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General

Is there a PHIMS form for disclosing records?

Use your current regional process for disclosure of personal health information. Disclosure directive forms will be posted to the Manitoba Health website in the near future and additional information provided at that time.

Can I see a Panorama client record from another province?

No. The provinces are not connected within Panorama.

When a PHN enters a note, they document their name and and designation. If a clerk were to make a note, how do they sign it?

Name and designation. E.g. Jane Johnson, PH Clerk

If a student nurse performs an action (e.g., immunizes a client) and a clerk enters the information in PHIMS, what is documented for the provider?

Immunizations administered by the student nurse are to be documented with the preceptor / lead PHN as the provider. The name of the student nurse would follow in the immunization specific comments section. The only exceptions would be with senior practicum student nurses who are fulfilling a PHN role. These would need to be assessed on a case by case basis related to the time needed for training.

Requests for PHIMS Account Access for students are the responsibility of the Public Health Authorized Requestor not the educational institution.

What do I do if I work in 2 different Public Health offices with 2 different Holding Points?

Users must change the Holding Point in the general immunization settings when they change Holding Points or the immunizations will be decremented from the wrong holding point and the documentation will show the wrong SDL.

If there is a custody issue should this be documented as a “Warning?” or in a “Note?”

Use Notes to document issues such as custody. They meet documentation requirements for legal purposes and cannot be changed.

Warnings can be changed and do not meet documentary standards. Think of them like a “sticky note” on the chart

In this case, you may create a warning in addition to the note, so that anyone accessing the chart is made aware of the issue.
See QRC 1.9

Are 2 separate entries needed in both warnings and notes for clients that have more than one issue? E.g., if someone had an allergy and also faints with immunizations, how is that documented?

It is recommend that each warning topic be separate. It is easier to view and if one expires, it is not connected to another that has not expired. Warnings can be changed and do not meet documentary standards. Treat Warnings like a “sticky note” on the chart.

If both warnings are created on the same occasions, only one note is required to document both issues. Notes cannot be expired or deleted. See QRC 1.6 & QRC 1.9

Are Tuberculin Skin Tests being documented in PHIMS?

Tuberculin Skin Test is not an immunization therefore cannot be added to the immunization record. It can be added to notes if for travel or occupational health. When we have the appropriate module it will be recorded there.

What is the ‘client ID’ number in PHIMS?

This is a PHIMS generated number, it does not relate to any other existing numbers.

If you search by MHSC number, will it show all family members attached to that number?

Yes

What do I do if I cannot find the client in PHIMS (e.g., when doing an immunization)?

This means that the client’s information is not yet in Client Registry. Use Downtime procedures and document the immunization on the paper chart. Check PHIMS weekly for the client’s record. Once the client client record is in PHIMS, then the immunization is to be documented in PHIMS as per regional process.

Can we create a client in cases where the client will never have a Manitoba PHIN (e.g. a Saskatchewan resident receiving services from a Manitoba SDL)?

The only time a client is to be created in PHIMS is when an out of province / country client seeks services in Manitoba. Creating a client must be completed by a peer supporter. Contact your regional or organizational peer supporter with the request to add the client.

When would a client be created in Panorama?

The only time a client is to be created in PHIMS is when an out of province / country client seeks services in Manitoba. Creating a client must be completed by a peer supporter. Contact your regional or organizational peer supporter with the request to add the client.

Is there any reason to add a physical address to PHIMS in the client personal information if the client’s mailing address and physical address are different?

Yes, it is important to put both addressing in PHIMS in case the client needs to be contacted regarding issues such as a communicable disease investigation.

Can I change the address to which communications are sent to the client with the preferred address function?

All PHIMS communications will be sent to the Official Registry address even if another address is selected as “preferred”. Never change the Official Registry address. There is a link on the dashboard for you to have the client do the change of address for Manitoba Health which will then change the Official Registry address via the Client Registry interface.

If you change a child’s address does it change the address for the rest of the family members?

No

Who is responsible to enter and update phone numbers? Can Parent Phone Number be added in the drop down in Personal Information?

All phone numbers are entered and managed by PHIMS users. Phone numbers do not flow through from Client Registry.
No, unfortunately the drop-downs will not be revised at this time. “

Under Health Services, how do you show the role of a Social Worker or CFS worker?

You cannot enter these into the role column so a workaround is required. Update the record with a Non-Indexed Provider and include role in Last Name e.g. Last name: Smith – CFS Worker.

Can data be merged for consent purposes?

This type of advanced functionality is not available.

How long do clients stay in recent work?

The last 9 clients will show in recent work.

Can Panorama last longer than 20 minutes before being logged out automatically when not in use.

All clinical information system have a auto log out period without use for security purposes. PHIMS’s log out period is set at 20 minutes and will not be changing. If you remember to move your mouse periodically it will keep your session active.