Assessment Entry Module (AEM)
Kick-off
November 15, 2012
interRAI Preliminary Screener
Toronto Central LHIN
Agenda
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Purpose and AEM Overview
AEM Implementation
Governance
Implementation Activities
Important Dates
Next Steps and Wrap Up
Support Process
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
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AEM Overview
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
WOHS
AEM
Local DB
HSP Specific
AEM User
Create/ Modify/ Search
Complete
Assessments
IAR
Client
Specific
HINP
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IAR User
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
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Governance
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:
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LHINs
MOHLTC
HSPs
Community Care Sector
IAR Governance Structure
IAR Provincial Steering Committee
GTA Cluster
Implementation Committee
Southwestern Cluster
Implementation Committee
North Eastern Cluster
Implementation Committee
• Existing Committee
• Guidance and direction on
implementation and
adoption and related
issues at the Cluster level
• Regular monthly meetings
IAR Data Access
Committee
• Guidance and direction on
issues related to use of
IAR data
• Recommendations
regarding data access
• Meetings as needed
IAR Privacy & Security
Committee
• Analyze privacy and
security issues, concerns
and legislation relevant to
IAR
• Strategic input into privacy
and security management
and strategies
• Regular monthly meetings
IAR Service Users
Advisory Group
• 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
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
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Implementation Activities
Main Tasks to Implement the AEM
Assign Roles
Attend AEM
Training
Review
Processes
Prepare
Technology
Submit
Paperwork, Get
Credentials
Assessment
Software
Upload
Assessments
Exec
Lead
HINP
Assign AEM
Permissions and
Business roles
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Attend sessions and
apply at your HSP:
• Kick-off
• Privacy, Security &
Consent Management Training
• Tool Train-theTrainer
Ensure AEM is
integrated:
• Review privacy and
security processes
• Review business
(e.g., intake)
processes
• Implement
processes
Preparing IT generally Submit forms as required:
• Change Team Contact
involves:
List Form
• Ensuring you have
an external static IP • UA Form
• HSP Account Creation
address in place
Form
• Electronic Service
Provider Agreement
(ESPA)
Receive credentials
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
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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
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
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User Authority Form
ESPA
HSP Account Set-up
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
Screener Implementation Milestones
Start
Week 1
Finish
Week 2
Week 3
Week 4
Week 5
Week 6
Kickoff
Screener
AEM
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Screener
Kick-off
Week 7
Screener
Go Live
Business Process
AEM
Kick-off
P&S
Training
Screener
Training
Software Tested
and
Implemented
AEM
End User
Training
(TTT)
Week 8
Screener IC
Screener
AEM
Important Dates
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Activity
Dates
AEM Kick-Off
AEM Privacy and Security WebEx
AEM End User Training
November 15
November 22??
December 3
Screener Training
Software Tested and Implemented
Tool Go Live
Implementation Complete
November 7
December 21
January 7
January 14
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: [email protected]
– Website: www.ccim.on.ca
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Thank you!