Meeting Date
Wednesday January 6th 2016 - 3:00pm
Table of Contents
1. Meeting Minutes for specific Day
2. Action Items (items discussed from previous meetings)
1. Meeting Minutes for Wednesday December 16th 2015 meeting at 3pm
Minutes Prepared by Anne-Marie Quan
Centres include: Central, Central Toronto, Chigamik, Langs, Mary Berglund, N’Mininoeyaa, Sandy
Hill, Somerset West, South Riverdale, Unison
AOHC: Brian
Attendees
Nightingale: Sylvana
Anne-Marie (Secretariat),
- there is no meeting on Wednesday December 23rd.
- AOHC office is closed from Dec 24th to Dec 31st 2015.
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Gamma Dynacare updates
 The updates are in NOD. However, they are not turned ON until
Nightingale certifies it. ETA is December.
 This update will provide additional fields including the ordering
physician, and cc the provider.
 The reports will come into NOD as Partial labs, and as final labs,
similar to what is with the other lab providers.
 Items discussed at December
2015 meeting
16th
Countersignature issue
 Somerset West reported this ticket (#218208).
 Ticket is listed with a priority of High, and the issue is being cleaned
up.
Chart was merged during NOD migration (ticket # 225424).
 Question was asked – the fix that is applied for a single issue, is it
also applied to all other charts. Sylvana  to investigate.
eforms
 1st Release will be done in January.
2. ACTION ITEMS (items discussed from previous meetings)
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#
Issue
Date
Added
# of FOBs we get for our centre
 Some fobs at Waterloo NPLC
expire in November and
December this year,
 Waterloo NPLC wants to know
December
the number of FOBs available
9th, 3rd item
for their centre before they start
paying for other FOBs.
 Marc said the number of FOBs
is based on your EMR costs.
December
9th, 2nd
item
GAMMA updates
 Effective November 30th,
GAMMA will start billing the
centre for paper copies.
 Gateway indicated that they still
need to get the paper copies, as
the ordering provider is not
listed when the reports come
through NOD.
Action Item

Send those
numbers to
Waterloo NPLC,
and to Regent
Park.
Assigned
To
Status
Marc
Marc

Look into
Gateway’s
comment.

Send contact info
to Marc who will
then forward the
SharePoint
location of the
minutes.
List of Client Safety Issues
December
9th, 1st item
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
Simon Mielniczuk, new staff
member at Sandy Hill asked if
there is a list of client safety
issues that all the centres have
access to.
Simon
3



December
2nd, 5th
item
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Marc mentioned that this list is
not available. He added the
issues are documented in the
minutes for these Wednesday
calls.
Scarlett sits on the Operations
committee and indicated that
Nightingale’s intent is to have
this information available at
some point in their knowledge
base.
Simon also asked if he should
be getting an acknowledgement
when a ticket is submitted.
Wael replied that you will get a
ticket number. It was then found
out that the new IT staff member
was using an incorrect email
address to submit tickets.
Merged Charts and hidden
information
 When charts are merged, there
is a hidden and archived
section. The electronic labs get
into the hidden chart – this
information is not searchable.
Centre has been told that the
problem has been resolved –
however, the problem has
happened again, per this ticket #
4
225424.
December
2nd, 4th
item
December
2nd, 3rd
item
December
2nd, 2nd
item
A note went missing
 South Nepean reported this
problem – ticket # 225645.
eforms
 1st Release will be done in
January.
GAMMA updates
 Nightingale has been told that
the final certificate will be
available by December 14th.
This will allow them to initiate
the updated interface.
 With this interface, there is a
change in the way that the data
rolls up. GAMMA results will
read differently from CML.
Subjective, Objective
 North Lambton reported the
problem – The centre has 2
workstations open. Centre signs
December
off from the 1st workstation, and
2nd, 1st item
then the 2nd workstation. NOD
overrides what was entered at
the 2nd workstation, and keeps
the data from the 1st
workstation.
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
30
29
28
27
November
25th, 2nd
item
November
25th, 1st
item
November
18th, 6th
item
November
18th, 5th
item
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Ticket has been closed – fix has
been done. When you click signoff, NOD will not allow you to go
back to another workstation and
create an encounter.
Appointments show wrong system
date and time
 Unison  to send ticket number
to Marc.
LOINcing
 Centre asked of the status.
 Marc indicated that it is on
Nightingale’s radar – it is not
being resolved as quickly as one
had hoped
 Nightingale has been asked to
provide a firmer timeline
client safety issue of orange banner
 Centre asked of the status.
Sylvana replied that Nightingale
has not been able to replicate
the problem. However, the
issue is still a client safety one.
client safety issue of favorites
 Centre asked of the status.
Sylvana replied that the fix has
gone through QA and
Nightingale hopes to release it
6
26
25
November
18th, 4th
item
November
18th, 3rd
item
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soon.
LOINCing
 Sylvana met with Nightingale’s
development team, and they will
now start to look at the problem
at a holistic level rather than a
case by case.
 Brian reiterated that when a
solution has been found and
Nightingale has done an end to
end review, the sector will need
a full validation that the solution
is working. This will involve
some centres (frequent users of
LOINCing) participating in the
validation.
Services and Languages Template
 When a centre opens up the
template (as part of doing an
encounter), the form is blank.
The centre then has to log off,
and log back in – the forms then
re-appear.
 Sylvana indicated that there
have been problems with Java
Updates. Flemingdon noted
that there are cases where they
are unable to sign off on
encounters or items “disappear”,
and this happens sporadically.
7

24
November
18th, 2nd
item
23
November
18th, 1st
item
22
November
4th, 2nd
item
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Sylvana  to send
recommendations to the sector
of the version of Java that they
should be using, along with
pointers. It will be part of the
Release Notes.
Gamma Labs and paper
 Some centres indicated that
their provider did not sign up
with Gamma to get their labs
electronically. Now, with
Gamma Labs coming through
electronically, these providers
are wondering if they will still
continue to get their paper
copies.
 Sylvana indicated that Gamma
will not stop paper – rather, they
will start charging for paper
copies.
Gamma HL7
 Nightingale is in the process of
certifying these updates. Once
done, the updates will be
released to the sector.
priority indicator on nodsquad –
labs problem
 Centre asked if there can be a
8




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message indicator with each
nodsquad email to indicate the
level of the message – is it a
message that one needs to
implement asap OR is it an fyi
note etc
Brian reiterated that Nightingale
uses nodsquad to send
important and critical messages
to all centres. To “differentiate”
between the different messages
that come in, centres can set up
rules in their Outlook to show a
certain “emergency messages”
in red etc.
Centre brought this up as they
asked about the ordering
number in labs - nodsquad
indicated that the problem has
been resolved but there was no
mention of the root cause.
Sylvana clarified: Nightingale
identified the issue (count
moved from “million” to “billion”),
and turned off the lab service.
When the problem was
resolved, the labs were released
and processed. Centres asked if
any info was lost – Sylvana
replied no.
Wabano noted that they did not
9

21
20
receive the nodsquad. Tracy 
to confirm and contact Sylvana if
the nodsquad was not received.
One of the centres reported that
a provider had seen the header
on the labs but there was no
content at that time. The
problem has since been fixed as
the content is now populated
properly. Sylvana  to follow
up.
NOD Release 9.2.7
 Release is scheduled to go out
at 10pm this evening.
November
 AOHC has put together a QRG
4th, 1st item
called “9.2.7 functionality
enhancements”. Click here.
October
28th, 5th
item
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Loading templates for service and
language template
 Regent Park has struggled with
that – the template gets loaded
and the screen freezes.
 Flemingdon had similar
problem.
 Problem could be related to the
way a centre does it Java
updates.
 Flemingdon asked if there could
be something more concrete
10
from Nightingale on doing Java
updates. Sylvana – to put
together some info on that.
19
October
28th, 4th
item
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note is missing
 ticket # 221492 –South Nepean
created and saved an
encounter.
 A consult was done a few days
later, and the note was not
there.
 Since then, the note has been
brought back from centre does
not have any communication
from Nightingale of the root
cause.
 Brian  to add to list of Client
Safety issues for discussion with
Operations Committee. If the
committee deems it to be so, it
is brought to Nightingale’s
attention for prioritization of
items to be resolved.
 Sylvana noted that there have
been cases where a portion of
an encounter has gone missing
due to workflows. However,
there have not been cases of an
entire encounter that has gone
missing.
11
18
17
16
15
October
28th, 3rd
item
October
28th, 2nd
item
October
28th, 1st
item
October
14th, 3rd
item
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flowsheets and LOINCIN
 null procedure has been coded needs to be scheduled for
release
 AOHC wants affected centres to
text the fix before it is released
to the sector.
GAMMA HL7
 The lab is waiting to get
certification
 If so, then Nightingale can
include it as part of Release
9.2.7
Incomplete Search Results
 Centre reported that search
does not return all appropriate
clients.
 Nightingale  to investigate
NOD Release 9.2.7
 Has been released to 3 servers
(non-AOHC clients of
Nightingale)
 Minor issue reported and fixed
on 1 server
 Other 2 servers did not
experience that issue, and were
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promoted last evening.
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13
October
14th, 2nd
item
October
14th, 1st
item
Incomplete Search Results
 Centre reported that search
does not return all appropriate
clients.
 Nightingale  to investigate
Patch for expired medications
 Medications wrongly show as
expired.
 Patch was sent out Tues Oct
14th
 Nightingale  to get
confirmation from centres that
patch worked.
Hands-On Training at SharePoint
website

12
October
7th, 2nd
item
11
October
7th, 1st
item
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Kawartha Lakes found the
videos to be out-dated.
Kawartha Lake  to send their
email address to Marc for redirection to the SharePoint site.
Flowsheets not working – what is
being used
13

Flemingdon asked what are
providers using to track chronic
disease management (e.g.
diabetes) as the centre cannot
use flowsheets, e.g. diabetes
management.
South Riverdale discussed their
workaround. After the meeting, Lisa
sent the following info to the attendees
at this meeting
To access the Diabetes Patient Care
Flowsheet e-form in NOD:
Patient Module > Reports > Forms >
Electronic Forms > Options > Add new from
ALL Forms.
The form should be called Diabetes Pt. Care
Flowsheet. Nothing really flows into this
form, but it’s something providers can use
in the interim while we wait for the CDM
flowsheets to be fixed; better than scanning
a form.
As long as the provider doesn’t Sign & Print,
the provider can continue to use the form
until it’s completed (same practice with the
antenatal form).
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10
9
8
April 8th
April 1st
March 25th
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- see weekly minutes from April
15th to October 7th 2015
Ticket # 205956 – Langs reported that
a provider, who works at 2 sites, has
been set up 2 times into NOD. Labs
and Diagnostics are going to both
profiles. And the centre did not set up
the provider twice.
Ticket # 205179 - Filing of Final then
Partial report - South Riverdale found
that NOD brings up the latest report
filed (partial) but it does not pull in any
additional info from the final report.
April 8 – To investigate
Sylvana
Open
April 1st - To investigate
Sylvana
Open
March 25th - To
investigate
Sylvana
Open
Sylvana suggests that centres start
from the bottom of the Labs screen
(will contain the earliest report) and
work their way up – they can then
delete the reports as they work their
way up. She also added that NOD has
the ability to file the report by the date
that the report came in, and not on the
date that it was signed.
Ticket # 205627- Flemingdon.
Encounters show as incomplete in
Data Miner Report but encounter does
not appear in Provider’s profile.
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7
6
5
March 25th
March 25th
February
11th
4
January
28th
3
January
21st
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Ticket # 205344 – Sandy Hill reported
that horizontal lines obscure the
display of a client encounter in
progress. And this problem persisted
even after the user did a re-boot.
March 25th - To
investigate
Sylvana
Open
Ticket # 203584 – Rideau. The report
was scanned in today. When the
provider clicks on the “Sign & File”
button, a message comes up that the
report has already been signed.
South Riverdale – When you add an
entry in the Vitals section, the headings
do not appear. You cannot therefore
differentiate the vitals. Centre  to
open a ticket
Flemingdon – same labs comes
through a few times. Sylvana indicated
that with LifeLabs, the latest labs do
not append, as with other lab providers
(CML etc). This means that the report
will come through a few times with
each report being a new partial result.
Marcia was concerned that this was
happening with labs from other
providers. Marcia  to confirm that it
is not happening with other labs.
Ticket 50966/116805 – Pinecrest.
Ticket has been opened since March
28th 2013. The provider at their centre
March 25th - To
investigate
Sylvana
Open
February 11th: To
investigate
Brian
Open
January 28th: To
investigate
Sylvana
Open
January 21st: To
investigate
Sylvana
Open
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2
1
January
21st
January 7th
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gets a copy of a Gamma Dynacare Lab
via NOD. BUT there is no value in the
“Ordering Provider” Column to indicate
who ordered the lab. Is there a liability
issue for the “copied” provider?
Ticket # 198214 – Pinecrest
Queensway. Centre uploads
Correspondence Report and assigns a
category. However, when the report is
viewed, the wrong category appears in
NOD. It appears that NOD is picking up
the category from the previous record
(in this case, it was an HRM record.)
Ticket # 198221 – Unison. Centre gets
error message when trying to select
from the drop down list of the filter care
element values.
January 21st: To
investigate
Sylvana
Open
January 7th: To
investigate
Sylvana
Open
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