Vendor teleconference meeting minutes - March 12, 2010 - CCIM

Vendor Information Session Minutes
Ontario Common Assessment of Need (OCAN)
CMH CAP VENDOR INFORMATION SESSION
Meeting Minutes
March 12, 2010 – 10:00 AM – 12:00 PM
Participants:
Vendors: B Sharp Roxy Software DATIS DANEC
CTYS ANZER Computing Desire Algoma Public Health
CRMS EMH Ware Vendor 1 Vendor 2
Project Team: Mary Lou Bozin David Smith Susan Maclean Khaled Awad
Ether Al-Adnan Omid Jamealsanaye Junaid Shaikh Tracy Lobo
Mona Walters
Agenda:
1. Que stions/Answers/Comments
Questions/Comments/Issues:
All of the questions/answers during the vendor teleconference as well as all questions/answers that come
to us through the support centre, etc. during the week are posted in the table below.
Question
Answer
Has a central data repository been selected If so,
is the repository housed within the MOHLTC
Process has not been completed yet. We are still
working through that to see who it will be. It won’t
be hosted within the MOH because Organizations
will be sending PHI Information. We are working
with the Ministry to identify the long term data
holder.
Is OCAN 2.0 mandated or still voluntary
OCAN 2.0 is voluntary, but it is expected that this
will be used in Community Mental Health. Some
LHINs are taking a stronger approach and some
are doing it voluntarily. However, this is the only
tool being used for CMH.
Have specs been completed for the French OCAN
We are working on the version of French OCAN as
well. Codes are standard, but the values will be
provided. However, it is going to follow English
version a little later. This will be sent out as a
separate project.
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Vendor Information Session Minutes
Ontario Common Assessment of Need (OCAN)
Question
Answer
However, there is not a mandatory requirement that
vendors should implement the French version in
their solution.
Submission process for sending data.
Data will be submitted through XML format.
Process: this will depend on who the final holder is.
For testing, vendors and organizations will send
test files to the project before GO-LIVE to ensure
adequate implementation.
When will vendors have access to the
Requirements
Requirements will be sent out to the vendors by the
end of next week. If they are done earlier, we will
send out the requirements with a communication to
all the vendors.
Will export include PHI
Yes, in the past pilot we could not collect PHI. This
version of OCAN is the implementation version and
will include PHI fields that will be sent to the Central
Repository. Data will not be completed in PHI
format until the data holder is finalized.
How do Organizations exchange information for
clients
There will be no electronic transfers from one
organization to another. There are other initiatives
on how Organizations share the information
electronically which is through the Integrated
Assessment Record. However it is not an
operational data repository. It will let organizations
view Assessments. From the CMH CAP project
perspective, the sharing of information process is
outlined in OCAN 2.0.
The project will work through harmonizing a single
feed which can be sent to both IAR and for
reporting.
Will monthly and quarterly feeds be sent until a
data holder is finalized
There won’t be monthly or quarterly feed unless we
have a data holder that will collect PHI.
Is CCIM mandating which Organizations are
sending which pieces of OCAN
We have recommendation on which Organizations
are going to be doing which types of OCAN. For
optional Organizations, they will make their own
decision. But for the recommended Organizations,
they should be doing the FULL OCAN.
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Vendor Information Session Minutes
Ontario Common Assessment of Need (OCAN)
Question
Answer
Has there been consideration for Consumer
Consent and does this get excluded in submission
If Consumers do not want OCAN to be shared,
then we do not expect to receive the information.
However, the project is close to finalizing the
recommendation and this will be included in the
requirements. Information will be provided shortly.
Will CDS still be required at the end of June
Yes, there will be some time before CDS goes
away until all Organizations come to a common
framework.
How will test files be sent
Test files can be emailed. If vendors think that the
accessing them through the portal will be easier,
then we can use that option as well. Since they do
not include PHI, it is safe to send via email.
What is the relationship between Single Framework
and Shared Assessment with OCAN 2.0
We are currently working two pilot sites where they
are using 1.0 and asking them to collect information
that mimics 2.0. We are in the process of
understanding the guidelines of sharing
Assessments. In the back end, we are working on
reports and seeing how that can mimic the single
framework. OCAN 2.0 should be able to handle
Single Framework and Shared Assessment.
Definite date for 2.0 to be implemented
We are expecting all CMH Organizations across
Ontario to be rolled out eventually.
Organizations will be working with their LHINs to
work out implementation dates. They are looking
for this summer to implement OCAN 2.0.
Organizations are really eager to implement.
Upgrade to OCAN 1.0 to 2.0 does not have specific
dates. It will depend on when the LHIN decides to
upgrade to 2.0.
Will there be scheduled updates in the future
This is not meant to be a static process. There will,
however, be periodic updates and we will look to
industry best practices on how this process should
work. There will be a group that will be responsible
for the evolution of the tool.
We are trying to avoid doing upgrades until after
the next couple of years.
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Vendor Information Session Minutes
Ontario Common Assessment of Need (OCAN)
Question
Answer
Duplicate submissions CDS and OCAN, might
make Organizations think that it is a vendor issue.
We have not thought about communications from
the vendor’s perspective. We have talked to
Organizations on how the two systems should work
in parallel until all Organizations implement OCAN.
We realize that it is not a vendor issue but a current
reporting requirement that they submit both
reporting information and continue to submit CDS
as it exists today.
How are we going to handle 1.0 and 2.0
submissions
We will work on the process. We will have 1.0
submission that will go to a different repository and
2.0 will be going to a different repository.
We will accommodate and account for both
versions of OCAN.
Will organizations upgrade from OCAN 1.0 to 2.0 if
their LHIN hasn’t decided yet to upgrade
We will send out a communication to Organizations
asking them to join the LHIN when they upgrade.
The funding will come when the LHIN starts the
process for upgrade.
Questions
For inquiries please contact the support centre at cmhcap@ccim.on.ca
Next Teleconference Date:
March 31st, 2010
11:00 am – 12:00 pm EST
Local: 416-212-0400
Toll Free: 1-866-355-2663
Access: 3312174#
Agenda for Next Meeting:
• Questions/Answers/Comments
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