3D Informatica provides for the health sector two important software solutions that affecting Accreditation of Health Care Facilities and Managing Credits in Medicine (ECM)
The development of both solutions has led to a detailed analysis of the functionality, conducted in synergy with the regional experts and therefore ully meets the needs of the regional health staff and it is adhering to the most recent regulations.
The solutions, summarized below, can be obtained in FREE REUSE as by D.L. 163.
A.Re.A (AUTHORIZATION AND ACCREDITATION HEALTH, SOCIAL-HEALTH AND SOCIAL FACILITIES)
A.re.A is a system that support and fully computerizes proceeding Authorization and Accreditation of Health Care, Social-Health and Social Facilities, that provide services to citizens by the regional administration.
The software, in addition to streamline and facilitate subject procedures, creates a solid foundation through which to pursue the "Quality" for the entire regional system. The designed software modules are recommended, as a real quality system, shared and operating at continuous improvement of the same in health care, social-health and social facilities, operating in the Veneto, public and private.
The system guide and support for whole proceedings, and in the achievement of greater efficiency and possible lecal certainty, connects them with document management of the documentation produced during the execution.
The applicants structures have an online process through which are guided in the preparation of their applications for authorization and accreditation: the system offers the opportunity not only to prepare and submit their applications to the competent authority, but also to assess thei own level, according to the correspondence to regional requirements. It is managed the phase of self-evaluation of facilities, preparing automatically according to their type, the lists of requirements which must be provided answer for their evaluation.
The submission of the application starts with the different procedures for authorization and/or accreditation, that can be managed in an extremely simple maner, through the workflow design procedural, that trace every action taken and the relative timing. In this way, operators of the competent Regional Directorates may formulate thei own assessments of the applications, concurrently accessing the file containing documents relating to facilities.
The procedural file and the self-assessment can be shared with implementing verifiers to conduct field audits. The same have available a form through which they can enter their assessments, comparing them to the ones sent by individual structures, through the use of a special tablet apps.
The end of the proceedings with the release or rejection of authorization/accreditation, is made with the enactment of thecorresponding resolution, corresponding, that is inserted in the procedural file.
Information realtive to health facilities, social-health and social facilities authorized/accredited and data concerning their georeferencing, are published online on a special portal be freely accessed by citizens and users of the regionalhealth system.
1. SYSTEM ARCHITECTURE
The application for the management of authorization procedures and accreditation of regional health facilities, social-health and social facilities it's a web application written in Java, using the Spring Framework MVC and it consists of two software modules:
- Management module, that allow to census entities of the System (Holders, Units Offers, Physical Structures, Operating Locations) and it consists of a application developed in Java, based on RDBMS (Oracle).
- Documentary module, that allow manage the submission of applications for Au/Ac and documentation consist in functioning of proceeding for Au/Ac, which consists in application developed in Java, that use the document platform Extraway. Process management is performed with BPM Bonita Open Solution, integrated with document management system.
The application interfaces with Extraway via webservice and with the RDBMS via JPA.
2. SYSTEM MODULES
The project A.re.A. has been divided into different application modules which include all the functionality needed to manage the entire proceeding:
- Census of the system entities (UDO, UO, Physical structures and operating locations)
- Self-assessments management
- Request compilation
- Request sorting
- The procedural flow of demand management, ending with the enactment of the resolution
- Management of the verification phase
- Online pubblication of authorized and accredited structures by the Veneto Region
2.1 Census of the entities of the system, management of self-assessments and completing the applicationa
The compilation and the sending of the application by means of special web interfaces available for applicants, with which they can manage all types of process, inputting the data and documents required.
This phase includes registration in the system of the appliant structure and registration data related to the Legal Representative and to its internal people (which can later be identified as responsible for the answers provided to their self-evaluation requirements assigned). Registration allows you to receive access to the system account, that are issued via email. Each person has different access profiles and different visualization and intervention rights.
The Responsible of the submission of the application has the ability to insert the Units Offers for which require authorization/accreditation in the system, putting them within their Organizational Units; that in the case of health care companies are acquired directly by the Regional System for the management of the Registries; while for individuals are submitted directly by applicants, who have the ability to enter your own organization chart.
For each UDO are asked a series of descriptive information (Membership area, name, typology, physical location), on the basis of which are generated automatically a unique identification code and the lists of requirements for self-assessment, to which they have to answer.
The requirements are automatically generated for the individual UDO but also for UO (in the case for example of the general requirements - structural or corporate). The requirements can be divided for competence among the people inside the facility requesting (for which it is created a special access profile); assignees have access to special interfaces for the compilation of responses to the lists.
A versioning system allows you to keep track of any changes you make and responsable person for that: this is one of the bases which allows to use the system as an active support for the internal quality system to applicants.
In addition to this feature, the ability to link documents with the requirements or connect requirements between them, to better specify the provided answers and the ability to perform advanced research on responses, allows you to monitor continuously the internal quality, highlighting the critical issues and responses to be given.
All inserted data can be searched, and exported to pdf, csv and excel.
The project's strong point is the immediate link between the management part (biographic information and management of List Verification for self-evaluation) and documentary part of the proceeding: for each procedure it is automatically created an archival file, which contains all the documentation inserted in the compilation site of the application, and which it is fed in the course of the procedure. The dossier is shared between the different Departments involved in the assessment and verification requirements, and it keeps track of the whole process of the proceedings and relevant documents for the purposes of issuing accreditation.
For private entities paying a fee for the submission of applications, is automatically calculated the amount to be paid, on the basis of regional decisions and based on the UDO for which proceedings are requested. The request, once sent is not longer editable in the back office of the applicant. Each system user (regional or municipal) has its own access profile, inclusive of visibility rights and modifications to procedures and documents. The submitted application it's notified and taken over by the Secretariat Accreditation.
2.2 Procedure management and the verification phase
The procedure is managed by the Secretariat Accreditation that to routing requests to the relevant Directorates Regional and collect their ratings. Then it follows the management of the verification phase, by verifiers (interior also the same ULSS), that following the creation of their catchment use the application to insert their own lists of verification and the documents required by the procedure (programming of the visit, audit report, compliance report, prescriptions), as well as to consult the dossier of the proceeding and the self-assessment lists submitted by the applicant.
The system manages the communications that occur between the applicant and the Secretariat, necessary for the conduct of procedure.
The design of the process workflow is managed through the BPM Bonita and it can be easily modified as a result of legislative changes.
The software automatically manages the calculation of deadlines, relating to the proceedings in place and concerning the duration of accreditation (that can be inserter manually by the Secretariat). The process of the procedure ends with the releas or refuse authorization/accreditation, and with the production of the relevant resolution. The system also handles the subsequent renewals or any suspension or cancellation. All documentation produced in the course of the proceedings is inserted into the archival dossier, through which can be reconstructed the process and outcome of the same.
2.3 On-line pubblication of the authorized/accredited facilities
Information relating to regional health, social-health and social facilieties entitled to exercise or accredited are published online on a dedicated website, linked on the portal of the region, on which they are searchable by citizens according to various keywords, to provide for users accurate and timely informations on the services offered and their location, providing their georeferencing.
STRUCTURE PUBBLICATIONS AU/AC and MRA
VERIFICATION AND VERIEFIER MANAGEMENT
Document system of Continuing Medical Education management
The System for Continuing Medical Education (ECM) is governed by the Agreement State-Regions of 19 April 2012, "New Training System Continue in Medicine", (rep. 101/CSR).
Its objective is to monitor and control the professional development of health workers; it is directed and coordinate at the regional level by the Regional Reference Centres for ECM; integrated themselves with the National ECM System, which it is responsible for providing guidelines and common addresses.
The software created by 3D Informatica is able to provide all the necessary functionality for the management of complex activities carried out by actors that interact with the system, the Regional Secretariat ECM, the Providers, the Professionals, the Orders, the Colleagues and Professional Associations.
The system has been divided into different parts; each part consists of software modules, of which are detailed below the main features.
- Flow of Provisional Accreditation and Standard of ECM Provider
- Provider Dossier (contains documents related to accreditation)
- Provider registry
- Provider Board (allows access to the accreditation process, the 'access to the file, communications with the secretariat ECM)
- Board of management and control of accreditation of the Secretariat ECM (allows control of the flow of credits, communications with the Provider)
EVENTS AND PROJECTS OF EDUCATION
- Events Accreditation of Residential Learning
- Project Accreditation on Field Training
- Event Accreditation of Distance Learning
- Provider Dossier (it contains documents regarding the accreditations of events)
- Secretariat ECM management board
- Provider management board (for event accreditation)
- The documental system management (Professionals Dossier, Provider, Management)
- Personal area for Communication between Provider/Secretariat ECM
- Integration with Protocol, PEC and Digital Signature
- Professional dossier
- Management of Certificates of participation in CME courses
- Sending to document preservation and certificates of participation
- Registry (Provider, Professionals, Teachers, Tutor, Responsible secretary)
- Information portal
- Regional register of Providers ECM
- Regional catalog of ECM activities
MANAGEMENT DELIBERATIVE AND ADVISORY ECM ENTITIES
- Advisory and deliberative entities of ECM
- Providers Violation
The system allows integrated management of all activities undertaken by the Secretariat ECM, offering a single point of access to proceedings and managed documents. The documentary, placed at the base of the system, provides a complete and detailed information basin of all activities, ensuring rapid recovery of the information available on the Provider, about events and the training of individuals Professionals.
The applications is extremely flexible; any changes made on the procedures (for example due to possible regulatory changes) can be adapted in a very simple way in already existing software, redesigning quickly configured flows.
The system provides a valuable support to assess the overall quality of the offered training, and it keeps track of all communication activities and exchanged between the Provider, Secretariat and Health professionals; mapping in a certain way the processes and making his manage extremely efficiently and effective.
The system manages the process of Provisional Accreditation and Standard of public and private entities who want to apply for accreditation as a Provider, to organize events related to Continuing Medical Education. Accreditation is a flow of structured operations, for which each user can carry out its activities, leading to completion of the processes in which it is involved. The entities can register, create account, fill in the application for accreditation, attaching required documentation and submit it to the Secretary ECM.
The system automatically calculates the deadlines for the accreditation procedures, sending a communication to the appropriate involved actors and the annual membership fee, that must be paid by the Provider to complete the accreditation process, and to unlock access to the functionality of events accreditation.
The communication of the payment is recognized automatically from the application, that is integrated with the regional payment system. The Provider receives via the notification system related to the whole process of submission of his application, and the outcome of the same, based on checks and approvals carried out by the Secretariat ECM.
The system allows to highlight the various stages of the accreditation procedure, the deadlines and "states" of the Providere, by connecting the same to the documentation produced (preserved in the document system) by Provider and Secretariat ECM. Each procedure is saved in the system as information unit in XML format, in such a way that the process and its process are always searchable and retreadable for any need for control and monitoring of the same. It's possible to search trough special search form practices based on the their state, so you can check at any time the development of activities.
PROVIDER DOSSIER - ACCREDITATION
The archival documents computerized of Provider was thought to contain the documentation provided to the ECM in the accreditation process of the Provider, and subsequently produced in the process of accreditation of individual courses.
The dossier is not only a "container" for the sedimentation of the documentation, but becomes active tool for procedures management and the relevant documentation produced: it's organized according to a marked integration with the procedures, in order to achieve a maximum efficiency and automation of services, but with the guarantees offered by the use of an archive dossier and correct sedimentation of produced documents in support and during proceedings.
This is achieved by organizing the dossier into sub-dossier: each sub-dossier contains the ordered dcumentation regarding accreditation (provisional, standard) and any violations and/or communications relating to the same; other parts are specifically dedicated to the accreditation of the various organized courses. The Provider dossier can be defines as an archival dossier arranged for legal person: the documents contained in it belong to different administrative procedures/activities, but they are linked by an internal constrain archival, relating to the legal entity to which the same is registered.
Each Provider can consult ownr dossier, inputting and/or modifying containing informations.
The dossier is organized in several sections:
- relative data of Provider (for example name, code, type of organization, etc.);
- trays concerning the documents in the Provider dossier: organized courses, provisional and standard accreditations, communications, etc.;
- functionality of global and advanced research (for example according to the included document types).
Clicking on the tray of interests, you can view the list of documents and the original documents included in the document system.
The system manages the Provider records, with which the Secretariat ECM maintais contact; allowing editing and viewing registries cards based on the user rights on the same. The developed registry is relational; each entity is marked with unique ID.
PROVIDER PERSONAL SHOWCASE
Each Provider has access to a personal dashboard, where you can view your administrative data, change your login password, receive email back with your credentials, present the final annual report, and check the accreditation process at every phase, supplementing if necessary the required documentation.
From the same dashboard you can access the consultation of your dossier, and send and receive communication of any kind with the ECM Secretariat.
Dashboard also allows you to access your area of accreditation events; from which it will be possible to insert new or recover from the Annual Training Plan, detailing further during the accreditation.
SHOWCASE OF MANAGEMENT AND ACCREDITATIONS CONTROL OF ECM SECRETARY
The ECM Secretary has a management board, from which can monitor the proccess of accreditation and intervene on them when necessary. The secretariat can edit and intervene on all the proccesses in place. On the board appear all the information necessary for the accreditation management, and in the appropriate area is possible to access to the module that allows send communications of all types to the interested Providers.
RESIDENTIAL TRAINIG, ON THE FIELD, REMOTE
ECM accreditated Providers, according to the previously described procedure, have the possibility to access to management functions and Event accreditations. Each type of event (Residential training, Trainig on the field, Remote Training) has its specific accreditation flow, managed through special developed procedures.
Each event accreditation ends with th payment of the amount due (calculation and automatic acquisition of payment information) and following the course thereof, with the generation of Participation Certificates of Professionals Participants, that originated on the bases of the Co.Ge.A.P.S. Xml file and the signed digitally, are placed within the Professional dossiers, increasing the automatic calculation of credits accrued by these. Events will be accredited directly by the Provider who have received provisional accreditation (and then a Standard accreditation); while the Provider ( newsly established) who have received provisional accreditation with tutoring will have the opportunity to post events, but they will be accredited by the ECM Secretariat, who will have a special dashboard from which to control (and from which possibly modify) the process for all venets in accreditation/ accredited/performed/to perform.
Specific algorithms are used to calculate the number of credits earned by each individual event, on the basis the specific parameters entered for each specific field. The providers have access to the accreditation procedures of the different types of events from own personal area. The types proposals are selected for each individual Provider based on what is declared in the process of accreditation. The status of an event is visible searchable at every stage of its accreditation process.
MANAGEMENT SHOWCASE OF ECM SECRETARY
From the specific board, the ECM Secretariat can control the accreditations of all events by the Provider, monitoring their inclusion and intevening where necessary.
MANAGEMENT SHOWCASE OF PROVIDER
From the specific board, the Provider can manage the accreditation process of the individual events, from the registration (entering data about the event) until the final procedures (insertion of XML files relating to participation in events) and the payment of the required fee.
AREA FOR COMMUNICATIONS
The module allows the sending and archiving of communications, also for the registry groups, which are in this way drawn from the system and placed in the respective dossiers.
INTEGRATION WITH PROTOCOL, PEC AND DIGITAL SIGNATURE
The system allow to send official communications, digitally signed within the same, and sent via Certified Mail to recipients, through integration with the regional IT protocol.
The computerized archival dossier of health professional was thought to contain documents produced in relation to the continuous professional training. Consult the dossier becomes possible to reconstruct and verify, by properly documentation unsettled in the same, the training of professional. In the dossier converge all the information related to the training courses made, the number of earned credits, registration application to courses, the necessary certifications and all documents produced and necessary for carrying out the process training. Particularly in this dossier converge certificates of partecipation in ECM courses attended, that become electronic documents valid for legal purposes, by the application on the same digital signature and sending in legally compliant archiving. The certificates will be automatically acquired from the document management system and then validated by the Provider by affixing of remote digital signature.
MANAGEMENT OF CERTIFICATES OF PARTICIPATION
The system manages the production of certificates of participation to training events automatically, according to the XML file containing the relevant data which it is loaded by the Provider in the system at the end of events themselves: based on this are generated certificates of participation in PDF, signed digitally remotely and so provided to the professionals. Particularly, the certificates are registered in a special annual repertoire, which gives them a unique serial number, on the basis of which the individual practitioner is able to request and retrieve the appropriate original document, through the own professional order.
The certificates thus formed can then be sent to the Region conservation service. Their management is therefore closely related to the document management system. The certificates are placed in the dossier of the Professional, to automatically keep track of the number of credits accrued annually by the same ( indicated in a special description field of the dossier).
SEND IN REGIONAL SYSTEM OF LEGALLY COMPLIANT ARCHIVING OF ELECTRONIC DOCUMENTS AND CERTIFICATES OF PARTICIPATION
The documentation system is tightly integrated with the regional system of documents legally compliant archiving. In this way certificates of participation in the courses will be automatically sent to storage service, ensuring their conservation and maintaining their integrity over time. The ability to send in conservation document types allows to extend send to all documents stored in the ECM management system. Sending in conservation is fully automatic and it is accomplished by setting deadlines and delivery mode, by monitoring every step thanks to the production of specific reports.
The system will allow to manage resistry of Provider, Professionals, Teachers, Guarantors and all parties with whom the ECM Secretariat maintains contact; allowing editing and display, based on user rights on the same. The developed registry will be relational; each entity is identified by a unique ID. The registries are closely related with document management: in eahc document is reported, via an internal reference, entire registry of concerned, so as to maintain a perfect integrity and self consistency of the document. Any descriptive fields for particular subjects can be inserted without problems, through linked tables that will allow you to insert specific metadata for describing. The registry can be integrated and reused in different contexts, in particular those relating to professional, held respectively by the Region but also from Orders, Colleges and Professional associations and those relating to the training organizers.
Il sistema permette di creare dei gruppi di anagrafiche, anche con tipologie di soggetti diversi, per l'invio di comunicazioni massive.
The ECM portal, as well as being the reference site for the communication of the activities pursued by the Centre for the continuing medical education, is the privileged point of access to the features offered by the System, for all concerned (internal and external): ECM Secretariat, Providers, the Professionals, the Orders and Professional Colleges. Particularly, the portal provides general functions such as:
- An area for access to documents and information, relating to ECM and its functions (Regulations, News, Faq, etc);
- An area for recording to the system and access to managed procedures (Provider Accreditation; Accreditation Events of Residential Training; Accreditation of Projects on Field Training; Accreditation of Projects of Remote Training); in addition to the specific technical manuals;
- An area for access to the document system (for example for Orders or the Professional Colleges, for the consultation of the dossier of its subscribers);
- An area for access to the ECM Regional Catalogue activities accredited by the Region; Regional Registry of ECM Providers; to board and calendar of Training Events, consulted by Professionals.
REGIONAL REGISTER OF PROVIDERS
The system allows the ECM Secretariat to manage and update in automatic the regional register of providers, that will be distinguished according to the type of credit received. The register shall be updated automatic, when a Provider is accredited. The Register allows you to keep track of administrative data of accredited Providers and the activities they carry out.
REGIONAL CATALOG OF ECM ACTIVITIES
All accredited events by the Provider will be automatically entered in the ECM Catalogue Regional activities. This consists of a showcase where you can search and browse through the accredited events. Through the calendar, you can consult complete description of events and download the program entered by the Provider during the accreditation and/or search for events to be carried out or already completed. The event search can be carried out according to the following keys: proceeding period, keyword, location, involved professions, number of ECM credits accrued from project/event, value of the registration fee, name of the Provider.
MANAGEMENT OF CONSULTATIVES AND DELIBERATIVES BODIES
The ECM can manage their consultative and deliberative bodies through the appropriate system module, which let you place agendas consulted by all members, to send communications regarding the treated issues, and to grant visibility on session documentation and decisions taken by the organs.
VIOLATION OF PROVIDERS
L 'ECM has the ability to handle Provider violations in case of non-compliance of the same. The system will send warnings and dismissals, temporary or definitve of accreditation of Provider; allowing to terminate the events accreditation according to requirements; also in connection with the management of the annual dues payments and quotas for the events (if Providers are not in compliance, may be temporarily blocked until they perform all payments).