STC | iQ (v. April 2018) User Guide

State User Workflow

When an immunization provider wishes to exchange data with an IIS, the provider, the IIS program, and third-party stakeholders must participate in an elaborate onboarding project. A great deal of information must be documented between stakeholders, and interested parties must engage in several meetings and reviews throughout the process, all of which must be scheduled and coordinated among required participants. Decisions must be logged and notifications exchanged. In addition, onboarding projects consist of many phases and can take as long as six months or more to complete.

Prior to iQ, many onboarding processes were implemented and documented using Word documents and spreadsheets. This made the process difficult to organize or streamline for more efficient workflows. The iQ application allows for much of the information that was previously exchanged through email and paper processes to be captured through online forms and stored in a database. Decision support for program administrators can improve efficiency, accountability, and response time with automated notifications.

iQ supports all of the above activities so that providers can transition from initial contact to production status as quickly and pain-free as possible.

The workflow for State users in iQ is generally as follows, although not necessarily in this order, and some steps are optional:

The State user selects the onboarding stages to use with providers, creates organization groups and standard task subjects, and decides whether or not to activate the waitlist and ranking feature for all providers. See Onboarding Preferences.
The user creates an interface form with questions and responses to capture provider details. Some responses are weighted to create a scoring system to help users easily see which providers might be onboarded more smoothly or quickly than others. The form is modified as needed throughout the process of onboarding all providers. See Interface Form Administration.
The user begins to create a global contact list that includes the names, positions, email addresses, and phone numbers for users who might be frequently included in emails. This list continues to grow throughout onboarding processes. See Global Contacts. (Optional)
The user sets state expectation rates and recommendations for missing, invalid, and unwanted HL7 data elements to help providers correct data inaccuracies. See DQA Administration.
The user uploads a logo to display to show Provider users that iQ is an official state application. See Reports Logo. (Optional)
The user configures the Alerts settings including time frame, provider and status types, and error/warning threshold percentages. See Alerts Administration.
If necessary, the State user adds the Provider user to IWeb and assigns the appropriate permissions and Keycloak roles. See the IWeb User Guide.
The State user adds providers to the Pre-Discovery stage and (optionally) sets the waitlist rank for each provider. See Provider List.
The user assigns the interface form to a provider and sends the form to the provider to complete. See Provider Profile.
The State user monitors the provider's status and interface form. See Provider Profile and Interface Form.
When the Provider user submits their interface form, the State user answers any state-only questions (questions visible only to State users) on it. See "Interface Form Page for State Users" section on Interface Form.
The State user adjusts the onboarding stage for each provider as necessary, such as to place certain providers in the Waitlist Ready or Waitlist Not Ready stage, based on the answers provided on the interface form. See Provider List.
Once a provider's interface form has been submitted and they begin submitting test (pre-production) data, the State user can start monitoring the HL7 messaging and other results. See Action Items.
For individual providers, the user adds tasks, notes, and contacts needed for the onboarding process of each specific provider. See Onboarding / Healthcare Provider Onboarding Panel.
For individual providers, the user adds email addresses for facility-level and organization-level alerts, assigns the provider to a group (optional), and begins to upload any necessary documents, if applicable (optional). See Provider Profile.
The State user can begin monitoring overall data quality for all providers that submit HL7 messages to the IIS. See iQ Dashboard (Home), Data Quality Assessment (DQA) Tool, Data Summary, and Trends.