IPepetwork Don

  to the IPeoe Offlin

Statement of Confidentiality

All information in this packet and supporting packet are considered confidential and sensitive information to Interface People, LP. This information is not to be shared without written consent from the Company.

Table of Contents

.......................................................................................................................................................... 1

OVERVIEW..................................................................................................................................... 3

What is the IPeople Network Down Solution?.................................................................... 3

The Process............................................................................................................................... 4

How is the Information Stored?............................................................................................ 7

Getting Started......................................................................................................................... 8

NETWORK DOWN FEATURES................................................................................................... 9

Visit Search................................................................................................................................ 9

Patient Views........................................................................................................................... 11

AUDIT TRAIL............................................................................................................................... 14

The Network Down Audit Trail............................................................................................. 14

Accessing the Audit Trail from Offline Views.................................................................... 14

SECURITY...................................................................................................................................... 19

Network Down Security Options......................................................................................... 19

Accessing the Security Manager for IPeople Offline........................................................ 21

How to contact our CLIENT SERVICES Team.................................................................... 22

OVERVIEW

What is the IPeople Network Down Solution?

IPeople’s Network Down solution adds a layer of redundancy, so that downtime views are replicated to standalone PC’s giving your staff access to critical patient information when your network is otherwise unattainable. Knowing you have a strategic plan in place will give your organization peace of mind and continuation of patient care.

Network Down devices will be available in strategic departments throughout the organization. Information will be synchronized from the Network Down Server to the Network Down devices in order to access critical visit information in the event that the network is not available.

How is the Network Down solution different than the Offline Views solution?

The intention for the Network Down solution is provide access to needed visit information during network outages but the goal of the solution is to be kept as contained (and small) as possible while still providing insight into visit data. As a result, not all functionality that is available through the Offline Views feature (which should be utilized when the network is up) is available through the Network Down solution. Some key differences include:

·         While the Offline Views allows you to search and access past visits, the Network Down solution is limited to accessing current inpatient and outpatient visits. Once a patient is discharged or departed then the visit information will not be available to the Network Down solution. The goal is to ensure that you can access information for the patients that are currently in the hospital and being treated.

·         The Network Down solution allows you to search for current inpatient and outpatients visits and view the Offline views for each visit. The views that are available are based on the contracted Offline Views. If your organization has contracted for the IPeople financial views, then these views are typically turned off for Network Down. Most organizations are not as worried about billing aspects during a network outage as they are about the clinical data so these are off by default in order to not increase unnecessary processing for the solution. The financial views can be turned on by request and therefore visible to the Network Down solution, if desired.

·         The Offline Views allow for interaction within the views. For example, many views offer hyperlinks in order to view details for any record. The views provided in Network Down are processed on the server and distributed to the Network Down devices. As a result, the same drill-down capabilities are not available in Network Down. Instead, the views present all of the information including the details provided by the hyperlinks.

For example, the Medication List view in IPeople’s Offline Views solution provides a list of medications for the selected visit. The user may then click a (+) in order to expand the view and see the times when the medication was administered. In the Network Down solution, the administration times will automatically be presented without the additional drill-down.

·         IPeople’s Offline Views solution includes many features that can be useful during a downtime. Additional features include, Batch Print, MAR by Location, a physician’s round report, and the ability to search for scheduled appointments. The Network Down solution is limited to searching for current inpatient and outpatients and accessing the views for each visit (left menu options). As a result, the additional features mentioned previously, such as batch print, are not available through the Network Down solution.

The Process

A service runs on the Network Down server that performs the following tasks:

·         Queries that database in order to detect new activity that should be processed and copied to the local network down machines

·         Create encrypted JSON files with patient lookup information, user information, menu information, etc..

·         For each visit detected with new activity, the network down service will execute the contracted views and store each as an encrypted PDF file

·         Distribute JSON and PDF files to the local network down machine’s data/file

folder: \\<Device>\C$\ProgramData\IPeople\NetworkDown

·         Distribute application files to the local network down machine’s application folder: (\\<Device>\c$\Program Files\IPeople\NetworkDownApp). The network down service will deploy the files for first time use as well as deploy any updates as needed.

·         Create a shortcut for the Network Down executable in the following location:

\\<Device>\C$\Users\Public\Desktop

Requirements:

·         A service account should be created that will be utilized for execution of the network down service on the network down server (with admin permissions to the network down server). This service account should be set to where the password never expires. The same service account utilized by the Offline Views (for IIS) can be used by the network down service.

o   The service account requires write permissions to the local network down devices.

o   The encypted JSON and PDF files will be copied to the following location on the local network down devices (with sub-folders to organize the data):

\\<Device>\C$\ProgramData\IPeople\NetworkDown

·         The network down service will copy the application files to the following location: \\<Device>\c$\Program Files\IPeople\NetworkDownApp

·         The IPeople windows user should have Remote Desktop permissions to the local network down machines. This allows your IPeople team to verify that each local network down machine is working properly during the initial installation phase as well as for your IPeople team to help provide support for the local network down machines.

·         IPeople recommends that the application folder is excluded from Antivirus (c:\Program Files\IPeople\NetworkDownApp). This may not be needed depending on the antivirus, but we have run into scenarios where executables are quarantined when copied.

Server & Service Account Information:

Offline and Network Down Service Account (same account can be used for both):

·         Set to never expire

·         Read permissions to reports and image shares for MEDITECH (applies to Reports and Scanning and Archiving views)

·         Permissions are needed to write to the local network down devices

Service Account for AD Sync (can be the same account or a different service account since different permissions are needed):

·         Set to never expire

·         Read permissions to query LDAP

·         Permissions required to login via AD credentials on local Network Down Devices (see the Network Down Security Options document for additional information):

o   Replicate Directory Changes and Replicate Directory Changes All

o   Open Port 135

Additional Comments:

·         The application and data folders for Network Down are configurable and therefore can be adjusted if desired. The folders listed above are the default locations. In addition, if the organization prefers to utilize a different share other than C$ then that can easily be accommodated (Ex: NetDownApp$ share for the application folder)

·         Any Network Down local device can also be used as a distributor in order to distribute files (application files and the data files) to other network down

devices. This creates a daisy chain effect for optimal efficiency with the distribution of information. If this type of distribution is selected for implementation then any local network down device that is used for distribution must have the same requirements in place as the network down server with the ability to write to other network down devices that are configured for distribution. If this option is selected, then a port also must be open in order to communicate between the server and “distributor”. The port can be any port number as this is configurable.

How is the Information Stored?

The Network Down solution accesses information for logging into the solution from JSON files. For example, user information including the user ID, encrypted password, and group information is stored in encrypted json files on each network down device. The level of user information stored is determined based on the option selected above. The JSON files are created and encrypted on the main IPeople server. A Network Down service runs on the primary server in order to build the needed files and then the files are delivered to each defined Network Down device. The below illustrates the overall Network Down services process:

Getting Started

An icon exists on the desktop for any machine that is designated as a “Network Down” device:

Double-click the icon on the desktop in order to launch the solution. Upon opening, you will first be prompted to login. Enter your credentials and the solution will open listing all current inpatient and outpatient visits.

NETWORK DOWN FEATURES

Visit Search

Once a user has logged into the Network Down solution, a list of current inpatients and outpatients will be presented. The following information is presented for each visit:

·         Unit #: The medical record number for the patient

·         Location: The location for the visit

·         Name: The name of the patient

·         Birthdate: The date of birth of the patient

·         Sex: The gender of the patient

·         Account #: The account number assigned to the patient visit

·         Type: The registration type for the visit

·         Status: The registration status for the visit

·         Last Visit: The date when the patient last visited the hospital (admit date or service date for the visit)

·         Facility: The facility for the visit

Search options are also available in order to quickly find the desired visit. A Search panel is available at the top of the page with the available search options:

The following search options are available:

·         Name: Search by the name of the patient

·         Unit #: Search by the medical record number. The leading prefix and leading zeros are required when filtering by the medical record number

·         Account #: Search by the account number for the desired visit. The leading prefix and leading zeros are required when filtering by the account number

·         DOB: Search by the date of birth for the patient. A date picker is available in order to select the desired date. Click on the calendar icon to the right of the DOB field in order to access the date picker. In addition, users may type directly into the date of birth field.

·         SSN or PHN: Search by social security number (for US customers) or by the personal health number (for Canadian customers)

·         Location: Search by the visit location. Enter the mnemonic of the location in order to perform the filter.

·         Sex: Search by the gender of the patient (F for female or M for male)

Enter the desired search criteria based on the field in which you would like to search by. The list of presented visits will automatically be filtered based on the specified criteria. Once the desired visit is located, double-click on the record in order to access the views for the visit.

atient Views

Once a visit has been selected, a page will load allowing users to access information for the selected visit. The page is comprised of the following areas:

By default, the allergies and special indicators view will automatically display for the selected visit.

Click on the desired menu item from the menu area located on the left-side of the page in order to views details for the selected menu option. The list of available menu items is based on the contracted views for the organization.

Please note that by default, the financial views (if contracted) are not turned on by default for Network Down. This is so that the processing required for the solution can be as efficient as possible and most organizations are not worried about billing information during a network outage. However, the views can be available to Network Down if desired.

After selecting the desired menu option, the details for the view will be presented in the View Area.

Navigation:

A toolbar is located above each view allowing users to perform the following actions:

·         Move pages by clicking the < or > icon

·         Zoom the view by clicking the Zoom icon

·         Decrease the zoom by clicking the icon

·         Print the view by clicking the print button

Interaction within the views for Network Down does differ from the Offline Views solution. The Offline Views solution allows for interaction within the views. For example, many views offer hyperlinks in order to view details for any record. The views provided in Network Down are processed on the server and distributed to the Network Down devices. As a result, the same drill-down capabilities are not available in Network Down. Instead, the views present all of the information including the details provided by the hyperlinks.

For example, the Medication List view in IPeople’s Offline Views solution provides a

list of medications for the selected visit. The user may then click a (+) in order to

expand the view and see the times when the medication was administered. In the Network Down solution, the administration times will automatically be presented without the additional drill-down.

AUDIT TRAIL

The Network Down Audit Trail

The Network Down client (installed on the Network Down devices) does audit user activity on each local network down device. When the network is available, the Network Down service that is responsible for distributing changes to the network down devices is also responsible for retrieving any audit information from the local network down devices. The service will retrieve the audit results and store the information in the same location as the audit results for the Offline Views solution.

Accessing the Audit Trail from Offline Views

Select the Audit Trail function in order to view a historical diary of events that have occurred within the Offline application. Perhaps you have a need to know who viewed a patient's lab and when. Maybe you need to know what a specific user has viewed within IPeople Offline. The Audit trail is the place to view this information.

To access this feature, simply click on the System Settings option from the top right menu on the Offline form.

Upon accessing the system settings, options will be available for accessing the historical events, viewing the download history, configuring solution settings, and more. Click on the menu option for Audit Trail on the left hand menu.

A form will be displayed allowing you to specify criteria identifying the history that you would like to view.

Search Criteria:

The Audit Trail function opens with a menu allowing you to request historical events by the below criteria. You may filter the audit history by specifying criteria for one or more fields and the results will be filtered accordingly.

·         Date/Time Range (From date and To Date): view all audit activity by the specified date and/or time range

·         User Name: view all audit history for a specified user. The filter functionality supports partial names being entered for the user.

·         Patients Unit Number/MRN: view all audit activity for a specific patient by entering the desired medical record number

·         Patients Account Number: view all audit activity for a specific visit by entering the desired account number

·         IP Address: view all audit activity for a specific computer by entering the desired IP address

·         Facility: view all activity for a specified facility

The Results:

Once you have filled in your criteria click 'View Report' on the right hand side. The report will launch and you have the ability to view, search, download, refresh and print the report. To perform any of these simply click on their associated buttons.

The following information is presented in the panel below the search criteria:

·         Date-Time: Date and time in which the activity took place

·         User Name: The user who performed the activity through the Offline solution

·         Category: The category of the activity that occurred within the Offline solution

·         Event: The type of event that occurred within the Offline solution

·         Unit No / Medical Record Number: For patient specified events such as viewing a report within the solution, this column will display the medical record number for the patient

·         Account No: For visit specified events such as viewing a report within the solution, this column will display the account number for the visit

·         IP Address: The IP address of the device logged into the solution

·         Message: A message describing the activity that occurred within the solution

·         Facility: The facilities that the user has access to for the solution

Audited Categories and Events:

Export / Print the Audit Results:

In order to export the audit results based on the specified search criteria, select the ‘Export’ button from the available toolbar above the results. A list of export options will be displayed in the drop-down list.

Upon selecting the desired export option (Ex: PDF), the data will be stored in the selected file format and the user will be prompted to open the file. Please note that how the user is prompted will vary depending on the browser that is utilized. If using Chrome, then the file will be presented at the bottom of the browser. Click the file to open:

Notes:

·         The audit history includes all activity such as searching for patients, accessing the Offline views for selected patients, printing the MAR by location, and performing the batch print for specified accounts.

·         If Downtime Registration is installed at your organization, then you will also be able to view the audit results from the Downtime Registration solution from the same report

SECURITY

The IPeople Security Manager is utilized by IPeople Offline Views and other IPeople products such as the Network Down solution. The security manager provides a user interface to administrators for managing permissions, users, and groups for the IPeople Offline Views.

Network Down Security Options

IPeople’s Network Down solution adds a layer of redundancy, so that downtime views are replicated to standalone PC’s giving your staff access to critical patient information when your network is otherwise unattainable. With the idea that the solution is utilized during network outages, how users login to the Network Down solution can vary. The below describes different options that are available for how the security can be handled by the Network Down solution.

Option 1 : Login via System Users

Description

As part of the solution, the IPeople security service can create a system user for every AD user found using the Active Directory sync process. Each system user will be assigned a randomly generated password. When utilizing the Network Down solution, the users may log into the solution using the system user credentials.

Pros                                                                      Cons

·         Every user has a unique login - maintains Audit capabilities

·         Each password can be unique

·         Provides most secure option as account is only tied to IPeople products

·         Users must maintain their own credentials separate from AD for IPeople Products

·         Initialization requires users to reset password from randomly generated passwords

Option 2 : Login via AD Users

A dditional Ac c ess is Required

Description

As part of the solution, an Active Directory sync automatically runs on a scheduled basis in order to capture all users within the AD groups. This allows users to login to the IPeople Offline solution using the AD credentials. When utilizing the Offline Views, the network is available and therefore the user credentials are authenticated through the Active Directory. However, for Network Down the network is not available and therefore authenticating the credentials through the Active Directory is not available.

This option allows for more information to be captured through the AD sync process in order to perform the full validation without the Active Directory being accessible. In order to utilize this option, the IPeople service user must have additional access to the active directory (Replicate Directory Changes and Replicate Directory Changes All). With the elevated access, the services can query and store the hashed passwords for authentication during network outages.

Pros                                                                      Cons

·         Users passwords will be synced with AD when the network goes down

·         Works for all AD users

·         Works with users who have not logged into local machine before

·         Requires elevated permissions in AD for IPeople service account (Replicate Directory Changes and Replicate Directory Changes All)

·         Passwords stored (multiple levels of encryption)

Option 3 : Login via AD Local Cache

Not Rec ommended

Description

Users may login to the solution using the AD credentials via the AD local cache. This requires either (1) users log into the machine(s) prior to the network outage for the Windows profile to be created and for the AD credentials to be stored in the local cache or (2) outside solutions are utilized to copy windows profiles (this would be managed by the hospital IT staff). This option can also be used in conjunction with option 1 so that if a user’s credentials are not stored in the cache then the user may still login using the generic system account.

Pros                                                                      Cons

·         Allows users to login using their AD credentials without IPeople requiring elevated permissions to the AD

·         If a solution is not utilized to copy the windows profiles, then each user would need to log into the designated network down PCs prior to a network outage which may not be realistic depending on the size of the organization.

·         If a solution is utilized to copy the windows profiles, then this is managed by the hospital IT staff which can result in additional resources and maintenance for the organization

Accessing the Security Manager for IPeople Offline

Launch the Security Manager from your site’s identified URL:

http://yourofflineserver/isecurity.

When the program opens in your browser, enter your user name and password. If you are prompted, choose your domain and click the Login option.

·         UserName: Enter your Meditech, Windows Active Directory Account, or IPeople username

·         Password: Enter your Meditech, Windows Active Directory Account password, or IPeople password

·         Domain: This field may appear on your Log In page. Choose the domain for your IPeople Offline Views. Check with your administrator for which domain to choose. Often it will be your Windows domain or IPeople.MEDITECH.LIVE for a downtime system.

After successfully logging in, you will see the following options available on the top right of the form:

To manage users for the Offline solution and for the Network Down solution, select the 'Manage Users' options that is available on the top right section of the form:

A form will be displayed showing a list of all existing users along with options for creating new users and disabling existing users.

For additional information regarding managing users, please see the IPeople Offline Views Administration User Guide. This provides additional information for managing users and groups.

HOW TO CONTACT OUR CLIENT SERVICES TEAM

If you have any questions at all, please feel free to reach out to us at any time.

You can reach us via phone:

Support:  +1-469-645-2768

Main:  +1-214-222-1125

Or via email:

support@ipeople.com

Or via our support portal:

https://help.ipeople.com

In case of a planned downtime, please contact our CS Team ahead of time with the downtime details and a contact we can reach within 24-hours of the downtime event.

For an unplanned downtime, contact IPeople Support to prepare us in case you experience any difficulties during or after the downtime event.

Please include the following details:

·         What the downtime is for (Meditech Power Pack update, Windows update, network down, etc.).

·         How long the downtime is expected to last.

·         The site contact during the downtime event.

We thank you for your continued partnership!

-The Customer Success Team