Profile EMR Process for Managing Inactive/Dormant Profile EMR User Accounts – Profile EMR User Help

Content

Background
Safety Measures to Ensure Continuity of Care
Inactivation Process
Post-Inactivation Process
Important: Keep your email address up to date

Helpful Tools
Related Profile EMR User Help Files

Background

Profile EMR user accounts are monitored and disabled for 2 main reasons:

For the protection of patient information (see Reference: Paper/Electronic Documentation Standards - Vancouver Acute/Richmond)
To ensure tasks and transactions (e.g. results, documents, etc.) do not continue to be assigned to a Profile EMR user who is no longer a member of the care team.

Safety Measures to Ensure Continuity of Care

There are safety measures that are employed to ensure continuity of care during team member absences or when a team member leaves the care team, such as:

Clinician-of-the-Day Workflow
Assigning tasks to Task Groups
Setting Out-of-Office Tasks

Profile EMR User Help: Create a Task

When a Profile EMR user is not expected back, or when a lengthy time of inactivity is anticipated, we recommend following the Departing Staff Workflow. Similarly, prior to a team member leaving the team, we recommend following the same offboarding workflow in order to ensure continuity of care.

Profile EMR User Help: Offboarding (Departing Staff) Checklist – Profile EMR User Help

Inactivation Process

A Profile EMR user account is considered “dormant” during a specified period of inactivity. Inactivity is defined as the period of time that a user does not log into their Profile EMR account.

For NP or physician accounts, the account is considered dormant after a period of inactivity of 2 months
For a non-NP/non-physician accounts, the account is considered dormant after a period of inactivity of 6 months

If an account becomes dormant, both the user and their team leadership is informed that the account will be inactivated if the user does not log into their account in 2 weeks time. If the team member is unable to respond to the email, the team’s leadership can respond to the email on the user’s behalf. If the team member logs in at regular intervals that exceed the 2 month period, the team member or their leadership can respond to the email and request they be added to the exception list.

Post-Inactivation Process

If a Profile EMR User account is inactivated due to a missed deadline or accidental inactivation, the following steps must be taken to restore access:

The affected user or (their team leadership on their behalf) must submit completed PARIS/Profile EMR Training Registration & Change Access form signed by the team delegate to the ACTS team (Enrollment Support Analysts) at IMITSPCCommunity@vch.ca

Important: Keep your email address up to date

In order to receive timely notifications from Profile EMR team and Clinical Informatics, it is important the email provided to us coincides with your primary email address. Profile EMR users receive biannual requests/pop-ups via Profile EMR as reminder to update the email address we have on file, but users can also contact our help desk: EMRHelp@vch.ca with an updated email address.

Helpful Tools

Tools have been developed to assist in remediation of incomplete client records due to incomplete offboarding or inactivation of clinician accounts. From time-to-time, team leads may receive a list of team members with inactive or dormant accounts. When this happens, it is important to follow the same workflow as the one described in the Offboarding (Departing Staff) Checklist.

Case load of a provider with an inactive account can be reviewed using the Stored Query: My Case Load - Active Patients.

Available soon: a Summary Report identifying outstanding items within the Case Load of providers with inactive accounts. Data in this report will include: