Version Information

New Features

Inventory module

• New module for Inventories.
• User can select one of many Inventory Types to view.

Pharmacy Log

Renamed

• Formerly called "Rx Log".

Patient Name

• User can now enter a patient First Name and Last Name for each Log entry.
• User can search the Log by patient First Name and/or Last Name.
• Searches by patient name are captured in the Global Audit History.

Non-Rx Entry

• User can now create Non-Rx Type entries in the Log.

Administration

Pharmacy Log Non-Rx Type

• User can create and edit a Non-Rx Type (for example a user can create a Type called "Eligibility Form").
• The created Non-Rx Types will be available for selection when a user created a Non-Rx Entry in the Pharmacy Log.

Inventory Type

• User can create an unlimited number of Inventory Types.
• The created Inventory Types will be available for selection in the Inventory module.

Updates

HEROS

Application Excel Export

• For export of all applications, each row will contain all information related to that application.
• For an export of a single application, the first column will contain the field names, and the second column will contain values.

Application Approved Status Email

• Users will now be able to enter text that will be sent in an email when an application status is set to Approved.
• Users will be able to select which contacts receive the email.

Increased character limit for Messages

• Messages can now contain up to 3,000 characters.

New Features

Administration

• User can create entries for attachments types in Admin > HEROS > Attachment Type.
• Attachment Types that have data associated to them cannot be deleted.
• The Attachment Types Display Name can be changed.
• Changes to the Attachment Type Display Name are captured in the Global Audit History (Admin > Global Audit History).

HEROS

HEROS Attachment Type

• User can now select an Attachment Type (populated from the corresponding Admin table) when uploading a document to a HEROS Agency or Application.
• User can also modify the Attachment Type of an existing attachment.

Multi-HEROS Agency Association

• User accounts can now have multiple HEROS Agencies associated to them.
• This is controlled on a user's User Account page.
• A user who is a Primary Contact for an Agency cannot be dissociated from an that Agency. A different user would need to be set as the Primary contact.

Agency Abbreviation

• An Agency Abbraviation will now be required for each agency.
• The FEIN, combined with the Agency Abbreviation, will determine "unique" Agencies.

Messages tab

• A new messages tab has been created on the Edit Agency page.
• HEROS Admin users will have the option of selecting any/all of the Agency Contacts to receive a New Message Notification Email.

New Message? Column

• A new column has been added to the Agency list screen for "New Message?".
• Agency list will first be sorted by Agencies with New Messages.

Color Coded text for status and verification columns

• Unsubmitted application status will be color coded red.
• Returned application status will be color coded orange.
• "No" for any of the verifications will be color coded red.

Help Files

Source File

• Users can now add a source file when creating a Help File entry.
• Users will be able to download the source file of an existing entry.
• Users will be able to upload a new source file to an existing entry.

Updates

HEROS

New Agency ID column

• A column has been added for Agency ID.

HEROS Public Application

• Agency Abbreviatiion field has been added to the Public Application.
• Users will now be promted to first enter their FEIN.
• If the FEIN already exists, the user will be shown a list of agencies that are in the system, and asked if their agency is on the list.
• if their Agency is on the list, they will be asked to contact the HEROS related email.
• if their Agency is on not the list, they will be directed to the application page, with the FEIN pre-populated.

Excel Export of Application

• The export will now take into account the filter setting on the list.

Contact Page

• Agency Contacts and Agency Head have been separated into two separte tabs.

Help Files

New ID column

• A column has been added for Help File ID.

Bug Fixes

• DOH - HOMER 20191226-01 Bug Report (HEROS Agency List filter is wrong)

Bug Fixes

• DOH - HOMER 20191220-01 Bug Report (Reporting Requirements Met? not working)

Bug Fixes

• DOH - HOMER 20191210-01 Bug Report - Redbook import error

Bug Fixes

• DOH - HOMER 20191206-01 Bug Report - Rx Edit Screen Notes field being replaced by encrypted text on save

Bug Fixes

• DOH - HOMER 20191114-01 Bug Report (Save button on Agency details tab)

Bug Fixes

• DOH - HOMER - 20191112-01 Bug Report (HEROS Central Contacts)
• DOH - HOMER - 20191112-02 Bug Report (HEROS Agency Contacts tab)

New Features

Administration

Programs

• User can now create and edit Programs.
• Security Permission to control access to this feature has been added to the Administration module.

Departments

• User can now create and edit Departments.
• User can associate Programs (see above) to Departments.
• Security Permission to control access to this feature has been added to the Administration module.

HEROS

Centralized Contacts

• A new area has been created in the HEROS module that lists all Agency contacts and all Agency Heads.
• The area is not visible in the HEROS menu to Agency Users.

Updates

System

Automated Emails

• Automated emails from the system will come from HOMER@paulconsulting.com rather than help@paulconsulting.com.

HEROS

Agency List

• The table will now default sort alphabetically by Agency Name.

Dashboard

• Round Estimated Cost and Round Actual Cost has been added.
• Values will be based on the selected Round in the filter.

Agency Head Extension

• A field for Extension has been added to the Agency Head section in the Public Application, Contacts tab, and Centralized Contacts page.

Automated Emails

• Automated emails to Agency Users will come from HEROS@paulconsulting.com rather than help@paulconsulting.com.

New Features

HEROS

Auto Round Close Routine

• Added new routine to system (that runs at everyday at 1am) to close Rounds that have ended.

Excel Export

• A button has been added to the Applications page that exports data to an Excel file.
• The Excel file contains 4 tabs: Applications, Ordering Options, Agencies, and Miscellaneous Accounts.
• Agency Users do not have access to this function.

Updates

System

Aesthetic Changes

• Decreased white space on left and right side of pages to accommodate lower resolution screens.
• Removed Copyright logo at bottom of page.

HEROS

Ordering Options text change

• "Estimated Cost Per Unit" text has been changed to "Estimated Cost Per Package".

Updates

Rx Log

Filters

• Rx Log columns can now be searched (recorded in internal Audit History).
• Date Range filter has been added (recorded in internal Audit History).

HEROS

Attachments

• Agency Users now have access to the Attachments tab in Agency page and Application page.

Applications

• Drug Strength will now be shown on the Public Application, and the Application Details tab.

Help Files

Security Permissions

• A permission to access the Help Files list screen has been added to the Help Files module.
• Agency User profile (HEROS related) will not have access to the Help Files module.

Red Book

Security Permissions

• A permission to access the Red Book list screen has been added to the Red Book module.

Update

System Name Change

The system name has been changed from "DOH Division" to "HOMER" (Health Operations Medical Emergency Response System).

New Features

HEROS

Active/Inactive control for Agency Users

• Agency Users can now manage Active/Inactive status of Users for their own Agency (Agency Contacts tab).

Feature Changes

HEROS

Estimated Cost calculation & Application text changes

• In the Public Application, Application Details tab, and Application Processing tab, changed "Quanity Requested" to "Doses Requested" and "Quantity Ordered" to "Doses Ordered".
• Updated Estimated Cost calculation in the Application Processing tab, and on the Dashboard.
• Calculation in Application Processing tab is now: ([Option Est Cost per Unit] / [Package Size]) * [Doses Requested]
• Calculation of Estimated Cost on the Dashboard is now: sum( [Above calculation] )

Feature Changes

HEROS

Agency Messaging

• Messaging modal will now display after a User selects Save (if the Application Status was changed to Rejected or Returned, or when Order Placed was changed to Yes from No).
• Simplified buttons on Message modal displayed above: Continue Without Sending, and Send.

New Features

HEROS

Agency Messaging

• New Messaging functionality has been added to the Edit Agency page in order to facilitate communication between HEROS Users and Agency Users.
• Whenever a new message is available, a blue exclamation mark will be shown on the Messages Icon.
• Whenever a message is left by a HEROS User, an email will be sent to the Agency Primary Contact, letting them know they have a new message.
• Whenever a message is left by an Agency User, an email will be sent to HEROS Users, letting them know a new message has been sent by an Agency.
• HEROS Users will have the option to leave a message for the Agency whenever the Application Status is changed to Returned or Rejected.
• HEROS Users will have the option to leave a message for the Agency whenever Order Placed is marked as Yes.

Public Application

• The public HEROS application is now available here: fdepcs.com/heros-application
• The application will only be available when a Round is Open.
• Only Agencies that are not already in the system will be able to apply (duplicate FEINs are not allowed).
• Once submitted, the new Agency will have to be Initially Approved before it can be processed.
• Once an Agency is Initially Approved, the Primary Contact will receive an email to create an Agency User account with the system.

New Features

Help Files

New module to upload and access knowledge base related to the Division System.

• Files may be uploaded to the table. Users may enter a display name, a description, and associate a module to the Help File.
• A security permission has been created in the Help Files module for creating/editing Help Files. Only users with this permission will be allowed to do this.
• All users will have access to the Help Files module, and can access the uploaded documents.
• Only Help Files associated to the modules a User has access to, will be shown.

HEROS

Agency Contacts restructuring

• The layout of the Agency Primary, Secondary, and Tertiary Contacts has been modified to be entry fields instead of a table.

Agency User Creation

• Agencies can now create Agency-Associated User accounts in the Agency Contacts tab.
• Initially approving an Agency will automatically create an Agency User account for the Primary Contact, and send them a welcome email.
• After Initial Approval, the Primary Contact must always be selected from the list of Users associated to that Agency (no manual entry allowed).
• Secondary and Tertiary Contacts can either be manually entered, or selected from the list of Users.

New Features

HEROS

Agency Association

• Users in the system can now be associated to an Agency.
• Only one Agency selection is allowed; User will only be able to see information related to the selected agency.
• Leaving Agency Association blank will give a user access to all agencies.

Agency User Security Profile

• A new Security Profile has been created for limited access to the HEROS module.
• The profile cannot be edited, deleted, or copied.
• This Profile was designed to work together with Agency Association (detailed above).
• Users who have this Profile will only have acces to HEROS Agencies page and HEROS Applications page. They will also only be able to see the Agency Details, Application Details, and Agency Contacts tabs.

Changes Since Last Application Section

• A new section has been added to Application Processing, where any changes made (since the previous application) to Agency Information, Agency Address, or Shipping Address are displayed.
• Note that if any changes have been made since the previous Application, MMCAP Verification, Cardinal Account Created, and Reporting Requirements Met will be reset to no.

Delete Historic Application

• A new security setting has been added to the HEROS module for deleting applications that have been marked "Rejected" or "Completed.

Edit Historic Application

• This feature allows the user to make changes only to the Application-related portions of a historic application (application marked "completed" or "rejected").
• Editing a historic application is captured in the Audit History.
• A Security Permission has been added to the HEROS module to control access to this feature.

Ability to change Round Name

• Round names can now be changed at any time.

Ability to edit End Date of current Round

• The End Date of a current Round can now be extended, as long as it doesn't overlap with a future round. It can also be cut shorter, as long as no applications were created after the selected End Date (be aware that if the End Date being saved is before the current date, then after the date is saved, further changes cannot be made).

DOH Division System - Prod Install

HEROS

Internal components of HEROS including a HEROS Admin area for Fiscal Year Budgets, Ordering Options, Rounds, and Miscellaneous Accounts. The Dashboard displays a summary view of applications, agencies, and budget. HEROS Users can create Agencies and Applications, as well as process both from start to finish. Workflow logic has been put in place:

• Application Status should flow as follows: Unsubmitted, Submitted, Received, Returned (if applicable), Re-Submitted (if applicable), Approved or Rejected, Completed.
• Once Submitted, an Application cannot be altered.
• Applications can be withdrawn (if Application Status is “Submitted”).
• Once an Application Status is “Received,” (or beyond) it can no longer be withdrawn.
• An Application that is “Returned” can be modified and re-submitted.
• Before an application can be Approved, the Agency must be Verified (MMCAP verification, Meets Reporting Requirements, Cardinal Account Creation).
• Before an Agency can be Verified, it must be Initially Approved.

Rx Log

This module will initially replace the “pharmacy mail log.” Users can create a new Entry (Create Rx button) and select the Drug Name (generic), Strength, Program, County, Priority, Mail Type, Rx Date, Script Status, leave Notes, and Flag an Entry. Once saved, a User will be able to upload an attachment to the Entry (presumably the scanned prescription received by mail). Attachments can be uploaded and viewed on the Entry List screen, as well as on the Edit Entry screen (Attachment tab). Because the Rx Log will contain PHI, certain security features have been integrated into the module:

• 2 Factor Authentication is required for accessing Rx Log module. Users will have to register a 2FA device before they can access to the module.
• Inactivity Timeout will have to be enabled for a User before they can be given access to the module.
• Rx Log entries cannot be deleted; they can only be marked “inactive.” A security permission in the module give the ability to mark an Entry as Active/Inactive; only users with the permission can change this.
• There is a security permission to access the Rx Log Admin area, where Script Statuses can be created and managed; only users with this permission will have access to the area.
• All attachments and attachment names are encrypted.
• Only fields that do not potentially contain Protected Health Information will be allowed to be displayed as a column in the Rx List screen.
• Any and all changes to an Entry are captured in the Entry Audit History.
• Historic adding/deleting of attachments is also captured, and users can view deleted attachments.
• Accessing the Entry List screen, and Audit History itself, is also captured in the Audit History.
• A security permission in the module controls who has access to the Audit History; only users with the security permission can access it.

Red Book

There are two permissions for Red Book: Read-Only, and Create/Edit Non-Red Book. Read-Only users will be able to access and see everything in the Red Book module. Users with the Create/Edit Non-Red Book security permission will be able to add a non-Red Book entry in the module, as well as make changes to existing non-Red Book entries.

Admin

Users

• The User List is a place to view users in the DOH Division System.
• From the Edit User page, user settings and security can be managed. Security profiles can be added to a user here to control which areas of the system they have access to. Two-factor authentication is supported and allows FIDO2 compliant devices. An inactivity timeout can be set to force a user off the system after five minutes of inactivity. Both 2FA and the inactivity timeout are required to view PHI.
• Login history can be viewed for the entire system on the main Login History screen. Login history for a single user can be seen on the Edit User screen.

Security

• Security Profiles are used to define security permissions. When multiple security profiles are assigned to a user, the permissions on the security profiles are combined. This can be used to assign roles to users and control access to resources.
• Reports
  • The Profile Permissions report shows the permissions associated with a security profile.
  • The User Permissions report shows the combined security profile permissions for a user.
  • The Profile Mapping report shows which users are associated to a security profile.
  • The Users Who Can Change Security report shows which users have "Can Change Security?" enabled on the Edit User screen. This option allows people to change permissions in security profiles. The ability to set which security profiles are associated to a user is a separate permission in the Admin module of the Edit Security Profile screen.

Global Audit History

• Area where changes throughout the system are tracked. Users cannot access this area without first registering a 2FA device, and enabling Inactivity Timeout (because Protected Health Information could potentially be visible here).

HEROS

• See HEROS notes for details

Rx Log

• See Rx Log notes for details