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PMH Connectivity and Digitization Program

Your Vancouver Division Clinic Technology Concierge

Please note: The 2024/25 PMH Connectivity and Digitization Program is no longer accepting new participants.

A reminder that all current program participants must submit their End of Project Report by March 15, 2025.

 

The Vancouver Division of Family Practice is pleased to offer our new Patient Medical Home (PMH) Connectivity and Digitization Program. The program is designed to support Vancouver-based, family practice clinics in enhancing their IT security, improving their connectivity to provincial systems and optimizing their technology-related workflows.

The (PMH) Connectivity & Digitization Program provides three offerings:

Security & Technology Assessment
Provincial System Connectivity
Technology Solution Navigation

Your clinic may participate in any or all of these offerings. Each offering is designed to provide practical, efficient and customized support with a modest time commitment from clinics.  We aim to take the stress out of navigating your technology needs.

1. Security and Technology Assessment

In a 1-2 hour session, a professional, friendly and knowledgeable IT security consultant will work with your clinic to review your existing technology and security systems and provide you with specific recommendations for improving your clinic’s cybersecurity profile.

Recommendations will vary per clinic and may include the purchase of new network equipment (such as a WiFi router) or security software (such as anti-virus software). The assessment is also a learning opportunity, and the consultant will be available to answer your questions along the way. Findings and recommendations will be summarized in a Security and Technology Assessment document provided for your records.

What you can expect

  • Step 1: Schedule and perform the on-site assessment with a security consultant.
  • Step 2:  Receive a Security and Technology Report, with detailed recommendations to help improve your clinic’s overall security. See an abbreviated sample report. Once you’ve had a chance to review your report, you are welcome to reach out to your consultant for up to one hour of additional follow up (via phone or email) to ask questions.
  • Step 3:  The information we gather in this session will form the basis of a funding assessment, and you will receive a proposed funding agreement outlining the amount of financial support and the scope of permitted spending.
  • Step 4: Once you have signed the funding agreement and completed the work associated with it, we will issue payment of financial support.

Compensation

Participating clinics can receive financial support of up to $2,500 to help implement the recommended improvements. In addition, the primary contact may be compensated as appropriate.

Project Phase Time Estimate Description
1. Project Planning 1 - 30 minutes Already have a project in mind? Need help with a project idea? Planning your project should take no more than 30 minutes. Featured projects - Clinics who choose a Featured Project are invited to attend our upcoming, 1 hour, Town Hall. Clinics may engage in further networking after the event and with their peers as needed.
2. Submit your Application 15 - 30 minutes The Vancouver Division will send your custom application form. To complete the application all you need to do is provide FP hours worked in your clinic, your project details and expected outcomes. We are committed to ensuring your projects are approved. Initial funding is remitted on successful submission of your application. Applications are due by November 18, 2023.
3. Run your Project Project dependent We encourage clinics to hire support where possible to assist in completing their projects. Clinics have up to 4 months to complete their projects. The project due date is February 29, 2024.
4. End of Project Report 30 minutes End of project reports will be sent to you on February 29, 2024. Complete your end of project report by March 15, 2024 to receive your final funding.

2. Provincial System Connectivity Assistance

A number of Provincial systems are available to PMHs to help improve your clinic’s delivery of primary care. The Division will provide one-on-one guidance in determining your clinic’s connectivity needs and helping you navigate connectivity to provincial systems such as:

  • CareConnect and PharmaNet for patient data
  • Pathways for physician and patient resources
  • OceanMD for digital referrals and orders (only available for clinics using OSCAR Pro, Med Access, and Accuro at this stage)
  • Health Data Coalition for quality improvement in primary care

 

What you can expect

  • Step 1: You will receive an invitation link to register in the program via email from the Vancouver Division. Once you complete this form, a Vancouver Division representative will contact you to get more information, or if you would prefer, schedule a one-on-one phone session.
  • Step 2: In this session, we will explore with you which provincial systems you wish your clinic to be connected with or would like help to fully utilize.
  • Step 3: We will guide you through each of the steps required to achieve full connectivity, as well as help troubleshoot if there are any issues.
  • Step 4: If your clinic is already enrolled in a system, but you are experiencing technical issues with it, we will assist in resolving them.
  • Step 5: Once connectivity is achieved, we will ask you to complete a short survey to provide valuable feedback on your experience that will help us improve the program.

3. Tech Solution Navigation

Every day, Vancouver primary care clinics are required to interact with myriad technology and technology adjacent tools and workflows. Sometimes things just don’t work as expected. At the same time, new technologies are available to help improve your clinic workflows and give you back precious time.

In this one-on-one session with a Vancouver Division technology concierge, you will identify and discuss the pain points in your clinic’s IT-related workflows. With the goal of achieving Best Practices in your clinic, we will provide you with customized recommendations for specific tools and resources from our resource library such as physician communication tools, patient communication tools, legal templates, business guides and supports to address other identified workflow needs.

What you can expect

  • Step 1: You will receive an invitation link to register in the program via email from the Division. Once you complete this form, our Technology Concierge will contact you to schedule a one-on-one phone session.
  • Step 2: During this session, you will have the opportunity to define the pain points your clinic is experiencing, as well as any technology related goals or interests you have for your clinic.
  • Step 3: The Technology Concierge will work to fully understand these issue(s) and begin to identify solutions that may be available, or provide information about the systems you would like to learn more about implementing in your clinic.
  • Step 4: Following the session, we will provide you with a tailored list of resources, and/or connect you with Division partners who can provide expertise in a specific area (e.g. Doctors of BC’s Practice Support Program (PSP) for support with EMR selection and training).
  • Step 5: Once this process is completed, we will ask you to complete a participant survey to provide valuable input on your experience that will help us improve the program.

Want to participate in the program?

The 2024/25 PMH Connectivity and Digitization Program is no longer accepting new participants.

Full program access began in the Fall of 2024. The Division sent invitations to clinics to participate.

Please note that some program exclusions apply:

  • This program is not designed to duplicate services and resources already provided by Doctors of BC, PHSA or other Provincial entities. In some cases, we may refer your clinic to these entities for support in a specific area.
  • This program is not intended to replace existing IT support providers in your clinics or the services of a professional IT support provider.

If you have any questions or comments, please contact concierge@vancouverdivision.com

Frequently Asked Questions

Updated March 4, 2025

What will the IT consultant review as part of the Security & Technology Assessment?

The consultant’s goal is to help you achieve a safe and secure computing environment for your work. To do so, they will need to ask you some questions and review items such as your internet provider, WiFi router, server/server area, modems, and anti-virus software.

It is important that your clinic representative participating in the assessment is positioned to direct the consultant to various technology components within the clinic such as the clinic WiFi router, modem, or server (if applicable), as well as be able to answer basic questions about which software the clinic is using, and who has access to all of the above.

If I participated in a previous Security & Technology Assessment, can my clinic participate again?

Yes, your clinic is very welcome to participate in this offering again! You may find it helpful in tracking your progress since that time. Alternatively, you may choose to opt out of this offering and enroll in the Provincial System Connectivity and/or Technology Solution Navigation offerings.

How will the Security & Technology Assessment data be collected and used?

The on-site consultant will collect information about your security and technology systems for the purpose of evaluation and providing recommendations.

The consultant conducting your assessment has signed a Non-Disclosure Agreement with the Division so you can rest assured that any passwords, private documents and patient information that the consultant sees or gains access to during the course of the on site assessment will not be shared or stored. Further, all information regarding your clinic’s technology and cybersecurity profile will be collected and stored in accordance with the Vancouver Division’s privacy and data protection policy.We will not share this information with anyone without your informed consent, unless required by law.

To learn more about the Vancouver Division and use of personal information, please see our Privacy Notice

Additionally, the consultants have signed a Non-Solicitation Agreement to guarantee that they will not add you or your clinic to any marketing lists or contact databases; will recommend only necessary improvements (no upselling on hardware or software) and won’t contact you after the assessment unless you make specific arrangements with them to do so.  

Can more than one physician in a clinic request a Connectivity & Digitization Program offering?

The Connectivity & Digitization Program is provided on a per clinic basis, except for the Provincial Connectivity Assistance offering, which may be extended to multiple practitioners within the clinic, as needed. For efficiency and expediency, we suggest that you have one point of contact working with our Tech Concierge to help all practitioners within the clinic get connected.

What hours are the consultants available / can the assessment be performed after-hours?

We are currently gauging interest in extending the availability of on-site visits to outside of normal business hours. We will do our best to accommodate your requests, however we cannot guarantee cybersecurity consultant availability at your preferred time.

Can multiple physicians in a clinic submit different applications?

No. The application is for the entire clinic (or group of clinics).

Each clinic, or group of clinics may request one PMH Connectivity & Digitization program service. We encourage Clinic Owners and Clinic Managers representing an individual clinic (or representing a group of clinics) to apply on behalf of the entire clinic.

How do I apply? And when do I apply?

Please note: The 2024/25 PMH Connectivity and Digitization Program is no longer accepting new participants.

A reminder that all current program participants must submit their End of Project Report by March 15, 2025.

Each clinic has been sent a customized application form. 
If you would like us to resend your custom application form, please email concierge@vancouverdivision.com. 

Will the Division be available to support our clinic after the Security & Technology Assessment?

While we will provide follow-up support, recommendations and helpful information, this program is not intended to replace existing IT support providers in your clinic or the services of a professional IT support provider. We are happy to provide a list of resources or make referrals to other clinic supports available to support your clinic on an ongoing basis.

Will I be reimbursed for participating in this program? How does the financial support work?

The clinic representative participating in the Security & Technology Assessment will be paid for up to 2 hours of their time spent with the consultant and at the standard sessional rate for the clinic representative’s role (if applicable).

Participating clinics are eligible to receive financial support up to $2,500 to assist clinics with implementing some of the recommended technology and security improvements. Recommendations will be made across five focus areas: enhanced data protection approaches; security related capital improvements; security software & training related improvements; patient experience improvements; and staff training. The Division will determine the amount of each clinic’s financial support based on the security and technology needs assessed by the consultant. Financial support will be allocated at the sole discretion of the Vancouver Division of Family Practice .

Are there any technology and security purchases that the financial support doesn’t cover?

Yes. The financial support cannot be used to purchase:

  • Computer devices
  • AI scribes
  • Language translation software
  • Billing support
  • EMR training
  • File digitization

Note: The Division’s Clinic Grants program accepts applications for projects related to file digitization. If your clinic needs assistance with billing or EMRs, the DTO’s Panel Support Program (PSP) is available and happy to help with these issues.

When will I receive the sessional remuneration and/or financial support?

We will issue payment following the signing of our funding agreement and your completion of the post-participation survey.

Which provincial systems will the program help my clinic connect to?

We can work with you to achieve connectivity with CareConnect, PharmaNET, DRO’s OceanMD Digital Referral system, HDC, and Pathways.

What kind of resources will the Technology Solution Navigation provide to my clinic?

During this one-on-one session we will discuss the pain points in your clinic’s IT-related workflows. With the goal of achieving Best Practices in your clinic, we will provide you with customized recommendations for specific tools and resources from our resource library such as physician communication tools, patient communication tools, legal templates, business guides and other workflow easement supports. We may also refer you to one of our partners regarding a specific issue (e.g. Doctors of BC’s Practice Support Program (PSP) for support with EMR selection and training). 

Additional Support

Looking for more support?

If you have any questions or comments about this program, please email concierge@vancouverdivision.com.

We look forward to offering assistance with navigating your clinic’s technology and connectivity needs.

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Get In Touch

202 – 777 West Broadway, Vancouver, BC V5Z 4J7

Main Office: 604-569-2010

Fax: 604-321-5878

 

Contact Us Page

Site Map

  • Work in Vancouver
  • Become a Member
  • About Us
  • Contact Us
  • Are You a Patient?
  • PCN Pages
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Copyright © Vancouver Division of Family Practice. All rights reserved. View the Privacy Notice. Website designed and managed by Rose Agency Inc.

Get In Touch

202 – 777 West Broadway, Vancouver, BC V5Z 4J7

Main Office: 604-569-2010

Fax: 604-321-5878

 

Contact Us Page

Site Map

  • Work in Vancouver
  • Become a Member
  • PCN Pages
  • Event Calendar
  • Initiatives & Resources
  • About Us
  • Contact Us
  • Looking for Care?
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Copyright © Vancouver Division of Family Practice. All rights reserved. View the Privacy Notice.
Website designed and managed by Rose Agency Inc.