Author: Jessica Hagins
So, You’ve Become a Participant Account Administrator. Now What?
When signing a participation agreement with the N.C. Health Information Exchange Authority, you will notice a space to list a Participant Account Administrator, or PAA. This person will serve as the representative or liaison between the NC HIEA and your health care organization.
This designation comes with several responsibilities, but don’t worry! We are your partners on this journey and will provide several resources to make your tasks go smoothly, including the Participant Account Administrator Reference Guide.
We also have a few quick tips to keep in mind as you navigate these responsibilities.
Responsibility: Managing creation and deactivation of your organization’s user accounts for the NC HealthConnex Clinical Portal and Direct Secure Messaging
Helpful tip: You do not have to wait for your organization to be live and submitting data before using any of our value-added services. As soon as you have an executed (signed) participation agreement, you can request login credentials for the NC HealthConnex Clinical Portal, sign up for a Direct Secure Messaging address, subscribe to NC*Notify to receive Admission, Discharge and Transfer (ADT) alerts, and much more. Contact the NC HealthConnex Help Desk to sign up at hiesupport@sas.com.
Responsibility: Reviewing and attesting to the Quarterly User Audit
Helpful tip: We offer this helpful Quarterly User Audit Quick Reference Guide. You can also review these quick FAQs:
Q: Why do I have to perform the quarterly user audit?
The Quarterly User Audit is an important part of ensuring the security and privacy of patient information within NC HealthConnex. The audit ensures that everyone in the organization with Clinical Portal access is using the system appropriately. Invalid accounts, such as someone leaving the organization, should be requested to be disabled by the Help Desk. Unusual “Break the Seal” and “Patient Search” activity should be reported to the NC HIEA.
Q. How many “Break the Seals” and “Patient Searches” are considered unusual activity?
"Break the Seal” and “Patient Search” activity is different for each organization and even for each user. As the PAA, it is up to you to determine what is considered unusual activity. Some users have a need to access multiple records per day. Others may rarely need to search records. Each PAA must user their best judgement in determining what is considered unusual activity.
Q. Do I still have to perform the quarterly user audit if we are not even live and submitting data to NC HealthConnex?
Your connection to NC HealthConnex is unrelated to your access to the NC HealthConnex Clinical Portal. If you are not yet submitting data or you have not yet created a Medical Record Number for a patient, the user will be required to “Break the Seal” every time a record is accessed.
Q: I never use the “system”. Why do I have to do this?
The Quarterly User Audit is part of ensuring that patient health information is secure. If anyone in your organization has credentials to access the NC HealthConnex Clinical Portal, whether they use the system or not, the PAA is obligated to attest to each Quarterly User Audit. We encourage you to take advantage of what NC HealthConnex has to offer. You can learn more about the application by visiting the NC HIEA’s User Guides and Frequently Asked Questionsweb pages.
Q: I just attested, why do I have to do so again?
PAAs are required to attest to each Quarterly User Audit. During the time between audits, it is possible users have left the organization, users have transitioned to new roles that do not require access to patient data, or new users could have been added whose activity needs to be reviewed. If you attested late in the quarter, you still need to attest to the new quarterly user audit.
Q. Why do I need an account if our providers never use the Clinical Portal?
You are not obligated as part of your participation agreement with the NC HIEA to have access to the Clinical Portal. You can reach out to the Help Desk to disable your account. However, we encourage you and your providers to take advantage of what the NC HealthConnex Clinical Portal has to offer. It allows providers to access patient information such as labs, diagnostics, histories, allergies, medications, immunizations and more. This results in less duplicative testing, more efficient and accurate diagnoses, recommendations and treatment, and improved coordination across all levels of care.
Q: How can I get access to the NC HealthConnex Clinical Portal for my providers and staff? Or how do I disable users?
Email is the best way to contact the SAS NC HealthConnex Help Desk. You can reach them at hiesupport@sas.com. They will respond with instructions for requesting user accounts. You can also call 919-531-2700. The hours of operation for general technical support are Monday through Friday from 8:00 a.m. to 6:00 p.m. EST.
Responsibility: Serving as the point of contact to receive questions and communications from the NC HIEA and the SAS Help Desk
Helpful tip: The PAA is our point of contact if your data connection is interrupted, we need to update facility information, send you the Direct Secure Messaging Provider Directory or remind you of the Quarterly User Audit. Make sure we have the accurate phone number and email address of the PAA for your organization.
Responsibility: Encouraging access to and use of NC HealthConnex services for health care operations and patient treatment
Helpful tip: Microsoft Bookings will automatically find time on our joint staff calendar so you can quickly schedule training for your staff directly with our one of our outreach specialists.
Responsibility: Scheduling training opportunities for staff, including forwarding invitations to Teletown Hall and Office Hours webinars
Helpful tip: You can visit this page about webinars offered by the NC HIEA to find more information and sign up to be on our invitation list. You can also visit our Events page
Responsibility: Ensuring the information on your health care organization’s participating facilities is up-to-date and accurate
Helpful tip: Health care organizations can frequently acquire and close facilities. It is important that the NC HIEA has your most recent, accurate list of facility locations. If you have changes, please email hiea@nc.gov so that we can get an updated attachment 4.
Responsibility: Updating the NC HIEA or the SAS NC HealthConnex Help Desk with address, contact, technology and staff changes
Helpful Tip: These changes can impact how your data is sent to NC HealthConnex. A 30- to 60-day notice is ideal whenever you experience one of these changes.
Please contact the SAS Help Desk at hiesupport@sas.com or 919-531-2700 for any of the following situations:
- Data/security breaches
- Server migrations/changes
- Changes, upgrades or updates to your EHR, including code/code system changes for coded data elements or significant changes to how your data will be sent to NC HealthConnex
- Transitioning to a new EHR vendor
- Transitioning to an EHR instance shared with another organization, such as Epic Community Connect
- Changes to systems such as the Assigning Authority or Number Creation System If you need more information on what this system is and how it works, please view this infographic.
Please contact the NC HIEA team at hiea@nc.gov with any of the following changes:
- Key personnel transitions (such as your Participant Account Administrator leaving and a new PAA being added)
- Personnel contact information changes
- Facility contact information changes
- Facility location changes