Meaningful Use 2015 Update

We are excited to share that our first of three testing waves for Meaningful Use 2015 Certification is scheduled for mid-June. We have been hard at work updating our existing Meaningful Use functionality and developing new features as prescribed by the requirements. As noted in previous FootNotes, these efforts have included making modifications to the Gender, Race, Ethnicity, and Primary Language fields in AWARDS. Previous announcements had noted that we would release these Demographics changes ahead of time, but we have determined it is best to hold the release until we complete our Wave 1 testing. Please see upcoming FootNotes for further information regarding both the noted Demographics changes, as well as our MU 2015 Certification process.

Diagnosis New Look and Feel - Anticipated Deployment: Late Summer

As we continue to enhance the look and feel of AWARDS, work on moving the Diagnosis module to the new index style is currently underway. Along with the visual changes of adding the action bar of icons to the top of the index, an index Search, a side bar menu and breadcrumbs, we will also be modifying the data housed in the module. 

CybersecUrity Doesn't Work Without "U"!

Ok, it sounds a little cliched - like it belongs on that groan-worthy motivational poster hanging in your office someplace - but that doesn't make it any less true or pertinent to all of us. Cybersecurity is only as strong as its weakest link and, because we all work with protected health information on a daily basis, a weak or broken link can have serious repercussions for our organizations and the clients we serve. So, how strong are your personal cybersecurity standards?

• Do you ever store passwords in your browser?  In AWARDS trainings users frequently acknowledge that they don't know their passwords because they store them on their work computers.  We've been seeing this more and more of late, and it's a terrible vulnerability that could leave the data you work with exposed to access by unauthorized individuals. Be sure you NEVER let your browser save a password, and if you've done so in the past be sure to clear that information out of your browser's settings immediately.  Furthermore, take the time to set up a secure password management system for yourself for home and business purposes (simply writing your passwords down on a sticky note is not a solution) and with a little research online you're sure to find something that works for you.
• Do you ever share a login with someone else?  Ever give your login credentials to someone who's helping you out?  For instance, an intern doing AWARDS data entry over the summer?  If you do, you're putting yourself and your clients' data at risk, not to mention violating HIPAA regulations.  Everything the other individual does - whether it's simply doing the data entry they were meant to do, curiously dipping into records they shouldn't be looking at, or inappropriately downloading information - is attached to your login in the AWARDS system's audit records.  Take the time to make sure each and every individual has his/her own AWARDS login credentials, and that those credentials only give the minimum necessary access to protected health information.  Similar standards should be used for other software applications you may use as well.
• Do you ever open email attachments or click on links in emails without pausing to think?  This is a tough one because email is something we all use on a daily basis, but before you open anything from an email it's always a great idea to pause for a moment.  Even if the source of the email looks to be legitimate and/or someone you trust, that's not always a guarantee of safety - emails can mask the true sender, links can be disguised to point you to somewhere other than where you think you're going, and attachments can contain malware that may harm your machine.  When in doubt, take the time to type a known URL directly into your browser rather than using an email link, or verify from the sender that an odd email attachment is legitimate before opening it.
• Do you ever neglect to keep your computer up to date?  As the recent "WannaCry" ransomware attacks demonstrated, out of date software can be the ticket into your machine for someone who has the wrong intentions.  It's incredibly important to make sure that your operating system and browser are up to date with all of the latest fixes, patches, security updates, and so on.  Depending on which applications you use and how your machine is configured, some or all of these updates may be taking place automatically, but if they're not now's a great time to add a reminder to your calendar to check for updates on a regular basis.  Also remember to keep your eye on the news for emerging cybersecurity threats - even if your system is updated automatically, there may be instances where you'll want to get a security fix in place before it would otherwise be installed on its own.  The national news and/or cybersecurity sites online can be a great way to stay up to speed with what's happening out there.

Did you answer "yes" to any of these questions? If so, you're not alone (they are all things we've seen in our work with AWARDS users out in the field), but it means that it's time to evaluate and change your cybersecurity practices today. We encourage you to use the information we've provided here to make some quick and easy changes in your daily workflow to ensure that your personal security standards are in top shape today.  And don't forget - keep yourself informed. Cybersecurity is a constantly shifting landscape, and having just that little extra bit of information on current threats and safety tips can go a long way toward making your online experiences safe ones.

As we have done in previous months, we are continuing to make available a new set of useful features and functions to users of AWARDS. As always, this round of upgrades is provided free of charge to all AWARDS users and is described below. If you have any questions, please feel free to ask your local Help Desk or your Foothold Client Services representative. We hope these enhancements improve the way you use AWARDS and provide services! 

Deployment Date: 6/7/17

Allergies - new Look and Feel

The Medical > Allergies feature now has a new look as we continue to develop the new navigation and usability of AWARDS. Changes include:

• Program and Client drop-downs - New Program and Client drop-downs have been added to the index page, allowing users to make these selections right on the index. Once a client is selected, the index will refresh and display records for that individual. These drop-downs will be in read-only mode while data entry is occurring within a record (either editing or creating a new record).
• Action icons moved - The Edit, View, Delete, and Add New icons/link have been moved to an action bar that appears above the index. Radio buttons appear next to each allergy record to allow users to select which record they would like to take action on. Clicking on an individual record from the index will also open the record in data entry/edit mode.
• Search field added - A new Search field also appears on the action bar, which allows users to quickly search the contents of the index. A Filter By drop-down list compliments the Search field, allowing users to search the contents of "All Columns" in the index (the default), or a specific column.
• Link to ReportBuilder added - A link to the Allergies ReportBuilder has been added to the index, on the left-hand menu bar.  
• Digital Record information - For agencies using Digital Rx / e-prescribing functionality. Previously if an allergy was also recorded in Digital Rx, an "Rx" notation would be listed next to the allergy name in the index.  Now that information is reflected in a new Digital Record column in the allergies index, where "Yes" is displayed for those recorded in Digital Rx, and "No" for those that are not.

Other updates to the design include improved navigation tools, such as clickable breadcrumbs at the top of the page, an action bar on data entry pages, and improved index pagination.

Our work on Coordinated Entry continues to move forward.  This month we are releasing many new features related to FormBuilder that you can read about in the "What's New" section above.  FormBuilder Assessments are an integral part of Coordinated Entry Systems, so we've made it a lot easier to have assessment data follow the client from screening to placement.  Usually in a Coordinated Entry System there is one program that screens the clients to find the most appropriate program for that client.  The screening is usually done through a combination of questions at intake and FormBuilder Assessments such as the VI-SPDAT or Self-Sufficiency Matrix (which are both located in our Shared Forms Library).  Whether you are using a Central Intake project or Waiting Lists, you now have control over which FormBuilder assessments will follow the client as they are placed, and you have a lot more choices about where the forms can be located.  We also know that sometimes the screening happens before a client is admitted into a program, so now you can complete FormBuilder forms on unprocessed referrals too.

In a few months we will be releasing a new Consent Forms project, which will allow System Administrators to customize the sharing options that are available in each database.  These new consent forms will replace the consent forms that exist today and will include the option for electronic signatures.  HMIS System Administrators will be receiving a survey asking them which options they would like to enable in their database, and what language they would like to use on their consent forms.  If your HMIS database does not yet use Client Consent forms, this may be a great time to implement them.  Client Consent forms allow clients to decide what information they wish to share with other programs.

And in just two weeks we will be sharing news about the upcoming Data Standards changes and future Coordinated Entry projects at our Expo event on June 22nd.  This year will feature multiple HMIS sessions including a session on HMIS Data Quality, a session on Waiting Lists, and a session on the Data Standards and Coordinated Entry.  We hope to see everyone there!

Did you know...  that you can configure FormBuilder fields to default to a specific value for all instances of that form? It can be a great time-saver for staff, and the process for specifying a default value during FormBuilder configuration is an easy one!

1. While adding (or editing) a form field under Administration > FormBuilder > FormBuilder Configuration, click Advanced Settings.
2. Look for the Default Value option - it's used to specify an initial value that will automatically populate the field; for example, today's date when the field type is "date," or the username of the person administering the form if the field type is "text."   
3. Make a selection from the default values list.  You can either choose something already captured in AWARDS (available default value selections include all fields presently available when using the Demographics ReportBuilder for all programs), or you can scroll down to the very bottom of the list and choose "Other" if you'd like to specify your own unique default value.
4. If you've chosen "Other," enter a corresponding value in the Other: field.

5. Save the page and that's it!  

The selected value - or the "Other" text you've entered - will now automatically populate all instances of that form.  During the form data entry process that text can be left as is by staff, or modified as needed.