From the Menu bar, select Audio > Audio Connection. Then click Disconnect Audio. This will disconnect the computer from the audio session, but still allows that computer to share content.
- Using a Conference Room Phone: When calling in from a conference room phone, do not have anyone else in the room connect to audio. If you need to disconnect your audio connection: From the Menu bar, select Audio > Audio Connection. Then click Disconnect Audio. This will disconnect the computer from the audio session, but still allows that computer to share content.