Mass HIway - Quick Guide to Using Webmail

December 11, 2014

MeHI is the designated state agency for:

Coordinating health care innovation, technology and competitiveness

Accelerating the adoption of health information technologies

Promoting health IT to improve the safety, quality and efficiency of health care in Massachusetts

Advancing the dissemination of electronic health records systems in all health care provider settings

MeHI is a division of the Massachusetts Technology Collaborative, a public economic development agency

2 Massachusetts eHealth Institute

Massachusetts eHealth Institute

• Tech Hub Collaborative • Big Data Consortium • Advanced Manufacturing

Collaborative • Innovation Index

• Mass Broadband 123 • MassVetsAdvisor

• Health IT Adoption & Use • Connected Communities • eHealth Services & Support • eHealth Innovation • eHealth Learning Center

Meet the speakers

Massachusetts eHealth Institute 3

Sean Kennedy, MPH, MS, PMP Director, Health Information Exchange Massachusetts eHealth Institute at the Massachusetts Technology Collaborative

Murali Athuluri Senior Consultant Massachusetts eHealth Collaborative

Ryan Thomas Lead Service Manager Mass HIway Operations Team

Presentation Goals

Todays presentation goals are: • Provide Massachusetts healthcare providers with information

to help them access and use Webmail: • What is the purpose of Webmail? • How do we use webmail? • How do we access provider DIRECT addresses? • How do we search for a webmail address?

• Review frequently asked questions (FAQs)

What is Mass HIway?

Mass HIway: Secure, statewide health information exchange (HIE) network operated by the Massachusetts Executive Office of Health and Human Services and guided by the Health Information Technology Council and its multi-stakeholder advisory groups. Mass HIway Goals: To facilitate information sharing and communication among healthcare organizations to: • Improve care quality and safety at patient transitions of care • Reduce costs and duplication • Improve patient outcomes and satisfaction

Mass HIway Progress Report

Mass HIway Progress to date:

• 300+ participant organizations. See full participant list at: www.masshiway.net

• 50+ Organizations actively exchanging data –growing at regular intervals

• ~5 Million transactions exchanged since the “Golden Spike” in October 2012

• Currently at a run rate of approx. 500,000 transactions per month

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13 Month HIway Transaction Activity

HIway Transaction Activity

* Note: Includes all transactions over Mass HIway, both production and provider test

655,378 Transactions * exchanged during November 5,202,011 Total Transactions * (inception to date)

-

100,000

200,000

300,000

400,000

500,000

600,000

700,000

Nov Dec Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov2013 2013 2014 2014 2014 2014 2014 2014 2014 2014 2014 2014 2014

Transactions 129,04 119,76 106,69 109,02 133,93 221,59 163,88 168,62 226,91 404,03 558,02 573,05 655,37% Change -7% -11% 2% 23% 65% -26% 3% 35% 78% 38% 3% 14%

Mass HIway Connection Options

Provider directory

Certificate repository

DIRECT gateway

Web portal mailbox

HIE Services User types 4 Methods Of Accessing HIE Services

EHR connects directly

Webmail

Physician practice

Hospital

Long-term care Other providers Public health Health plans

EHR connects through LAND Appliance

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HISP Connectivity

Webmail – Pros & Cons

Pros

► Simple to use, shorter onboarding cycle times, no dependency on EHR vendors, No third party integrations necessary ► No hardware or software installs at the participant site; no IT staff required ► Non-technical interface for users; access through web browser

Cons

► Users manually check for received messages on an e-mail system that is not integrated with their EHR ► Configuring automatic uploads of clinical information requires expert resources

Recommended for…

Participants who would like to send or receive clinical and patient information such as Transfer of Care securely on an ad-hoc basis and without a need to regularly send large volumes of data

Webmail is a browser based secure email service for exchanging administrative transactions among various participants of MA HIway.

Webmail - Login

URL: https://www.masshiway.hhs.state.ma.us/concerto/Login.htm

Webmail - Inbox

Webmail - Send Mail

Webmail – Other Options

Viewing Provider DIRECT address

Accessing the Provider Directory: Webmail Auto-complete Look Up

Start typing in the “To” field. List of the top ten matches are displayed.

Searching for Provider DIRECT address

Accessing the Provider Directory: Webmail Advanced Search

Accessed through Webmail interface and allows search by first/last name, etc.

Getting data into the Provider Directory

Mass HIway provides:

Domain name e.g., direct.ssh.masshiway.net Participant provides • Organization information • Organizational, Department, and/or individual level addresses e.g.,

– Southshorehospital@direct.ssh.masshiway.net – Medicalrecords@direct.ssh.masshiway.net – Emergency@direct.ssh.masshiway.net – Edward.Long@direct.ssh.masshiway.net

• Minimal data set to help others find Participant addresses • Alternative contact for verification (e.g., Phone #)

Fill out provider and organizational forms

Determine desired domain name

Determine structure of the webmail box (how many separate inboxes and how many users will have log in credentials?)

Once that information is gathered, participant is on boarded onto the webmail platform

Service manger will distribute log in credentials for the webmail box

Service manager will instruct participant to send a loopback test message to ensure proper connectivity to the MA HIway

After test is complete, participant is live in production on the MA HIway

Webmail – Process/Timeline

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Discovery On Boarding Testing Go Live Week 1 – 2 Week 3 Week 3 Week 3

Forms/Domain Onboard to webmail Loopback test Go-live

Rate Card

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FAQs:

Can I access webmail from anywhere?

• Yes. Webmail is accessible using the secured URL as long as there is a internet access.

Is there a web browser limitation?

• Webmail is accessible through Firefox, Safari and Internet Explorer.

How do I set up a shared webmail mailbox when adding users?

• If you are using one mailbox for multiple users, you may specify this in the Provider Directory Provider Upload File under “Shared Mailbox Address”. This option is only available to webmail providers.

Other Questions?

• Please submit through the question function on the webinar • Participants can also contact their Access Administrators

Account Manager Email Phone Murali Athuluri mathuluri@maehc.org 781-296-3857 Jim Bush jbush@maehc.org 339-222-6124 Len Levine llevine@maehc.org 339-223-3498

The Massachusetts Health Information Highway 1.855.MAHIWAY (1.855.624.4929) Option 1

masshiway@state.ma.us www.masshiway.net

Discussion & Questions

Massachusetts eHealth Institute 21

kennedy@masstech.org

mathuluri@maehc.org

Ryan.Thomas@orionhealth.com

Sean Kennedy, MPH, MS, PMP Health Information Exchange Director Massachusetts eHealth Institute at the Massachusetts Technology Collaborative

Murali Athuluri Senior Consultant Massachusetts eHealth Collaborative

Ryan Thomas Lead Service Manager Mass HIway Operations Team

617-371-3999 ehealth@masstech.org

@MassEHealth

www.mehi.masstech.org