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Hospital Report Manager (HRM)

HRM Overview – AOHC Webinar

September 16th 2015

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1. About Hospital Report Manager (HRM)

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Background

HRM is an electronic report delivery solution that enables clinicians using a

Specification 4.1A certified EMR to securely receive patient reports from

participating sending facilities.

HRM electronically delivers text-based Medical Record reports, (e.g. Discharge

Summary), and transcribed Diagnostic Imaging (excluding image) reports from

sending facilities directly into patients' chart, within the clinician's EMR.

Source: https://www.ontariomd.ca/portal/server.pt/community/hospital_report_manager/710/about_hrm/19239

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Clinical Report Distribution with/without Hospital Report Manager

The sending facility’s Information System sends a patient report to Hospital Report Manager using HL7.

Hospital Report Manager converts the patient report into the EMR standard message format, encrypts and stores the report in a SFTP folder for secure pickup by the intended OntarioMD Certified EMR Offering.

Clinician’s OntarioMD-certified EMR offerings picks up the report and posts it to the clinician’s inbox in the EMR for review and sign-off.

CCClinical Reports

Clinical Reports

Mail/Fax/Courier/Pickup

Manual Entry/Scan

Sending Facility Information

System

Clinician EMR

Sending Facility Information

System

Clinician EMR

Provincial HRM Solution

Clinical Reports

Manual Entry/Scan

Pap

er/

Fax

Envi

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me

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Ele

ctro

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En

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nm

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t

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Report Types / Categories

o The HRM solution supports text-based Medical Record (MR) reports, Diagnostic Imaging (DI) (text only) reports and binary attachments (PDFs, scanned documents, etc.)

o Examples include:

o Note: Available reports will vary across the Hospitals. Click Here to view report type list available by Hospitals currently live on HRM.

Medical Records: Diagnostic Imaging (text only):

• Ambulatory Note • Consultation • Discharge Summary • Emergency Room Report • Operative Report

• BMD Transcription • Mammogram • CT Transcription • Radiology Transcription

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Benefits of the HRM Provincial Solution

• A single interface to HRM is required instead of developing multiple proprietary interfaces to individual primary care providers and specialists

• Generates administrative and operational savings by reducing manual processes associated with report distribution (e.g., printing, filing, mailing, faxing)

• Provides a secure alternative to manual report distribution

• Formal affirmation of reports being received through audit trails

Benefits of HRM to Sending Facilities:

• Improves transition of patient care among care providers as providers are able to follow up with patients more quickly because reports are available sooner

• Text-based reports can be searchable and used to trend on report types per patient in the EMR

• Facilitates more informed clinical decision making1 by supporting a comprehensive patient record in the EMR

• Expedites creation and communication of treatment plans1 through the leveraged use of comprehensive record

• Reduces reliance on the primary provider (report recipient) as the entire clinical team has access to reports through the EMR1

• Generates administrative and operational savings by reducing manual processes (e.g., scanning, saving files) associated with both paper and electronically faxed reports

• Enhances security of PHI in transmission and handling at the practice

Benefits to Clinicians & Patients

1 - OntarioMD Hospital Report Manager, Post Implementation Evaluation Report, July 2010

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Hospital Report Manager

# Clinicians on HRM

2013/14

3,000

300

900

1,200

600

1,500

2012/13 2014/15 2015/16

170

300

September 2015

3,590

2.5

million+

reports

sent

30K+

eNotifica-

tions sent

3,590 users

(400+ also using

eNotifications)

102

sending

facilities

In LHINs 1 to

12, coming

soon to

LHINs 13 and

14

June 2, 2015 – HRM received a Canadian Health Informatics Award

(CHIA) for Innovation in the Adoption of Health Informatics

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Sending Facilities currently LIVE on HRM

Currently 102 facilities (65 corporations) are LIVE on HRM across Ontario.

Full List of HRM Facilities: https://www.ontariomd.ca/portal/server.pt/community/hospital_report_manager/710/sending_facilities/21037

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HRM: Enhancements

Enhancements that are part of the HRM Roadmap:

• EMR functionality (specification process)

• Provincial tools (e.g., registries)

HRM Roadmap considers both clinical need,

timelines and process for implementation:

• Mapping against standard report types

• Multiple practice locations

• OTN Telehomecare reports

• Real-time notifications of patient

admissions/discharges (eNotifications)

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Multiple Practice Locations

HRM delivers reports according to the clinician identifier (e.g., CPSO #). If a clinician

works at multiple practices, HRM is unable to determine which of the practice locations

a specific patient is associated with. This results in a copy of the report being delivered

to each practice.

Ultimately, HRM will rely on eHealth Ontario’s provincial registries to make the

determination of patient location. (Timelines for the registries are not yet known.)

OntarioMD is working with Privacy and Legal experts, as well as the existing HRM

recipients who are receiving reports through HRM at multiple practice locations to

understand the implications of delivering the report to all practice locations.

Hospital

Hospital Report

Manager (HRM)

Community Health Centre

EMR

Additional practice location

EMR 1. Hospital sends a patient report

through HRM, for Dr. Smith

2. Dr. Smith is registered with

HRM at two locations – the CHC,

and his secondary practice location

3. HRM duplicates the report and

delivers a copy to each location

4. As the report is for a CHC

patient, Dr. Smith reviews the

report at the centre, and deletes the

copy at his other practice location.

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2. HRM Deployment

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Deployment Process

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Document Description

1. HRM Fact Sheet Brief overview of what HRM is and its benefits to the clinician practice

2. HRM Clinician FAQs Frequently asked questions about HRM

3. HRM Legal Review Letter: OMA and

CMPA

An endorsement of OntarioMD’s HRM Agreements by the legal departments at the Ontario Medical Association and the Canadian Medical Protective Association

4. Subscription Agreements: including

Schedules A and B

A Subscription Agreement will be prepared and pre-filled for each subscriber.

Appendices include the OntarioMD Service Level Agreement, Technical Information Sharing Agreement, Operations Guide, Privacy Complaints and Inquiry Policy and Procedures, Privacy Policy, Privacy Breach Management Policy, and Privacy Impact Assessment Summary.

5. End User Agreements An End User Agreement must be prepared to go with each Subscription Agreement. Each clinician must sign their own End User Agreement.

6. HRM Clinician Practice Planning Guide

Details the roles and responsibilities of clinicians within the practice and outlines HRM deployment activities from the clinician perspective.

Includes the optional User Acceptance Testing form (not applicable to Nightingale users)

7. HRM Operations User Guide A guide to HRM operations processes, roles and responsibilities and related activities to aid HRM users with ongoing management of HRM.

Welcome Package Content

For more information, please visit: https://www.ontariomd.ca/portal/server.pt/community/hospital_report_manager/710/overview_/21036

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Questions

For any HRM related questions, or to enrol for the service, please contact us directly at: report.manager@ontariomd.com