Channel-19: COVID-19 Employee Health Monitoring

we're going to keep it brief we're going to keep it focused uh and uh in fact our goal is to be able to get through this in uh in less than 30 minutes but then we will gladly stay on the line to answer any questions that people might have i also want to let everybody know that we are recording this so afterwards if you'd like a copy of the recording either for yourself or to share with colleagues who couldn't attend today we'll be happy to provide that but again thanks everybody and we're going to go ahead and dive in and i'm going to just set things up and give a little bit of context and then we're actually going to demo channel 19. and channel 19 is actually uh intended to be a standalone covid 19 employee health monitoring application that is really designed to help organizations monitor their employee populations during the coronavirus pandemic and the idea is to actually help the organizations document and respond to things like employee symptoms test results possible exposure to covid19 and also identifying underlying conditions that could lead to adverse outcomes for certain individuals in your employee populations we also think it's going to be important to have something like this in place down the road when restrictions begin to lift and employees are able to to return to work at least those who are kind of working at home today so channel 19 will be able to help you determine and manage a return to work order operations because we doubt that you're going to want to have everybody come back in mass you're going to want to be strategic about bringing people back based on their risk profiles and immunity and those sorts of things as we've been working on adding covid 19 functionality to our existing platform over the past 45 to 60 days or so we've talked to a number of employers who are trying to manage all of this on paper or on spreadsheets or by trying to make do with other applications that really haven't been built for this for this purpose so you know we know that there is there is certainly a need out there just to give you a a little quick background on organization and i know some of our clients are are on the line today but for those of you who are not you know we work with a number of large organizations and we provide occupational and employee health software to health systems to government agencies to some of the largest corporations in the world most of whom actually operate their own on-site employee health clinics and this is you know just a smattering of some of the some of the groups that we work with and our platform already has embedded in it extremely rich functionality and that includes pandemic response workflows over the last uh 45 days or so we've been collaborating really closely with a number of our clients clients to modify deploy and refine already existing capability specifically around cobit 19. as you might imagine during that period of time we've learned a great deal we've made a number of adjustments to the functionality based on real world application and we're going to continue to do so as this pandemic unfolds as more data comes in we're going to continue to tweak and refine the application not only for our clients but also for anybody who who elects to use this channel 19 application and and really now that we've we've got uh some some real world data and some real world use we've realized that we can we can take the covid19 uh monitoring capability that we've bought and make that available as a standalone offering for any organization that can use it and this this applies whether or not you you know operate your own on-site clinics or whether or not you have medical personnel on staff we know in many cases you know this is something that either the hr department or environmental health and safety personnel are trying to oversee and manage so we've set this up so that it could be used by clinical personnel or really anybody who is trying to administer uh the monitoring of employee populations so with that as uh as background i am going to turn control here over to um to angela hunsberger and angela is one of our deployment consultants and angela is going to give you a brief demo of the application and its capabilities thank you jeff and thank you for pronouncing my last name so perfectly so i'm angela hunsberger i'm one of the deployment consultants i'm going to walk you through the monitoring application and i'm going to start first with an employee self-reporting and you um may choose or may not to choose this portion of the workflow but i would like to show it anyways um depending upon you know what your organization is going to decide so i'm going to start here so this is an email that can be automatically sent to employees prompting them to go to an employee portal to complete a monitoring questionnaire the frequency of how often this email is sent as well as the email content is completely configurable only the employees who have been added to a medical surveillance panel will receive the email to fill out the questionnaire and the surveillance panel membership designates who is monitored and it can also be configured you can have employees be added to this individually or added in groups automatically from an hr import you can use business rules based on job code or department or other criteria so this portion of the workflow would be the employee gets an email and there's a link right inside the email to go directly to the employee portal and when they click on the link i'm going to drag this over here i'm going to put in put on my employee hat here when they click on the link it goes through single sign-on directly to this symptom monitoring questionnaire some of the fields will be pre-populated based on my previous answers this questionnaire can be completely customized too depending on what information you would like to collect i'm going to go ahead and answer some of the questions here that i'm symptomatic and what's going to happen when i click submit on this questionnaire is there's a covid response team that's going to get an email that an employee reported symptoms so when i click submit what will happen is this email will be sent so i have christine harris emily daisy and angela were all on the covid response team in this scenario and it has a link to the questionnaire that the employee reported along with a summary of some of the information and what i can do is i can click on this link and go directly into the application to read the questionnaire and document now i'm going to go right into the application right here so if you choose to use that symptom monitoring questionnaire that's you know you that's definitely part of it it's already built and ready for you to use some other clinics decided you know we're not going to use the symptom monitoring questionnaire we're just going to manage the population right within the application and that's okay you can do it both ways so when i first come into the application i'm taken to this landing page and very it's very simple um i have a couple of side menu items here this kobit 19 is my landing page and when i come here i have three these are called portlets so i can search for an employee i can see my covid monitoring work list these are the people the employees that i'm monitoring right now and i also have my recent charts this is just a quick way to hop right back in to a chart that i was in looking at this coveted monitoring work list i can see my employee's name phone number their supervisor name and contact information i'm going to scroll over to the right here if i'm doing the self-reporting questionnaire i can see the last time they self-reported if they're out if they've been placed out of work i can see their last work day if they were referred for testing and what the test result was also if there were any restrictions like lost time to jump right into the employee record i can click on their name and this will bring me to a little summary screen within their record i have a snapshot of these demographics and again these are little portlets that you see here i have medical history i can see their last vital signs i can see any allergies or current medications to hop right into my documentation this is where instead of doing it on a spreadsheet like many people were doing before and it's grown so quickly and rapidly the volume has become almost unmanageable so this has been such a relief for a lot of our clients so instead of doing the spreadsheet you can hop right into the encounter and this encounter is organized into little sections and i can hop around using these blue buttons just a few things i want to point out here i can see a case manager so this would be the person who's kind of following this employee if you want to use that and find somebody here i can go to my plan narrative and think of this if you are currently tracking some things on a spreadsheet this is kind of where you can visualize that so if i'm tracking a monitoring reason um maybe an approximate exposure date when symptoms started if i decide to refer you know this employee for testing or not if the test is pending positive negative and then also you can check out um we're also working on some reoccurrences so if they've had it you know already they're tested positive and then they came in again and tested positive so these fields here if you're currently tracking them on a spreadsheet this can be modified and matched to the discrete data that you would like to report next so let's say so i'm interviewing this patient i'm going through and answering these questions i can put in some notes here so say i'm going to follow up on tuesday and i'm also going to say you know i can put in as many notes as i need as i'm following this patient so i have a record for this employee so i have a record so um with pcp you know we'll um place out of work sending test results i can put a note there i can add a um if i'm tracking my lost time this is really nice here i can put them out of work pending my test results or if they were calling back or or if i was talking to them and we did need to place them out of work i can put a restriction here and what will happen is the supervisor will automatically get an email that this employee was placed out of work so i can do that here i can put my encounter on hold and kind of follow this patient or this employee through they will stay on my work list like let's say as a you know as a provider maybe i was out of the office anybody can come in here and pick up where i left off using this work list i can also if if this list is very long as you can imagine some of them are i can even filter just for mine so i'm christine harris so if i just want to filter for mine i can just see mine or i can toggle back and forth so there's a lot of ways for me to make this list manageable for me to easily use now the last thing i want to show you is actually pretty cool it's the statistics the statistical dashboard reporting that we have in here as well and these reports are fed through that information that i entered during that encounter so think of the criteria you know that you're currently tracking in your spreadsheet that you might want to track in this application as well i mean out of the box this is what we have but again a lot of it can be customized to fit your needs i'm showing you some of the lost time i can see lost time number of days by department and there's different volumes and things we can track just right out of the box the testing outcomes like i have here so in a nutshell i walked you through an employee self reporting i walked you through documenting the criteria the interview questions that you're probably asking the employees now if you're referring them for testing or not any of the follow-up let's say the test result came back you can come right and hop right back into that visit you can enter the result and you can remove that and start the return to work process from there and even track the outcomes so yes i'll hand it back over to you and thank you very much angela a great overview and uh and i do want to emphasize too that uh you know as angela pointed out this this has been built to be a very standard you know right out of the box very powerful but it's also built to be able to be configured specifically for your workflow and your unique needs so let's talk uh just a little bit about about contracting and deployment for this from the contracting point of view you know we know that you know certainly time is of the essence here so we've made this very very easy to acquire and we've put together a a very simple couple of pages proposal uh that outlines kind of the scope and the cost and we want to be very upfront and transparent uh with everybody about this there is a one-time uh upfront cost for deployment and that covers setup configuration deployment training uh and and go live support so that's that's just a standard you know one-time fee and and really should kind of cover the needs uh for uh you know for just about anybody and then there's monthly licensing and that is based on the number of administrative users and we'll talk about that in just a moment we've also put together a a very simple uh contract that's just a couple pages long uh again a uh a short and simple agreement because we we know we can't afford months and months of back and forth on contracting uh because hopefully by then this thing will have subsided so again we recognize that we need to be able to move very quickly from a licensing point of view the licensing costs again very simple and straightforward it is based on the number of users and that's defined as administrative or clinical users the people who are actually conducting or managing covid19 employee monitoring so for example if you had 14 users you would pay 650 dollars a month and all 14 of those users then would be able to uh to use this so you can see it's it's it's tiered you know based on the number of users there are no additional licensing fees based on the number of employees or locations or other factors again we've tried to make this very affordable and and very very simple and you can terminate at any time with 30 days notice so there is no long-term commitment frankly we're hoping that people only have to use this for a few months uh and this thing will uh will have moved past this and then people will will be able to uh to stop using the application and really our goal here is to is to cover our costs kind of keep our people focused on on helping our clients and helping other employers who can who can benefit from this if you are an existing enterprise health client um you know there's actually a different uh approach here uh with no additional you know licensing costs uh you know on top of what you're already doing but this is for for new folks who are just going to use channel 19 as a standalone application uh in terms of deployment uh again we've set it up so that this thing can be can be set up and installed very very quickly and the way that would work is if you're interested and you want to move forward our folks will demo the product kind of walk through the review uh we'll work collaboratively with your organization to make configuration decisions and get this thing set up uh and and the idea is that you know we we want to make this you know extremely simple uh should not take a lot of uh a lot of time for your people uh you know to work with us to get it configured training we believe we'll be able to train the users on this in probably 60 to 90 minutes at the most so it's it's a it's a really simple and straightforward approach from a technical point of view there are only a couple of things that we need to look at one is if you're going to use for example the employee portal ideally you're going to do that through single sign-on and that's just kind of an added security measure so setting that up again not a very difficult thing to do we set up single sign-on all of the time we've got a very straightforward process for that we would just need to work with someone in your ip organization you know who's responsible for that it will not be a big time demand for them and then also ideally we would be able to do a one-time hr system data import and i know we had one of the questions that came through on our chat uh was a question about you know how would we actually load people into the into the system get their demographics and email addresses and all those sorts of things and ideally the best way to do that is to set up this import from your hr system again we'll have a specified number of fields and a format we can we can work with your i.

t folks on that and again it's not something that's it's not like setting up a a real-time ongoing hr interface but kind of a very simple one-time project and then you know as far as uh training and support that can be done remotely via webex and then provide go live support uh you know as people start to use the application there are generally questions and we may need to make some some quick refinements once you put it in your real world workflows you know from kickoff to being live and ready it's something that you know shouldn't take more than a week or two and a lot of that too we know that everybody is extremely busy so you know we'll we'll be very mindful of that as well again we can move as quickly as you would like to move also point out that this is a web-based software-as-a-service application um so you know you don't have to install something on on your network again doesn't take a lot of time from a from an i. t perspective we host this in a secure hipaa compliant environment so this is you know definitely medical grade a lot of focus in our organization around security and and and privacy protection data is encrypted both in transit and at rest and then we have a number of third-party certifications sock 2 type 2 high trust nist cyber security framework certification so again this is all going in a in a very robust and secure environment and then we've prepared a security documentation package and that gives an overview of our hosting and security a copy of our information security policies our most recent stock 2 type 2 certification report along with a high trust certification letter and we can share this documentation with anybody after you've either executed the contract for this or in the interim we can put a confidentiality agreement in place but of course because this is very uh confidential data we've got to have some sort of an nda in closed place in order to move forward but the aim here is to be able to give your i. t and security people a a very comprehensive complete package it'll give them a really good understanding of our security and privacy protection practices uh and and again be able to streamline that uh procurement process so that they can this can get uh up and live very quickly so in summary you know the concept here is we want to be able to help you monitor your employees both today and then as we begin to see widespread return to work which again is going to have to be managed very carefully in order to to protect operational integrity and avoid you know reigniting another outbreak this application is designed to reduce spreadsheet or replace spreadsheets and makeshift solutions and really really streamline employee monitoring we've made it very quick and and easy and affordable to both procure and deploy and there's no long-term commitment you can terminate your agreement anytime you want and important to note as we continue to work with our clients we're going to continue to refine and enhance channel 19 a great example of that we're going to be rolling out a telehealth option in the next week or so and that will be part of channel 19 that will actually enable users to conduct video encounters with employees right from the application there won't be any additional software for employees to to download and that will be a an add-on option that we're going to make available for people who are interested in that it's something that we're already rolling out you know to our enterprise health clients who are using it in their clinics and and we're going to we're going to make that available as a channel 19 option uh probably starting next week as well and you know we'll continue to to iterate and to refine uh and to make improvements and and as we do so we'll make those things available uh you know to everybody as this whole thing evolves so you know if you're interested um we will be following up afterwards we're going to send out an email to everybody who attended uh with a copy of the of the proposal and and that will come from our sales team so you can certainly respond to them you know and we'll be doing outreach here you know over the next few days um also uh if you're really in a hurry you can respond uh to uh we set up an email called channel 19 at enterprisehelp.

com uh so if you shoot an email there you know we'll we'll uh we'll get back to you uh very very quickly uh also today i want to thank a couple of our partners ihpm the institute for health and productivity management and verdantix they helped us spread the word and uh and and kind of let people know uh about this so with that i'm also real quick i'm gonna go through the the questions that were posed from chats one of those was how is it populated with staff and demographics like email addresses supervisor location of work etc and again that would be done through that that hr import and that can be done you know as a one-time import um we certainly if you're interested we could set up a you know a real-time interface or we could we could refresh that import um you know so so that's certainly an option so another question is can employees enter information from a mobile phone uh we we are working on that that is an option i know that some of our clients from from a security point of view would not be comfortable with that but that's certainly something we can make another question that we got is um that the number of users changes daily from 30 to 100 at our hospital uh how would how would that work again you know if if you if you've got a situation like that then we'll you know we'll work with you we'll get creative um again this this is a very fluid dynamic situation and we're trying not to be overly rigid so you know if we if we've got a someone who's interested but that has that sort of a situation you know i'm certain we can we can come up with a you know a licensing approach that will be fair and equitable another question if it's a one-time hr feed how is the program staffing updated as people are hired and leave and again that that that can be a one-time fee but it could also be refreshed and again what we're trying to do is avoid having to set up a full hr interface we can certainly do that but we can also set it up so that maybe that hr feed is refreshed on a on a weekly basis or whatever frequency is is appropriate and the goal is to make it a simple you know your your hr system spits out a uh an extract and then we're able to uh upload that using an api that we have developed so again it should not be a problem so here's somebody who's already said they're interested and want us to send the security documentation so they can share it with their crisis team again happy to do that uh all we need to do is put uh an nda in place so uh we'll we'll reach out to you uh orlando and uh you know get that taken care of and then we can get you that documentation right away another question is uh is there any way to print or export a single encounter for example to insert into a medical record uh and yeah the answer to that is is yes you know we can we can certainly print or or export an encounter so that you could you could put it into you know either a paper chart or it could be uploaded into another electronic medical record system uh another question was uh will a recording of the presentation be available and uh the answer is yes we are recording this session and we will send out a link to the recording uh to everybody who attended uh right now it takes webex uh a couple of hours at least to uh to render a recording just based on again the volume that they're seeing but we'll get that out to you either this afternoon or first thing monday morning another question was can staff upload documents such as their test results and i believe emily please correct me if i'm wrong but the answer to that is yes we can enable you to be able to use that employee portal where you saw the questionnaires that can also be set up so that you can you could upload documents like test results or other things yeah exactly so if you're one of your employees is maybe tested through their primary care provider or through another means if you were not the folks who ordered that and there's no like lab integration they can actually just even snap a picture of the results if they have them from their cell phone or if they've gotten them over you know maybe like an epic portal or something like that and it's in a pdf form they can upload that right to the portal real easily okay great emily here's another question that i think you could answer it says can you aggregate data across different hospitals that are in the same system oh absolutely yeah the system is actually quite scalable to manage multiple business units or even to manage multiple um standalone organizations so if you're you know an employer with a single business unit it works great but if you need to scale up to a global operation that has you know multiple business units or just a regional operation like in a healthcare system where you have several hospitals that you're helping to manage it scales beautifully to that there are actually ways that you build in those organizations profiles it's real quick just a couple of clicks and then you can assign the employees that you're monitoring to those different organizations so that you can get the statistics that angela showed break down broken down by the organization that they work for another question uh is is there lab integration with quest or labcorp and the answer to that is yes routinely work with both quest and labcorp as well as a number of other labs and you know that's a you know there's some extra cost associated with that but that's something that we do routinely so for example if out of this application you referred someone for testing we could set it up so that you could actually you know generate an electronic order from channel 19 and then you could receive the results back electronically another question uh emily this is probably for you is there an automatic denominator so i could see the percent of rns out sick maybe even by location for example yep you can track the time that they are away you'll actually plug in the start and end dates and in one of the graphs that angela showed it'll actually show you by department how many people are out you can switch that with a click of a button though from department to job role oh gosh there are several facilities where they're working like physical work location rather than just department within that facility so there's a lot of good hierarchy there that you can break that down and it will show you the days away you know what group they fall under i want to add to that too those graphical charts that i showed you can export i just wanted to let everybody know you can export the images of those graphs or the discrete data if you're presenting that or providing report another question that came up in the chat is what about connection to local health care system labs and again while we have you know lab core and quest or uh or you know we've got established integrations with them we do work with a number of uh local hospital labs and and you know that's again something that we could certainly uh do as an add-on and we can move very rapidly on those things it's really uh going to come down to the the capacity of that hospital lab and you know are are they able you know do they have the resources to to devote to working with us to get that set up but in most cases you know most hospital labs are fairly sophisticated uh they're using up-to-date interoperability standards you know things like link codes um so that could be set up and and especially if the if the primary focus is around you know covid testing results uh you know that makes it more straightforward and i will say that we are we have worked very rapidly again over the last 45 to 60 days with a number of clients to put those sorts of things in in place as an example one of our one of our clients has actually set themselves up as a testing facility so they're actually doing drive-through testing not only for their own employees but for healthcare workers and now they're expanding it to the to the general population at large as part of that we've actually set up an interface so that as results come in we're actually reporting them to uh the statewide health information exchange in indiana and they're using that to help uh generate you know statewide population there's statewide metrics on covid19 uh that they can ultimately feed up to the national level so like i said before you know we're we're trying to be really agile and flexible here conditions on the ground are changing rapidly uh and and you know we just all have to be ready to uh you know to pivot pivot quickly uh you know based on the needs of our clients and based on how this pandemic unfolds all right um i'm gonna i'm gonna i'm i'm gonna take a risk here and unmute one more time and uh and just see if anybody if anybody has any uh questions that they'd like to shout out uh and we'll uh we'll we'll do that right now yeah everybody's unmuted so if you're if you're not if you don't have a question please try to mute your phone but uh does anybody else have a question or comment hey jeff it's lisa peckham a q a here from somebody that those emails work with with email address with gmail they'll work great with external email addresses um we don't have any restrictions on that because you're not sending any sensitive information by email so that's just fine okay um you know what again i want to i want to thank everybody for uh for attending today um you know we really appreciate your time and again if we can be of help uh you know don't hesitate to uh either you know reach out to us we're gonna send out a copy of the recording we're gonna send out a uh a copy of our proposal uh and then you know you can respond back to that to one of our our sales representatives or you can send us an email at channel 19 at enterprisehealth. care