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May
2
[EMS Users] VAv3 Compliance Report - April 2017
Posted by Dwight Crews on 02 May 2017 02:42 PM

The Division of Trauma and Critical Care within the Virginia Department of Health, Office of Emergency Medical Services (OEMS) has just released the VAv3 Compliance Report for April 2017.  The report is generated each month and provided to the Director of OEMS, the Division of Regulations and Compliance, and the Rescue Squad Assistance Fund (RSAF) Grants program.  See the following link in the Knowledgebase for the report.

New this month: The compliance report is based on the last 4 reported months, instead of the last 12 months.

http://oemssupport.kayako.com/Knowledgebase/List/Index/63/vav3-compliance-reports

The deadline for EMS agencies to transition from NEMSIS Version 2 to Version 3 standards was December 31, 2016.  All agencies should now only be reporting Version 3 data to VAv3 as of 1/1/2017.  Any reports submitted by EMS agencies under VPHIB v2 after 12/31/2016 are out of compliance and are not included in this report.

The data in the report is compiled from VPHIB v2 (Dec 2016) and VAv3 (Dec 2016-Mar 2017) records as of 4/26/2017.

In addition, the compliance status reasons on the report are shown below.  The bottom of the report also contains a key to help interpret the report.

Note: Compliant and Non-Compliant agencies are both listed on the report.

  • BR - Behind Reporting (Yellow)
  • NR - Not Reporting (Red)
  • FR - Full Reporting (Green)

If you have any questions or concerns with your agency's status, please contact us by either submitting a ticket at our VPHIB support suite, http://oemssupport.kayako.com/, or by sending us an email to support@oemssupport.kayako.com.


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May
1
[EMS & Hospital Hub users] Virginia Elite System Update postponed
Posted by Bryan Hodges on 01 May 2017 05:04 PM

The update to the Virginia Elite system scheduled for tomorrow (between 11:00 AM and 12:00 PM) has been postponed.  Once it has been rescheduled, we will send out a notice letting all users know when the update will occur.

If you have any questions, please contact support via email (support@oemssupport.kayako.com)


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Apr
26

On Tuesday, May 2nd from 11:00 AM till 12:00 PM, the Virginia Elite system will be down as ImageTrend performs an upgrade to the system. 

During this time:

  • EMS users – No agency will be able to access the online version of the Virginia Elite system during this time.  For those EMS agencies using the Virginia Elite system exclusively, the Elite Field version will still work in the offline mode and all records created can be posted once the maintenance cycle has been completed.  For those agencies using a 3rd party vendor, any records submitted via Web Services will process into the Virginia Elite system once the upgrade process has been completed. 
  • Hospital Hub users – Hospital Hub users will not have access to any records in the Virginia Elite system during this time.  Hospital Hub will still work but the information available will be limited until the upgrade process has been completed.

For Virginia Elite users, once the upgrade has been completed, the newest release notes will be available under the Help/Community section.  As a reminder, all features/modules covered in ImageTrend’s general release notes may not be available in the Virginia Elite system.  Should users have any questions on new features/modules, those questions need to be directed to support (support@oemssupport.kayako.com).  

Going forward, all general upgrades to the Virginia Elite system will be done on the 1st Tuesday of each month.  For 2017, the exceptions to this will be July and September due to the holidays that occur during this time.  In those 2 cases, the upgrades will be done on the 2nd Tuesday of the month.  OEMS will send out reminder notices no later than 5 days prior to each event so that agencies can plan accordingly.    

If there are any questions, please notify support via email: support@oemssupport.kayako.com.


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Apr
19
[All Users] – Scheduled Maintenance Confirmed
Posted by Bryan Hodges on 19 April 2017 04:38 PM

The Virginia IT group has confirmed the timeframe for the general Network Maintenance work scheduled for Saturday, April 22nd through Sunday, April 23rd

Maintenance will begin at 10:00 PM on Saturday, April 22nd
Maintenance will be completed by 9:00 AM on Sunday, April 23rd

As a reminder, access to both the Virginia Elite system and the Virginia Statewide Trauma Registry (VSTR) system will be unavailable during this time. 

EMS users – No agency will be able to access the online version of the Virginia Elite system during the maintenance cycle.  For those EMS agencies using the Virginia Elite system exclusively, the Elite Field version will still work in the offline mode and all records created can be posted once the maintenance cycle has been completed.  For those agencies using a 3rd party vendor, no action will be required on your part.  Any records submitted via Web Services will process into the Virginia Elite system once the maintenance cycle has been completed.

VSTR users - Facilities that normally interact with the VSTR system will not have any access to this system during the maintenance cycle.

Hospital Hub users – Hospital Hub users will not have access to any records in the Virginia Elite system during the maintenance cycle.  Hospital Hub will still work but the information available will be limited until the maintenance cycle is complete.

Should any agency or facility encounter issues with access after the maintenance cycle has been completed, those issues should be directed to support via email: support@oemssupport.kayako.com


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Apr
14
[EMS Users] – 3rd party import issue – Facility Names and Codes
Posted by Bryan Hodges on 14 April 2017 04:42 PM

(This notice affects only those agencies that use a 3rd party vendor to import records into the Virginia Elite system.)

Yesterday, it was discovered that agencies were able to submit records to the Virginia Elite system with miss-matched and/or incorrect facility names and codes.  The names and codes are used to ensure hospitals can access electronic records for patients that are transported to their facility.  Because of this issue, hospitals were not able to properly access electronic patient care reports submitted to the Virginia Elite system.     

Working with our vendor, the Virginia Elite system will no longer accept records unless the facility name and code exactly matches what is setup in the states Elite system.  Records that do not match will fail to submit and will have to be corrected by the agency and resubmitted.  It is important to note that, should a record fail to submit, this failure does not waive the agencies responsibility to submit that record to Virginia per regulation.  Agencies will need to work with their 3rd party vendors to ensure the proper facility names and codes are submitted. 

To that end, a new Schematron file has been posted on the NEMSIS website.  3rd party vendors can go to the NEMSIS site to download this new file.  OEMS has also created hard copies (Excel and PDF formats) of the facility names and codes as they exist in the Virginia Elite system for reference.  Those files can be found in the OEMS Knowledgebase at the following location:

http://oemssupport.kayako.com/Knowledgebase/Article/View/20/41/hospital-list-and-codes---virginia-elite-rev-04142017

Please note that this is not a new concept.  The facility names and codes as established by OEMS have always been a part of the minimum dataset requirements EMS agencies must submit.

If an agency needs additional facilities added (for example: other Hospitals, Free-standing ED’s, etc.) to the Virginia Elite system, that request needs to be submitted to support via email (support@oemssupport.kayako.com).  All requests will be reviewed and either the new facility name/code will be added or the agency will be directed as to which existing name/code to use.  As new names/codes are added, new Schematron files and updated hard copy lists will be made available and additional notices sent out.

If there are any questions on this, please notify support via email (support@oemssupport.kayako.com). 


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