status summary - alaska ehealth network web viewalaska hit monthly status report. reporting period:...

Alaska HIT Monthly Status ReportReporting Period: Week of August 19, 2013State HIT Coordinator: Paul Cartland

Deliverable Summary: Current (for regular AeHN deliverables)Approved (all approved deliverables have been removed from the tracking table below)

37 of 87

Conditionally Approved (CA) 0 of 87Rejected 0 of 87Late 28 of 87Not Submitted Yet 21 of 87In Review with State 1 of 87Withdrawn by AeHN for Resubmission

0 of 87

Legend Conditionally Approved Rejected or Late Schedule Deliverable has been conditionally approved: may just

need to make adjustments or changes and provide an updated deliverable to State that addresses comments

Deliverable has been rejected: revised submission of deliverable is needed or the deliverable is late for submission

Regular AeHN/DHSS Contract DeliverablesContract Amend #

Deliverable #

Deliverable Name Status Contract Due Date

State Deliverable Review Status

Conditionally Approved/Rejected Updates Due Date

Needs AeHN Board Approval

Comments

3 3 Copies of Applications for Funding Opportunities

Within 5 business days of submission

As of 2/18/2013 IT Planning office has not received any copies of applications for funding opportunities

3 26 A Risk Analysis of and a Risk Management Plan for AeHN’s business/technical operations

7/30/2012 Late 8/12/2013 1st submission was conditionally approved by DHSS 7/30/2013, have not received 2nd version from AeHN.

3 27 A Security plan as indicated in the Contractor response to the RFP

7/20/2012 Late 10/9/2012 3rd submission has not been received by the IT Planning office

Alaska HIT Project Monthly Status Report – Week of August 19, 2013 1 - of - 17


Deliverable #





Comments

2nd submission of deliverable was conditionally approved on 9/24/2012

1st submission of deliverable was rejected, comments were provided to AeHN on 8/7/2012

3 28 Plans to establish a privacy and security framework, and the tasks to roll out the services and expand the services across the state required in section 4.04 of the RFP

7/20/2012 Late 9/15/2012 IT Planning Office has not received 2nd submission, due date was per updated timeline received from AeHN ED

1st submission of deliverable was rejected, comments were provided to AeHN on 8/2/2012

3 31 An implementation schedule for Direct and subsequent services as described in the Contract and the corrective action plans provided by the State to Contractor

6/22/2012 Late 6/12/2013 3rd submission was rejected by State on 5/30/2013, updated deliverable due on 6/12/2013

2nd submission was conditionally approved on 1/2/2013

1st submission was rejected on 9/20/2012

3 33 The Direct secure messaging communication and marketing plan

6/13/2012 Late 11/30/2012 1st submission of deliverable was rejected, comments were provided to AeHN on 7/3/2012

3 38 Transition of HIE which is compliant with contract requirements from pilot to production use by providers in Alaska

8/1/2012 Late 1/16/2013 1st submission was conditionally approved on 1/2/2013

1st submission was received on 11/19/2012, comments are due back to AeHN on 12/4/2012

3 39 HIE Training Plan 7/12/2012 Late 10/30/2012 1st submission of deliverable was rejected, comments provided to AeHN on 6/28/2012

3 40 Support the Integration of the HIE with the State health solutions

11/30/2012 Late Deliverable has never been submitted to DHSS

3 41 Document strategies on how the HIE will support

5/30/2012 Late 10/30/2012 1st submission was rejected on 10/16/2012, updated deliverable



Deliverable #





Comments

the ONC PIN Priorities was due from AeHN on 10/30/2012

3 42 Identify strategies on how the HIE will support all Stage 1 MU objectives

6/25/2012 In Review with DHSS

1st submission was received 6/14/2013. DHSS conditionally approved the 1st submission.

2nd submission was received on 6/28/25013. DHSS conditionally approved the 2nd version.

3rd submission was received on 8/8/2013. DHSS is reviewing 3rd

submission

3 43 Establish clear communications to the public regarding the use of exchange mechanisms, their rights with respect to exchange and the expectations of any participants in health information exchange using DSM and the robust HIE. Provide documentation to State of these communications and agreements with participants.


4 2 Lab Pilot Interfaces 11/30/2012 Late Deliverable has never been submitted to DHSS

4 3 Message Delivery Notification (MDN)

10/31/2012 Late Never received DTF for deliverable, MDN that has been implemented is not what was requested by State

4 4 Lab Pilot Testing 11/30/2012 Late Testing is still occurring

4 5 Lab Pilot Wrap Up 12/31/2012 Late Lab Pilot has not completed



Deliverable #





Comments

4 6A LOINC coding and Lab Marketing: AeHN to provide project plan and status reports for how LOINC coding will be implemented


4 6B LOINC coding & Lab Marketing: AeHN will provide an approach document and project plan for how lab pilot functionality will be marketed to other potential participants


4 6C LOINC coding & lab marketing: AeHN will delivery marketing


4 7A Statewide HIE Survey: finalized survey script

11/30/2012 Late If deliverable was completed DTF was never submitted for approval by DHSS

4 7B Statewide HIE Survey: delivery of survey results from interviews with a minimum of 500 provider organizations and all in state hospitals

1/31/2013 Late If deliverable was completed DTF was never submitted for approval by DHSS

5 1 Master Provider Index: HIE interface: design, develop and implement an interface between the DHSS MPI and the HIE

12/31/2013

5 2B Pass through to Orion Health: payable upon a valid invoice from Orion

9/30/2013

5 3 DSM Version 2 (2013 Version)

6/30/2013 Late

5 4 Direct Gateway Implementation

9/30/2013



Deliverable #





Comments

5 5A Populate CDR via DSM: implement capability to capture data from DSM CCD attachments

6/30/2013 Late

5 5B Populate CDR via DSM: Orion Health develop capability to capture data from CCD attachments routed via DSM

6/30/2013 Late

5 5C Populate CDR via DSM: $15,000 per EHR for up to 10 EHRs

6/30/2013 Late

5 5D Populate CDR via DSM: AeHN create data validation and quality compliance to ensure data is correctly captured and incorporated into CCDs

9/30/2013

5 6A Medicaid Claims Data into CDR: Create Data Mapping from MMIS DW to Orion CDR

12/31/2013

5 6B Medicaid Claims data into CDR: create a one-time historical data load from MMIS DW to populate CDR

12/31/2013

5 6C HIE Enterprise MPI (EMPI will be loaded with Medicaid patient demographics, patient and any cross-reference identifiers

3/31/2014

5 6D As new AK MMIS becomes operational the HIE will be able to receive regular claims feeds from Medicaid environment

3/31/2014



Deliverable #





Comments

5 7A Biosense Connectivity: Implement interfaces to support biosense

6/31/2013 Late

5 7B Biosense Connectivity: Coordinate hospital onboarding schedule

8/30/2013

5 7C Biosense Connectivity: Develop the HIE to Biosense interface

7/31/2013 Late

5 8A Blue Button: develop Blue Button import/export functionality in HIE

11/30/2013

5 8B Blue Button: integrate MyAlaska patient authentication into the HIE for Blue Button download and PHR access

2/28/2014

5 8C Blue Button: synchronize the HIE EMPI with DHSS’s MCI

2/28/2014

5 8D Blue Button: Integrate with AeHN patient communication plan

3/31/2014

5 9 Orion Health disease management module: supporting obesity, diabetes care and cardiovascular disease

3/31/2014

5 10A HIE Acceptance survey of public awareness: pre-roll out survey results statewide

8/1/2013 Late

5 10B HIE Acceptance survey of public awareness: post-roll out survey results statewide

2/1/2014

5 11A Privacy & Security: security certification

8/1/2013 Late

5 11B Privacy & security: HIE 2/1/2014



Deliverable #





Comments

certification

5 12 Consent management: update clinical portal to allow 3 options for consumers (opt-in, opt-out, opt-out partial)

6/30/2013 Late

5 13B Orion Health maintenance contract

3/29/2014

5 14A Business Intelligence: purchase license and install system

1/31/2014

5 14B Business Intelligence: test and implement

2/28/2014

5 14C Business Intelligence: develop and implement 2 analytic reports

3/31/2014


Re-Occurring AeHN/DHSS Contract DeliverablesContract Amend #

Deliverable #

Deliverable Name Status Contract Amendment Due Date


Conditionally Approved Updates Due Date


Comments

3 R-1 Annual Budget Update Due in May each year

Initial budget was approved 5/31/2013

3 R-2 Quarterly Budget Quarterly within 15 calendar days of the end of each quarter

Initial budget was approved 5/31/2013, quarterly budgets can begin September 2013

3 R-3, R-8 Weekly Status Report including transactions by provider type for Direct service

Weekly on Mondays

Continue to receive weekly status report

Received a combined report on 1/21/2013 for the weeks ending 1/11 and 1/18. Status report does not include DSM metrics.

Did not receive weekly status report for week of 12/24/2012, status report does not include DSM metrics needed for ONC reporting

Received weekly status report for week of 12/10/2012, status report does NOT include DSM metrics needed for ONC reporting

Weekly status report has not been received from AeHN since early August.

Weekly status report for week of Aug 1-8 was received on Monday 8/6/2012

Weekly status report for week ending 7/20/2012 was received on 7/23/2012 however the only updates in the report were the DSM metrics.

Weekly status report for week ending 7/13/2012 was received late on 7/17/2012. Comments were sent back to AeHN regarding this status report on 7/20/2012.

Weekly status report for week


Re-Occurring AeHN/DHSS Contract DeliverablesContract Amend #

Deliverable #

Deliverable Name Status Contract Amendment Due Date


Conditionally Approved Updates Due Date


Comments

ending 7/6/2012 was received late on 7/11/2012; status reports are due on Mondays. Additionally status report was not complete.

Weekly status report for week ending June 29 was not received. Email was sent to AeHN on 7/5/2012 requesting status of weekly status report, no response received from AeHN.

3 R-4 DSM Directory for Alaska's Master Provider Directory

Weekly Continue to receive weekly spreadsheets of DSM Directory

Received an Excel spreadsheet with DSM directory on 1/21/2013.

Format needed to be electronically submitted to Alaska's Master Provider Index is still being determined

3 R-5 Workgroup Schedule and roster Updates

Weekly 1/21/2013 – have not received any updates

3 R-6 Workgroup Reports to Contractor Board of Directors

Monthly 1/21/2013 – have not received any updates

3 R-7 Project Plan Updates Weekly 1/21/2013 – have not received any updates

4 1 Weekly Project Status reports – Lab Pilot

Weekly Never received


Critical Active Issues Summary - Current Reporting Period and Unresolved from Prior Reporting Period(s)

ID Date Project Title Description Discussion Comments Status Trend20

11/2/2011

HIE Governance

AeHN Corrective Action Plan (CAP)

The DHSS Commissioner has requested AeHN develop a CAP to address the findings of the HIE Assessment performed by Cognosante

CAP is due to State by 12/2/2011 8/19/2013 - Contract amendment #6 has been sent to AeHN for signatures

5/24/2013 - Contract amendment #5 has been signed by State & AeHN

4/29/2013 - State and AeHN are still discussing contract amendment

4/15/2013 - State and AeHN have agreed to a new contract amendment following the contract re-negotiations between AeHN and Orion Health. Contract Amendment with State and AeHN will include HIE Phase 2 activities and should be completed and signed shortly.

2/19/2013 - continue to receive weekly status reports and now DSM Provider Directory reports on a weekly basis. Currently there are 24 late deliverables (4 of these had been conditionally approved but have long since past their resubmission due dates).

1/22/2013 - now receive weekly status report on a more regular basis but other deliverables have not been submitted. Currently there are 20 late deliverables and 4 Conditionally Approved deliverables that have not been re-submitted within 10 business days of the DTF being returned to AeHN.

12/13/2012 - improving trends in deliverables from AeHN; HIT office is working closely with AeHN to ensure deliverables are satisfactory; there are still 17 late deliverables, 4 that have been withdrawn by AeHN for re-submission, 1 conditionally approved, and 5 not yet submitted.

9/26/2012 - improving trend in deliverables from AeHN, 5 deliverables have been approved, 3 are conditionally approved and 1 has been rejected. AeHN Executive Director has provided an updated timeline for when deliverables will be sent to DHSS

8/29/2012 - most contract amendment deliverables have either been rejected or have been conditionally approved without updated submissions sent to HIT Program Office. Paul Cartland is working with AeHN's new Executive Director, Rebecca Madison to determine priority of deliverables and updated submission dates.

Active

Improving


ID Date Project Title Description Discussion Comments Status Trend 8/7/2012 - 12 deliverables have been rejected

without a 2nd updated deliverable having been submitted, 2 deliverables have been rejected and 2nd versions are due later in August, 7 deliverables have been conditionally approved but State has not received any updated documents addressing State's comments (1 of these is not due back to State until next week), 21 deliverables are late, 1 deliverable is in review with State, 2 deliverables are due at either future dates or due dates were not identified in contract amendment

7/30/2012 - 12 deliverables have been rejected without a 2nd updated deliverable having been submitted, 1 deliverable was rejected but a 2nd updated deliverable has been submitted, 7 deliverables have been conditionally approved with no updated documents provider to address State comments, 19 deliverables are considered late, 3 deliverables are in review with State, 5 deliverables are due at either future dates or due dates were not identified in contract amendment

6/29/2012- Two of the three deliverables required under contract amendment 3 were rejected and the other was conditionally approved. Fifteen deliverables are being reviewed. An additional eight are past due for delivery.

5/30/2012- AeHN continues to submit weekly reports. There are concerns with sustainability plans and privacy/security standards.

5/2/2012 - AeHN is submitting weekly status reports and is participating in a weekly meeting with HIT Program office to discuss the status report, updates and any issues or concerns

1/30/2012 - State has not approved AeHN's CAP, State and AeHN continue to work together along with Deloitte technical assistance to reach a point with AeHN's CAP that it can be approved

12/21/2011 - State requested that AeHN staff meet with State and Cognosante to develop action items from the CAP review.

12/2/2011 - State received AeHN's CAP and will review.

26

6/29/2012

HIE Governance

SaaS Solution Out of Date

Orion has released two newer versions of their solution set that have not been installed for Alaska.

The AeHN - Orion contract requires that Orion maintain the software current but does not stipulate how often or within how much time after release.

4/29/2013 - State HIT Coordinator continues to participate in weekly meetings with AeHN and Orion to discuss SaaS changes needed to keep the solution up to date.

4/15/2013 - State HIT Coordinator continues to participate in weekly meetings with AeHN and

Active

Improving


ID Date Project Title Description Discussion Comments Status TrendOrion.

2/19/2013 - State HIT Coordinator continues to participate in weekly meetings with AeHN and Orion. Orion has started to produce a weekly report but it has not been delivered to the state on a regular basis.

1/22/2013 - State HIT Coordinator participates in weekly meetings with AeHN and Orion Health to discuss HIE and DSM functionality and rollout plans.

9/26/2012 - HIT Program office received unacceptable update from Orion about upgrades, has requested further information from AeHN

8/29/12 - HIT Program office has not received updated from Orion about when upgrades will be in AK environment

6/28/2012 - Orion indicated that upgrades are dependent on UAT sign off of current versions to allow them to be moved into production.

28

7/2/2012 HIE Governance

HIE Go Live Plan needed

AeHN needs to create a go live work plan that includes all of the work that needs to be complete before the system can be placed into production

The current go live plan only includes tasks related to the pilot sites.

8/19/2013 - HIE has being moved into production status for pilot sites. AeHN is working on onboarding new participants.

6/10/2013 - Go-Live date for HIE pilot sites has moved to June 26, 2013.

4/29/2013 - Orion has not provided a recent project plan that adjusts the Go-Live for the HIE from April until May due to the delay because of the ACLU. AeHN has not provided any updated project plan for their activities to the IT Planning office since January 2013.

4/15/2013 - Orion provides a project plan for their activities in their weekly report but often this project plan is out of date and doesn't correct reflect when activities/deliverables are occurring or will be completed. AeHN has not provided an updated project plan for their activities to the IT Planning office since January.

2/19/2013 - IT Planning office has not received an updated project plan from AeHN since January. Orion provides a project plan for their activities in their weekly report but the state often doesn't receive this report. It is difficult for the State to maintain a master project plan and provide updates to ONC due to lack of receipt of plans from AeHN and Orion.

1/22/2013 - The IT Planning office has noted that the project plans from Orion Health and AeHN don't always appear to align for implementation

Active

Improving


ID Date Project Title Description Discussion Comments Status Trendactivities. The plans also do not accurately show predecessors and successors (an example is sometimes the successor is at 100% but the predecessor hasn't been completed). If Orion Health and the AeHN plans do not align for implementation activities it will be very difficult to move the pilot sites into production and add new sites to the HIE.

8/29/12 - HIT Program office and AeHN have been working closely to determine a list of work for HIE Go Live/Phase 2

46

1/22/2013

HIE Governance

PMP on AeHN staff

AeHN does not currently have a PMP certified staff person.

AeHN does not currently have a PMP certified staff person. This is a requirement in the contract between DHSS and AeHN.

4/15/2013 - no updated provided by AeHN 1/22/2013 - IT Planning office is unsure what

AeHN is doing about hiring a PMP certified staff person.

Active

No Change

47

1/22/2013

HIE Governance

Privacy & Security Officer on AeHN staff

AeHN has not been able to hire a privacy and security officer for their staff.

DHSS is concerned because AeHN has not been able to hire a Privacy & Security officer for their staff. This is a critical area of concern for the HIE and is needed before moving to a production status.

6/10/2013 - AeHN Executive Director is acting as the Privacy & Security office at this time

4/15/2013 - no updated provided by AeHN 1/22/2013 - AeHN has posted a combined Privacy

& Security Office and Data Quality position. The IT Planning office is concerned that AeHN will not be able to find a person with these two skill sets and both these areas are areas of concern and really need to have two separate individuals employed.

Active

No Change

49

4/29/2013

HIE Governance

Direct Secure Messaging (DSM) Solution current & version 2013

The DSM solution Orion has implemented for Alaska does not meet the needs for State of AK. State has been requesting for months for changes which have not been implemented, these include: group mailboxes, quality email connectivity, reporting by role, and other functionalities.

Orion has recently proposed a new version: 2013 DSM but this version doesn't fulfill all of the state’s requests and may even be a step backwards for some functionality.

8/19/2013 - Still waiting for final details and updates about DSM version 2 and exact date this can be implemented and how Orion will address DHSS concerns with solution

6/10/2013 - Orion Health DSM version 2 will not be available for email migration until October 2013. This date is not satisfactory for DHSS and has been rejected. AeHN and DHSS are researching mitigation strategies.

4/29/2013 - Orion has been telling AeHN and State for weeks that they will provide dates for when Version 2013 could be implemented in Alaska and continues to avoid providing a date and answer the States concerns about 2013 version.

Active

Worsening

Risk Report Summary

ID Date Project Title Description Comments Status Severity Probability Impact Strategy11

12/31/2011

HIE Governance

Insufficient Funds for Corrective Action Plan

If AeHN is not sufficiently staffed or funded to support the demands of the

6/10/2013 - AeHN Executive Director is filling roles until AeHN can hire staff

4/29/2013 - Status of a data

Active 2 - Significant; affecting all performan

1 - High; will occur (100%)

3 - Moderately Controllable

The Alaska HIT Program office works to supply templates, documentation, assistance


ID Date Project Title Description Comments Status Severity Probability Impact Strategycorrective action plan they will not be able to meet the expectations set in the AeHN/State contract, the Corrective Action Plan, nor other stakeholder expectations.

quality person and a privacy/security staff person has not changed

4/15/2013 - AeHN still has not hired a Data Quality person or a Privacy/Security staff person.

1/22/2013 - AeHN has increased staffing; however, AeHN has not hired a Data Quality person or a Privacy Security staff person and currently has this posted as a single position. The IT Planning office is concerned that these are two critical positions needed and it will be difficult to fill this position combine these two skill sets.

12/13/2012 - HIT Office is monitoring staffing

9/26/2012 - new AeHN ED has increased staffing through hiring and contracting with third parties.

8/29/2012 - New AeHN ED, Rebecca Madison started in early August. Doris Yanis-House has agreed to stay on with AeHN as a contract employee to assist with DSM, unsure about Joe Furrer's employment status with AeHN. AeHN continues to struggle with staffing and funds.

7/30/2012 - AeHN Executive Director, Bill Sorrells last day was 7/20/2012. The new AeHN ED doesn't start until Aug. 8th. The other two HIE staff: Joe Furrer and Doris Yanis-House have also submitted their resignation letters and will be gone from AeHN by middle of August.

5/1/2012 - Due to the CAP for AeHN REC pressure on AeHN as an organization has increased. AeHN is still

ce and budgets

and guidance as practical. AeHN prioritizes CAP word appropriately; some HIE program activities may be delayed as a result of focus on Direct implementation and corrective action plan activities.


ID Date Project Title Description Comments Status Severity Probability Impact Strategyunderstaffed and funded. State HIT Program Office developed an HIE Staffing Comparison that was presented to the AeHN Board for discussion.

2/29/2012 - The HIT Program office and technical assistance contractor Deloitte continue to work with AeHN regarding their CAP submission.

1/30/2012 - HIT Program office and AeHN meet the week of January 2nd to discuss gaps in AeHN's CAP submission. A matrix was provided to AeHN regarding gaps and strategies were discussed. HIT Program office is still concerned about AeHN's CAP since it has not yet been approved by State and has requested further technical assistance from Deloitte.

12/31/2011 - HIT Program office and AeHN are scheduled to meet in early January to discuss action steps necessary for the corrective action plan.

33


HIE Implementation Plans

If AeHN and Orion Health implementation plans do not align the move to production for pilot sites and rollout to new sites may not be consistent or timely.

8/19/2013 - HIE has moved into production status for pilot sites. AeHN is working on onboarding other participants

6/10/2013 - HIE Go-Live for pilot sites have been delayed until June 26, 2013.

4/29/2013 - Project plans still remain out of data

4/15/2013 - Project plans are still difficult to receive from AeHN and Orion Health, when received project plans are out of date, deliverables have not been completed but appear in plan as being done, and other inconsistencies. Have never received a full project plan from AeHN for their office's activities; have only received project plans that are Orion

Active 1 - High; probably project failure

2 - Expected; could occur (75%)

3 - Moderately Controllable

Mitigation strategy - Orion Health and AeHN need to align work plans more closely for implementation activities


ID Date Project Title Description Comments Status Severity Probability Impact StrategyHealth plans for implementation of specific entities such as Fairbanks Memorial Hospital.

2/19/2013 - IT Planning office has not received an updated AeHN Project Plan, do receive Orion project plans but it is inconsistent when the weekly reports are received.

1/22/2013 - The IT Planning office has noted that the project plans from Orion Health and AeHN don't always appear to align for implementation activities. The plans also do not accurately show predecessors and successors (an example is sometimes the successor is at 100% but the predecessor hasn't been completed). If Orion Health and the AeHN plans do not align for implementation activities it will be very difficult to move the pilot sites into production and add new sites to the HIE.

34


Direct Secure Messaging (DSM) Current and Version 2013

If Orion Health cannot implement a Direct solution that meets the States requirements and needs the State may have to find HISP services with another vendor.

6/10/2013 - Orion health's DSM solution version 2 will not be ready for implementation until October 2013, this delivery date has been rejected by State. AeHN and State are developing mitigation strategies.

5/3/2013 - Orion Health's DSM solution continues to be unstable: there is a timestamp issue where emails are being sent at a certain time but when received the timestamp on the email reflects a future date/time; at least one State user's DSM User ID disappeared - it was restored but only after system wide shutdown occurred

Active 1 - High; probably project failure

2 - Expected; could occur (75%)

2 - Largely Uncontrollable

Mitigation Strategy - If Orion Health cannot provide a solution that meets the needs State will need to identify another vendor to provide Direct/HISP services.


ID Date Project Title Description Comments Status Severity Probability Impact Strategy 4/29/2013 - Orion Health

continues to be unable to meet the States needs for DSM and are unable to provide accurate dates for when they might be able to provide a solution that meets the States needs


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