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Apr
9
[EMS Users] – New Feature: Managing Duplicate Patient Records
Posted by Bryan Hodges on 09 April 2018 04:57 PM

EMS Agency Administrators now have access to the “Manage Duplicate Patient Records” feature in the Virginia Elite system.  This feature allows the Administrator to merge patient records together when the agency has created duplicate (two or more) patient entries for the same individual. 

This feature can be located by going to Resources, Patient Records and choosing the “More” option located at the top right of the Patient Records screen.  A complete overview of this feature is located in the “Managing Duplicate Patient Records Overview” article found in the ImageTrend University. 

One important note.  As the University article will point out, once patient records are merged together, the action cannot be reversed.  If an Administrator improperly merges patient records together, neither ImageTrend nor OEMS support can undo this action.  Because of this, we strongly encourage Administrators to review the University article fully (and any other related articles as well) to gain a complete understand of how this feature works if the agency is going to use it.

As with other features OEMS has made available, agencies are not mandated to use this.  It is only being made available so agencies may take advantage of the functionally if an agency chooses to.

For general questions, please contact support via email: support@oemssupport.kayako.com.


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Mar
30

The following updates are now available but do not go into effect for approximately 30 days:

Validation rules:  OEMS has corrected four validation rules and created one additional rule based on a review of data quality.  These rules will go into effect on 04/30/2018.  For more information on this, please refer to the link below: 

http://oemssupport.kayako.com/Knowledgebase/Article/View/257/36/virginia-elite-validation-rule-updates---activation-date-04302018

Hospital (Facility) Information:  Due to some changes and a new ED opening on 04/27, OEMS is publishing a new Hospital (Facility) List.  For more information, please refer to the following link:

http://oemssupport.kayako.com/Knowledgebase/Article/View/20/41/hospital-list-and-codes---virginia-elite-revision-03302018

Schematron File:  With the updates to the validation rules and hospital information, a new Schematron file (v3.4.0 only as Virginia no longer accepts v3.3.4) is now available at the NEMSIS website for download.  Agencies will need to ensure their EMS software vendor is aware of this.  EMS agencies that use the Virginia Elite system exclusively can disregard this part of the notice.

For questions, please contact support via email: support@oemssupport.kayako.com.


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Mar
29

Elite (and Report Writer) Upgrade Notice:

On Tuesday, April 3rd, the Virginia Elite system will be down as ImageTrend performs a system upgrade to both the Elite system and Report Writer system.  The upgrade process for Elite is scheduled to begin at 11:00 AM and should be completed by or before 2:00 PM.

During this time:

EMS users – No agency will be able to access the online version of the Virginia Elite system until the maintenance cycle is completed.  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, not all features/modules covered in ImageTrend’s general release notes may 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).   

***Report Writer additional:  The update process for Report Writer is going to take additional time.  Our current estimate is that all Report Writer updates will be completed by 11:00 AM on Thursday, April 5th.  During this time, Report Writer will be available but may not reflect current data.  It is recommended that users hold off using Report Writer until after 11:00 AM Thursday April 5th.

As with past updates, all general upgrades to the Virginia Elite system will be scheduled for the 1st Tuesday of each month.  For the remainder of 2018, the exception to this schedule will be July and September due to holiday’s that occur during this time.  In those cases, the upgrades will be done on the 2nd Tuesday in July and the 2nd Tuesday in September.

New Feature Activated – Post Reminder:

We have activated the Post Reminder option in the Virginia Elite system.  This option is available only to users with EMS Agency Administrator level access and is primarily useful for those agencies that use the Virginia Elite system as their main system for collecting Electronic Patient Medical Records.

This option allows an Agency Administrator to set reminders that will remind providers to post records upon login, log off, or upon closing the incident.  The settings for this option can be found by selecting the agency name and choosing “Elite Field Configuration”.  All of the settings under this option are set to “No” by default so an Administrator will have to change these options to “Yes” in order to enable post reminders for the agency. 

For more information on this, please refer to Help/University located under the Community menu.  Once in the Help section, look for the Elite Field Configuration section and choose Elite Field Setup.  The Post Reminder Settings article can be found there.

For questions on either of these topics, please notify support via email at support@oemssupport.kayako.com.


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Mar
2

On Tuesday, March 6th, the Virginia Elite system will be down as ImageTrend performs a system upgrade to both the Elite system and Report Writer system.  The upgrade process is scheduled to begin at 11:00 AM and should be completed by or before 2:00 PM.

During this time:

EMS users – No agency will be able to access the online version of the Virginia Elite system until the maintenance cycle is completed.  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).  

As with past updates, all general upgrades to the Virginia Elite system will be scheduled for the 1st Tuesday of each month.  For the remainder of 2018, the exception to this schedule will be July and September due to holiday’s that occur during this time.  In those cases, the upgrades will be done on the 2nd Tuesday in July and the 2nd Tuesday in September.

For questions, please notify support via email at support@oemssupport.kayako.com.


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Feb
5
[EMS Users] – Virginia Elite Update – 02.06.2018 & Report Writer updates
Posted by Bryan Hodges on 05 February 2018 05:05 PM

On Tuesday, February 6th (tomorrow), the Virginia Elite system will be down as ImageTrend performs the latest system updates.  This process is scheduled to begin at 11:00 AM and should be completed by or before 2:00 PM.

During this time:

EMS users – No agency will be able to access the online version of the Virginia Elite system.  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).

As with past updates, all general upgrades to the Virginia Elite system will be scheduled for the 1st Tuesday of each month.  For the remainder of 2018, the exception to this schedule will be July and September due to holiday’s that occur during this time.  In those cases, the upgrade will be done on the 2nd Tuesday in July and the 2nd Tuesday in September.

Report Writer Updates:

Beginning shortly after the Elite upgrade has finished, ImageTrend will begin running some needed reload processes designed to clear up issues reported by both agencies and internal users of Report Writer.  Here are important points to be aware of:

  • Due to the volume of information collected in the state’s Elite system since going live in 2015, this process to compare and reload (if needed) collected data is going to take between 150 and 180 hours to complete and will be run over the next 10 business days.
  • Report Writer will be available during this event but no information submitted after the process begins on 02/06/2018 will be available in Report Writer until the process finishes.
  • To ensure this process runs as smooth and as rapidly as possible, we recommend agencies refrain from running any general reports in Report Writer until this process has finished.
    • Agencies can run critical reports if needed. We just ask that agencies work in Report Writer only if absolutely necessary so that these processes do not take any longer to run than anticipated.      
  • No issues with Elite are anticipated during this multi-hour event.
  • Once this event has been completed, a follow-up notice will be sent out.

For questions, please contact support via email: support@oemssupport.kayako.com  


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