i-net - IPHCA's SIMIS Network

Approximately seven weeks of planning, preparation, and end user training is required prior to “going live”. Following is an overview of the complete implementation process.

1. Executed Contract. Sign the “I-Net Network Agreement.” Once the contract is executed, i-net support staff will contact the agency to begin preparations for implementation.

2. Pre-Site Visit. A “Pre-Site” visit is conducted. Information gathered at the pre-site visit is used to tailor the system to fit the needs of the organization. A hardware assessment will be performed at this time, and the hardware survey must be completed and returned to IPHCA. Note that any custom reporting needs, programming, and/or data conversion are not included in the cost of implementation and are the responsibility of the site to work out with HealthPort. I-net support staff will assist in facilitating this process.

3. Telecommunications Installed. The fractional T1 circuit is installed at the main site. This establishes connectivity between the site and the Springfield host. IPHCA supplies an IP address to the Ethernet port on the router. It is the site’s responsibility to use this address within their own LAN/WAN connectivity to all their remote sites.

4. End User Training. The amount of End User Training needed is determined, and the training is scheduled. The length of the End User Training is based on the number of user licenses the participating site will receive. (The number of licenses issued, as well as any additional licenses purchased by the site, is included in calculating the length of training.) Typically, training lasts for three weeks, but could be for more or less time.

End User Training is performed on-site. Sites can use PCs or workstations to access their practice management software. The site can set up their own training lab environment and IPHCA staff will load the software on the designated PCs.

5. User IDs. User IDs are issued. The site submits a User ID Request Form to IPHCA as soon as possible. These forms must be received by IPHCA at minimum one week prior to the start of Table File Training. IPHCA will assign user IDs (only one user ID is created per user license).

6. Table File Training. Table File Training, which is the configuration of the HealthPort system for the individual site, occurs. During this training, the “super users” of the system (see below) under the guidance of the i-net Training and Support Analyst (or the HealthPort trainer, if needed) begin the process of entering information on the practice, physicians, patient demographics, financial class, and other modules. The training dates are scheduled with the i-net support staff, and by the time the training ends, the site has the tools needed to enter their data into the HealthPort Table Files. Sites are given one week after the training to complete entering data into the table files. The trainers will assist the health center staff with this process, and will also review the table files prior to the start of the End User Training

It is highly recommended that each site evaluate who needs to attend the Table File Training, as critical business decisions will be made during this time. This training is intended for “super users,” or experts on the health center’s current practice management system. Key staff performing billing, patient registration, and administration functions need to attend. While the training is performed on-site, it is also recommended that staff participate in the training independent of their daily responsibilities. Interruptions and distractions during the training can jeopardize a successful implementation.

7. End User Training. One week after the completion of the Table File Training, the End User Training begins. The end user training can continue anywhere from two to five weeks, based on the dates and times determined by the agency staff and i-net support staff.

Topics covered during the training include basic system navigation, patient registration, insurance billing groups, charge entry, payment entry, proof and post, account inquiry, and appointment scheduling. During the final week of End User Training, the health center will begin to enter appointments.

8. Data Conversion. The next step is data conversion. HealthPort and the health center’s current practice management vendor (or third party support entity) work together on the conversion process. There are several steps involved in this process:

a. A “pre-conversion” meeting takes place to review the conversion rules for the health center prior to the data conversion.
b. The health center determines a final cutoff date, and performs a tape back-up.
c. The tape back-up is sent to the practice management vendor or the third party support entity.
d. The data is placed in a flat ASCII file format.
e. The flat file is sent to IPHCA on a CD, or the file uploaded to an FTP site for IPHCA to download.
f. The files are loaded onto the host in Springfield.
g. The actual data conversion is processed by HealthPort staff, then loaded into the health center A/R.
h. The health center staff will review the live data to determine if the conversion is acceptable.

9. Go Live. The site “goes live,” or officially begins operating on the i-net network. The i-net support staff (and HealthPort staff if needed) participates in this process by being present at the health center when the site goes live. The i-net support staff is stationed at the main site to handle operational issues and assist the health center staff in this critical time of transition with patient registration, electronic claim submission, and various other key practice management issues.

10. Follow Up Training. Follow Up Training is conducted on-site, and is intended to correct any potential outstanding operational issues not resolved up to this point in the process.