Hospital Report Manager (HRM)

1. What is Hospital Report Manager (HRM)?

The HRM solution enables clinicians using a Specification 4.1 (or higher) Funding Eligible EMR to receive patient reports electronically from a hospital or Independent Health Facility (IHF). HRM sends narrative text-based Medical Record and Diagnostic Imaging reports it receives from hospitals or IHFs electronically and stores them in a secure folder for pick-up by the clinician’s EMR. The EMR picks up the reports, which are posted to the patient’s record in the EMR and to the clinician’s inbox for review and sign-off.

OntarioMD is leading the deployment of the HRM solution on behalf of eHealth Ontario. This includes coordinating the activities required to connect a hospital or IHF to a clinician practice.

2. Can I receive lab reports in my EMR through HRM?

No, lab reports from hospitals are accessed through the Ontario Laboratories Information System (OLIS). For more information about OLIS, please contact eHealth Ontario by phone at 1-866-250-1554 or email at servicedesk@ehealthontario.on.ca.

3. How does HRM work?

HRM replaces the traditional paper report distribution from participating senders. The following steps outline how HRM works:

  1. Hospital creates a report, identifies report recipients and transmits the report to HRM.
  2. HRM converts the report to an EMR standard format, encrypts and deposits the report to the secure folder for each recipient’s EMR.
  3. The clinician’s EMR retrieves the report, decrypts and posts the report into the patient’s record in the EMR and to the clinician’s inbox for review and sign-off.

Note: HRM does not replace Critical Report handling procedures that are currently in place between hospitals and clinician practices.

4. Are reports transmitted through HRM securely?

Yes, report transmission through HRM is secure. Hospitals or IHFs send patient reports to HRM over a secure Internet connection. The reports are encrypted by HRM and posted to the patient’s record in the EMR and to the clinician’s inbox for review and sign-off.

5. Can I search the text within a hospital report received via HRM?

The ability to search the text within a hospital report depends on how your EMR handles incoming reports. Please ask your EMR vendor for additional details.

6. What are the benefits of HRM for patients?

Patients benefit by receiving more timely care and improved continuity of care because clinicians receive the hospital reports faster than current report delivery mechanisms.

7. What are the benefits of HRM for physicians or nurse practitioners (NP)?

For community-based physicians or NPs, HRM provides quicker access to information needed for making decisions about patient care, leading to improvements in safety and quicker follow-up care activities.

With HRM, clinic staff will spend less time on handling and scanning paper reports. Overall, clinics will experience improved productivity and cost savings and staff will have more time to perform patient-related functions.

8. What are the benefits of HRM for hospitals or IHFs?

  • Transmitting to different EMRs is much simpler; there is just one interface to the HRM instead of developing and maintaining an interface to each EMR offering.
  • Generates administrative and operational savings by reducing manual processes associated with report distribution (e.g., printing, filing, and mailing).
  • Provides a secure alternative to manual report distribution.
  • Formal acknowledgement messaging from HRM back to the hospital to confirm that reports were received.

9. What do I need to do to receive reports from HRM?

To connect to HRM, clinician practices will need to:

  • If you are not already using a Spec 4.1 (or higher) Funding Eligible EMR, you will need to contact your EMR vendor to upgrade to Spec 4.1
  • Have a high speed Internet connection to receive reports (Click here for more information)

For further information about upgrading your EMR to Spec 4.1 email report.manager@ontariomd.com

10. Are there costs for clinician practices to use HRM?

No, HRM is offered through OntarioMD on behalf of eHealth Ontario. There are no costs for practices to use HRM from OntarioMD or eHealth Ontario. However, physician practices or NP-led clinics are responsible for any potential costs of ongoing maintenance and support for the HRM interface in their EMR. These responsibilities are defined in your EMR vendor’s license and annual maintenance agreement.

11. When can physicians or NPs get connected to HRM?

  • Orillia Soldiers’ Memorial Hospital went live on HRM in October 2014
  • HRM is delivering reports from nine Independent Health Facilities (IHFs) that provide cardiology and radiology services to clinicians through HRM
  • HRM is now available in LHINs 1-12
  • HRM is now sending e-Notifications about admissions and discharges from Toronto East General Hospital’s Emergency Department and inpatient units through the Ontario Association of Community Care Access Centres’ (OACCAC) CHRIS system directly to physician EMRs
  • HRM is now live with 52 Ontario sending facilities
  • OntarioMD is working with EMR vendors to connect 3,000 clinicians who are enrolled in HRM, and continues to enrol new clinicians
  • As of November 2014, approximately 1,300 clinicians are using HRM and over 95,000 clinical reports per month are being sent directly into clinician EMRs
  • Download the latest HRM monthly update in PDF format

12. How long does it take to connect a physician or NP practice to HRM and what are the activities the practice must perform?

OntarioMD’s regional field teams are working with physician practices to connect them to HRM. Their experience has shown that it takes about 10 weeks from the time the OntarioMD Practice Advisor first meets with a practice to final texting of the co nnection from HRM to the EMR.

The principle activities that a physician practice must perform are:

  • Sign a Subscription Agreement for the practice
  • Have each physician who will receive reports through HRM sign an End User Agreement
  • Conduct a meeting with your Lead Physician (if applicable), your EMR vendor and the OntarioMD HRM team
  • Engage with your EMR vendor and/or other IT support for technical deployment activities:
    • Connectivity with test and production environments
    • Installation and maintenance of security keys for delivery and decryption
    • Preparation of test data and completion of testing
  • Auto-categorize reports that will be received through HRM
  • Monitor the solution immediately post Go Live to ensure reports are being received appropriately
  • Engage with hospitals, as appropriate, to turn off your traditional means of report delivery (i.e., paper)