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Home Clinic FAQ

Our Frequently Asked Questions include important information for those considering registering, for registered Home Clinics, for clinicians in primary care practices, and more. Convenient links to related categories are included in the FAQ responses.

Key Primary Care Concepts

What is a home clinic?

A Home Clinic is a patient-centred primary care clinic, registered with Manitoba Health, Seniors and Active Living (MHSAL), that serves as a patient’s home base within the health-care system. Home Clinics are primary care clinics that provide patients with timely access to care, coordinate their health care within the health-care system, and manage their health-care records. Having a home base helps support comprehensive and continuous care throughout a patients’ life.

Why are Home Clinics important in Manitoba?

A Home Clinic provides its patients comprehensive, continuous and coordinated care, thereby improving their patients’ health outcomes. Ensuring Manitobans have a Home Clinic, which serves as the home base for the majority of their primary care needs, is a key step towards achieving a longer term vision of a robust, equitable and accessible primary care system. Home Clinics are also considered vital to ensure long-term sustainability of the system.

Refer to the Primary Care website for more information regarding the Home Clinic model.

What is a Most Responsible Provider, and what is their role in a Home Clinic?

Patients are enrolled with the Home Clinic. Within the Home Clinic each enrolled patient is associated with a Most Responsible Provider (MRP).

The MRP is a family physician or nurse practitioner, who has the lead role and medico-legal responsibility for overseeing the patient’s care. The MRP provides ongoing, comprehensive primary care, including ongoing coordination with other health-care providers, monitoring and management of patient condition(s) and patient care plan(s) and ongoing communication with the patient regarding their care.

The relationships between enrolled patients, their Home Clinic and their MRP ensure that Manitobans receive care and support where their health and medical needs and history are known.

The MRP supports the whole patient, not just their illness, and they will focus on wellness, not just treatment. They emphasize health promotion, chronic disease prevention and risk reduction, early detection of health problems, self-care, and evidence-informed chronic disease management, including mental illness. The MRP develops patient-centred strategies to ensure patients can make informed choices and are partners in care planning and management.

What is a My Health Team?

A My Health Team is a collaboration between regional health authorities, fee-for-service primary care practices, and community organizations. The My Health Team collectively and collaboratively plans, develops and provides enhanced primary care services for a specific community area and/or population group. My Health Teams share common and standardized resources, information and responsibilities, providing primary care services to their collective patients in a timely, efficient manner.

How are Home Clinics and My Health Teams related and/or different?

Manitoba’s vision for primary care is that all Manitobans will have knowledge of and access to high quality, culturally sensitive and sustainable health care services. Home Clinics and My Health Teams are complementary strategies that have been deployed to achieve that vision. The Home Clinic is the patient’s home base, and the My Health Team is the broader primary care neighbourhood, and may be comprised of several Home Clinics. Home Clinics help their patients navigate the health system including the extended services and supports available from within the My Health Team.

Becoming a Home Clinic

Why are Home Clinics important in Manitoba?

A Home Clinic provides its patients comprehensive, continuous and coordinated care, thereby improving their patients’ health outcomes. Ensuring Manitobans have a Home Clinic, which serves as the home base for the majority of their primary care needs, is a key step towards achieving a longer term vision of a robust, equitable and accessible primary care system. Home Clinics are also considered vital to ensure long-term sustainability of the system.

Refer to the Primary Care website for more information regarding the Home Clinic model.

What are the criteria to be a Home Clinic?

Manitoba’s Home Clinic Criteria align with the conditions associated with the Comprehensive Care Management tariffs (as agreed by Doctors Manitoba and Manitoba Health, Seniors and Active Living). It also aligns with the College of Family Physicians of Canada: A Vision for Canada: Family Practice: The Patient’s Medical Home. We recommend you review all six commitments outlined in the Home Clinic Criteria section prior to registering as a Home Clinic.

Does a clinic need to be part of a My Health Team to become a Home Clinic?

There is no requirement for a Home Clinic to be a member of a My Health Team. There are however, benefits that a Home Clinic should consider. At a high level, participating in a My Health Team gives the Home Clinic, and its enrolled patients, access to a broader interprofessional team of care providers and other resources.

What if our clinic is not able to meet all of the criteria at this time?

There is no deadline for registering as a Home Clinic. However, being a registered Home Clinic is a prerequisite to enrolling patients, and for fee-for-service clinics, to claiming the CCM tariffs.
If you do not meet the Home Clinic Criteria right away, you can work towards meeting the criteria over time, and our team will be here to support your efforts. Contact our Home Clinic team at homeclinic@sharedhealthmb.ca to discuss your challenges in meeting the criteria and how we can help.

How do we become a Home Clinic?

The process is simple, and our dedicated Home Clinic team is here to help.

Step 1: Review Manitoba’s Home Clinic Criteria and confirm your eligibility, ability and willingness to make the required commitments. Feel free to email the Home Clinic team at homeclinic@sharedhealthmb.ca should questions arise during your review.

Step 2: Complete and submit the Initiate Home Clinic Registration form. Within this form, you provide basic information about your Home Clinic (e.g. name, location, contact information). You also identify who within your team will be users of the Home Clinic registration and patient enrolment system. This system is called the Home Clinic Portal. We recommend you identify a primary and a back-up resource to ensure appropriate coverage during any planned and unplanned absences.

Step 3: Digital Health will grant your users’ access to the Home Clinic Portal. One of these users will log in to complete the registration process. This final step requires confirmation of your clinic’s commitment to Manitoba’s Home Clinic Criteria, and identification of the family physicians and nurse practitioners who will be associated with your Home Clinic. These providers will be the Most Responsible Providers for your enrolled patients. Clinics that have not yet successfully submitted a Primary Care Data Extract will also be required to submit a sample for verification.

Note: Primary care clinics that only have dial-up access to the Internet may request a form to complete the process. Email homeclinic@sharedhealthmb.ca to make your request.

What are the benefits of being a Home Clinic?

Becoming a registered Home Clinic offers many benefits to the clinic, the healthcare providers working in your clinic, and to your enrolled patients.

As a registered Home Clinic, you will have access to valuable reports based on data available within Manitoba’s enrolment system. These reports will provide insight into your enrolled patient population, completeness of patient demographic and clinical data, as well as comparative data to other Home Clinics. For example, how your clinic is performing in relation to other Home Clinics, in terms of the Primary Care Quality Indicators.

Fee-for-service family physicians associated with a Home Clinic will be eligible to claim the Comprehensive Care Management Tariffs for their qualifying enrolled patients as of April 1, 2017.

Opportunities to expand clinical information sharing and interoperability with Certified EMR Products which will support collaboration and interprofessional care planning between primary care and other parts of the health system for improved patient care

Over time, interested Home Clinics will have opportunities and be supported in their efforts to form or integrate with a My Health Team. Becoming a member of a My Health Team brings considerable value to a Home Clinic. It enables access to the My Health Team resources, supports and services for your Home Clinic team and your enrolled patients. It also enables clinical resources to focus on issues requiring their specific expertise. To learn more about My Health Teams, visit Manitoba’s Primary Care website.

What are the disadvantages for us if we decide not to become a Home Clinic?

Registering as a Home Clinic is not mandatory, and the decision is made by the primary care practice or clinic. If you choose not to become a Home Clinic, you will not be eligible to:

  • enrol patients and submit your enrolment data to the provincial enrolment system. Fee-for-service family physicians will not be eligible to claim the CCM tariffs;
  • receive important clinical information from episodic care providers who see your enrolled patients. This reduces the continuity of information available to support clinical decision making; and
  • leverage operational and analytic reports available only to registered Home Clinics.

What technology must be in place to operate as a Home Clinic?

Home Clinics will require Internet connectivity to access the Home Clinic Portal, and will function well with Firefox, Chrome or version 11 of Internet Explorer. It should be noted that dial-up connectivity is expected to perform poorly.

In addition, Manitoba’s Home Clinic Criteria states that Home Clinics must use an EMR system for management of patient care. The EMR must be able to record patient enrolment information and generate the Primary Care Data Extract (as per Manitoba’s Home Clinic Criteria), or submit enrolment data via the eHealth_hub – Home Clinic Enrolment Service Interface.

What are the expectations of a Home Clinic now and in the future?

Registered Home Clinics are expected to:

  • Provide their enrolled patients with continuous, comprehensive primary care;
  • Appropriately record care provided to their enrolled patients in their EMR, and submit the Primary Care Data Extract with regular frequency;
  • Improve the quality of the data submitted within the Primary Care Data Extract over time;
  • Keep MHSAL apprised of changes in their Home Clinic, including basic location and contact information and provider composition; and
  • Support their patients, to the best of their ability, during periods where no Most Responsible Provider is associated with the enrolled patients.

What are the workload implications of being a Home Clinic?

Through patient enrolment, a Home Clinic will be better able to clearly define the patient population it serves. This knowledge supports operational activities such as capacity and workload planning.

The patient enrolment process may initially impact the clinic’s workload. For example, Home Clinics will need to prepare for patient enrolment (e.g. identify candidates for enrolment). Our dedicated team is here to help you, and there are various resources available to Home Clinics to support enrolment activities.

Manitoba’s Home Clinic Criteria requires clinics to provide primary-care services consistent with the Primary Care Quality Indicators (Manitoba Primary Care Quality Indicators Guide). Data related to those indicators must be recorded in the right place in the EMR so that it will be included in the Primary Care Data Extract. This may result in additional effort for Home Clinics not familiar with these guidelines or that do not currently capture this data in their EMR.

Does a clinic receive any remuneration for being a Home Clinic or for enroling patients?

Fee-for-service Home Clinics are funded through the Comprehensive Care Management (CCM) tariffs available to their family physicians and general practitioners (effective April 1, 2017). Home Clinics within Regional Health Authorities are funded through the provision of provider salaries and operational funding.

Neither the Home Clinic nor MRP receive funding for the act of enrolling patients. Read more about patient enrolment in its category below.

Our practice has more than one site or location. Should we register as one Home Clinic or as seperate Home Clinics?

The choice is yours. You may register as a single Home Clinic or as separate Home Clinics. If registering as a single Home Clinic, all providers at the various locations must share a single Electronic Medical Record (EMR) instance (i.e. one database). If you choose to register as separate Home Clinics, each location must meet the Home Clinic Criteria.

More on Home Clinic criteria

Our clinic is comprised of family physicians, specialty providers and episodic care providers. Are we eligible to become a Home Clinic?

As long as your clinic meets the Home Clinic Criteria, you are eligible to become a Home Clinic. During your registration process, only family physicians, general practitioners or nurse practitioners would be eligible to be associated with the Home Clinic as Most Responsible Providers.

What are the Primary Care Quality Indicators?

The Primary Care Quality Indicators used in Manitoba are derived from evidence-based indicators originally developed by the Canadian Institute for Health Information (CIHI), with the assistance of clinician experts. They measure recommended screening and chronic disease management processes in seven areas of primary care:

  • prevention
  • diabetes
  • asthma
  • congestive heart failure
  • hypertension
  • coronary artery disease
  • osteoporosis

What is the Primary Care Data Extract?

The Primary Care Data Extract extracts patient demographic data and data related to the Primary Care Quality Indicators from an EMR. The Primary Care Data Extract is referred to in Note 8 of the CCM Tariff, and is compatible with MHSAL’s information systems.

If your EMR product is not able to enrol patients, generate the Primary Care Data Extract, or your clinic is not using an EMR, your clinic is not eligible to be a Home Clinic at this time. Connect with the Primary Care/Community Information Systems (PCIS) Office to learn more about how your clinic could move forward in these areas. The PCIS Office may be reached at 204-926-3482 or pcisoffice@manitoba-ehealth.ca.

Our clinic focuses exclusively on providing episodic care. Can we become a Home Clinic?

No. Home Clinics commit to providing continuous, comprehensive care to their enrolled patients. Clinics, that only provide episodic care, such as fee-for-service walk-in clinics, are not eligible.

What provider types are eligible to be a Most Responsible Provider?

Only family physicians and nurse practitioners are eligible to fulfill the role of Most Responsible Provider within a Home Clinic.

Is there a minimum or maximum number of MRP that may be associated with a Home Clinic?

At least one Most Responsible Provider must be associated with a Home Clinic. There is no limit to the number of MRP that can be associated.

Information for Providers

How will I benefit if I am a Most Responsible Provider associated with a Home Clinic?

Clinicians fulfilling the role of Most Responsible Provider for Home Clinics are expected to benefit in a variety of ways. These include:

  • Enrolment firms up the relationship not only between a patient and the Home Clinic, but also your relationship to the patient;
  • Defining your patient population supports your efforts to better understand the specific needs of that population;
  • Participation in future information sharing (refer to Future Direction: Episodic Information Sharing section for more information) will enable improved continuity of information related to your enrolled patients from episodic care providers they visit;
  • You will be able to take advantage of valuable reports provided by MHSAL.
  • If using an EMR product certified to the Primary Care Quality Indicator Reminders and Data Extract specification, you can benefit greatly from the embedded alerts and reminders. They are a valuable asset that helps a provider manage the considerable number of tests and procedures that underpin quality preventative care and chronic disease management for their patients; and
  • If you are a fee-for-service family physician, you are eligible to claim the Comprehensive Care Management tariffs for enrolled and qualifying patients.

Can a Most Responsible Provider be associated with more than one Home Clinic?

Yes. A Most Responsible Provider who practices at multiple clinics may be associated with more than one Home Clinic.

If an episodic provider takes on the responsibility for continuous, comprehensive care for some of their patients, can they be a Most Responsible Provider?

Yes. If a family physician or nurse practitioner takes the lead role and medico-legal responsibility and provides continuous, comprehensive care for any of their patients, they are eligible to fulfil the role of Most Responsible Provider for those patients. They would not be eligible to be the MRP for patients to whom they provide only episodic care.

Who decides which enrolled patients are associated with a Most Responsible Provider?

The association process is managed within the Home Clinic. In some cases, it is a mutual agreement between the patient and the MRP. In others, the Home Clinic may make the association based on their ability to infer a relationship and identify the provider who is most responsible for an enrolled patient through analysis of EMR data.

Can an enrolled patient be assigned to or associated with more than one MRP?

No. Each enrolled patient may only be associated with one MRP. This ensures that there is a designated provider with the lead role and medico-legal responsibility for overseeing patient care within the Home Clinic and for coordinating care required from healthcare providers outside the Home Clinic. However, this does not preclude patients from seeking episodic care when required.

Does the MRP receive compensation for enrolling patients or being the MRP associated with an enrolled patient?

There is no compensation for the act of enrolling a patient for either the MRP or the Home Clinic. Providers should not schedule separate appointments to conduct active patient enrolment discussions.

Fee-for-service family physicians may claim a CCM tariff for enrolled and qualifying patients. Refer to the FAQ on the Primary Care website for more information about the tariffs.

Is there any requirement for the MRP to see the patient at specific intervals, for example, to maintain the MRP relationship?

There are no specific requirements related to enrolment. Frequency of patient and provider interaction should be based on the primary care quality guidelines and the individual patient’s health and medical needs.

Does a fee-for-service family physician need to be associated with a Home Clinic to claim the Comprehensive Care Management (CCM) tariffs?

Yes. Being associated with a Home Clinic is voluntary, but it is necessary in order for a fee-for-service family physician to enrol patients and subsequently submit CCM tariff claims to MHSAL. For more information about CCM tariffs, visit Manitoba’s Primary Care website.

If a patient declines to enrol with the Home Clinic, can a fee-for-service family physician or general practitioner still claim the CCM tariff?

No. CCM tariffs may only be claimed for enrolled patients for whom the family physician or general practitioner has provided the patient ongoing comprehensive primary care during the preceding 12 months. For more information on the CCM tariffs, refer to the Primary Care website.

If patients are not enrolled prior to April 1, 2017 can a family physician or general practitioner still claim the Comprehensive Care Management (CCM) tariff?

There is no deadline to register as a Home Clinic or enrol patients. The patient must be enrolled as of the service date of the CCM tariff claim being made, and the family physician or general practitioner must have provided the patient with ongoing, comprehensive primary care during the preceding 12 months. For more information on the CCM tariffs, refer to the Primary Care website.

Can a MRP sever their relationship to an enrolled patient? If so, what steps should be taken?

The rules and guidelines stipulated by the College of Physicians & Surgeons of Manitoba (CPSM) related to severing a relationship with a patient would apply to patients for whom you are the Most Responsible Provider. If for some reason the Home Clinic or MRP determines it is necessary to change the MRP for a particular patient or group of patients, the Home Clinic should advise the patient(s) of their options.

What is the impact to me if another MRP associated with my Home Clinic leaves, and we do not have another MRP available to manage their patients?

Managing enrolled patients during these times is a not the responsibility of an individual provider. Home Clinics should first evaluate the needs of the enrolled patients with no current MRP association, and collaborate with their Regional Health Authority and the Family Doctor Finder Primary Care Connector(s) in the region to determine how best to meet the needs of these patients.

Primary Care data extract

What EMR data is included in the data extract?

The Primary Care Data Extract extracts data from discrete data fields in the EMR in eight categories:

  • Patient demographics (including enrolment data)
  • Preventative care
  • Diabetes management
  • Asthma management
  • Congestive heart failure management
  • Hypertension management
  • Coronary artery disease management
  • Osteoporosis

The extract does not include free-form text such as that captured in encounter notes.

How do I know if our EMR can generate the Primary Care Data Extract?

It is expected that your EMR is able to generate the Primary Care Data Extract under the following conditions:

  • Your EMR product is certified at the Integrated level; OR
  • Your EMR product is certified at the Standard level and is also certified for the optional Primary Care Quality Indicator Reminders and Data Extract component.

If your EMR product is not Certified, talk to your EMR vendor about developing the Primary Care Data Extract. If you, or your EMR vendor, need more information about the Primary Care Data Extract, you may review the specification or contact the Primary Care/Community Information Systems (PCIS) Office at 204-926-3482 or emr@sharedhealthmb.ca.

Learn more about Certified EMR Products, and review our Purchaser Responsibilities Summary for more information on purchasing a certified EMR.

Ongoing Home Clinic activities

What are the ongoing responsibilities of a Home Clinic?

Home Clinics are responsible for keeping all commitments outlined in the Home Clinic Criteria, and made during the registration process. In addition, Home Clinics will:

  • Communicate with patients as appropriate regarding Home Clinic and Most Responsible Provider changes;
  • Maintain enrolment data within the EMR (e.g. updating de-enrolments, making MRP changes, etc.); and
  • Undertake efforts to improve the completeness and quality of the data associated with enrolled patient care.

Your Home Clinic Liaison can help with all of these activities, and will ensure that your clinic is aware of the other resources available.

To Learn more about managing patient enrolment see the category below.

What enrolment information or reporting is available to Home Clinics?

Registered Home Clinics will have access to a range of reports. Some reports will be based solely on Home Clinic and enrolment data (e.g. number of enrolled patients) and others will require integration of enrolment data with other data sources (e.g. claims data). These reports will be published within the Home Clinic Portal, and are available for viewing, printing and/or exporting by the Home Clinic. These reports will be accessible to authorized users via the Home Clinic Portal.

What supports are available to Home Clinics?

There are a number of resources and supports available to Home Clinics. Each registered Home Clinic is assigned a Home Clinic Liaison who will work with the Home Clinic to support their Home Clinic activities. The Liaison will advise regarding best practices related to EMR use, data quality improvement, patient enrolment and more. Other supports are available on the Digital Health, Shared Health website including, but not limited to:

  • Tips and templates to support patient enrolment communications;
  • How-to materials such as user documentation quick reference guides and tips and tricks videos to support use of the Home Clinic Portal.
    • New in September 2017 – Tips and tricks videos on key functions within the Home Clinic Portal;
  • Guidelines, tips and procedures to support Home Clinic operations including how to leverage the Primary Care Data Extract for patient enrolment (for eligible Home Clinics); and
  • Operational and analytic reports will be available in the Home Clinic Portal, and may be viewed, printed or exported.

If we become a Home Clinic now, can we change our mind in the future?

Yes. A Home Clinic can decide to de-register. Should you consider de-registering as a Home Clinic, contact your Home Clinic Liaison. They will help you fully understand the implications, manage the de-registration process, and communicate appropriately with your enrolled patients about the change.

Enrolling patients to the Home Clinic

Manitoba’s Home Clinic model is substantially different from Ontario’s.

Key differences include:

  • The Home Clinic model enables choice for primary care clinics and the clinicians practicing there. Clinics are not required to register as a Home Clinic, and no provider is required to be associated with a Home Clinic.
  • The Home Clinic model enables choice for patients. No patient is required to enrol with a Home Clinic but if they do so, they will not be prevented from seeking care elsewhere. Similarly, providers will not be adversely impacted should their patients receive care from an episodic provider.
  • Home Clinic is not funded on a per capita basis. In fee-for-service Home Clinics, physician MRP are compensated by providing continuous and comprehensive care to their enrolled patients, and subsequently claiming Comprehensive Care Management tariffs. Regional Health Authorities receive funding for provider salaries and operational expenses.
  • The Home Clinic model strives to improve continuity of care for Manitobans, and lays the foundation for improved continuity of information to benefit patients and their providers. Refer to Future Direction: Information Sharing category for more information.

Who is eligible to enrol with a Home Clinic?

All residents of Manitoba and residents of Canada are eligible to enrol with a registered Home Clinic. As a Home Clinic, you will provide comprehensive, continuous and coordinated care for your enrolled patients. Therefore, you should not enrol episodic patients or visitors to Manitoba.

How are patients enrolled?

Patients may be enrolled using one of two methods: Active or Passive enrolment.

Active patient enrolment directly involves the patient in the enrolment decision. The process involves direct communication with the patient and ensures their understanding of the benefits of Home Clinic enrolment. The communication also clarifies the responsibilities of both parties: the Home Clinic and the enrolled patient. When an active enrolment occurs, and there is an enrolment agreement, the date of the active enrolment is documented in the EMR as the Enrolment Start Date. An active enrolment communication can occur with new or existing patients, and also with patients who were initially passively enrolled.

Passive enrolment does not involve communication with the patient. Candidates for passive enrolment are identified by the Home Clinic through analysis of data within their Electronic Medical Record (EMR) system. Review our tips for this analysis before you get started.

Can a patient enrol with more than one Home Clinic?

No. Patients may only be enrolled with one Home Clinic at a time. A primary objective of a Home Clinic is to improve the continuity of care and information for a patient. In order to achieve this objective, enrolment must be limited to a single Home Clinic at any one time.

Can a patient decline to enrol with a Home Clinic?

Yes. Enrolment is not mandatory in Manitoba, and patients may choose not to enrol. If so, a fee-for-service family physician would not be able to claim the Comprehensive Care Management tariff for that patient. It is our hope that once patients understand the benefits of belonging to Home Clinic, most patients will agree to enrol.

Can the Home Clinic decline to enrol a patient?

A Home Clinic can decline to enrol a patient, but must follow the College of Physicians and Surgeons of Manitoba’s Bylaw 11, Practice Management, Section B, Prohibited Grounds for Refusing Patients in the decision-making process. For example, a member must not refuse to accept a person as a patient because the medical care required could or will be complex, unless the care the patient requires is beyond the clinical competence of the Home Clinic team or the Most Responsible Provider.

Nurse practitioners are employed by organizations such as Regional Health Authorities. As such, they will adhere to the organization’s relevant policies.

Submitting enrolment details

Will any EMR be capable of supporting patient enrolment?

The Tariff rate table, Note 1 states: “Enrolment must be denoted in the EMR and communicated to MHSAL through the data extracts.” Not all EMR products may have the functionality to support patient enrolment. Speak with your EMR vendor to confirm your product’s capabilities.

If your EMR is not able to enrol patients or generate the Primary Care Data Extract, or your clinic is not using an EMR, your clinic is not eligible to be a Home Clinic at this time. Connect with the Primary Care/Community Information Systems (PCIS) Office to learn more about how to improve your eligibility. The PCIS Office may be reached at 204-926-3482 or pcisoffice@sharedhealthmb.ca.

How can we submit patient enrolment information?

There are a variety of ways in which enrolment data may be submitted including:

  • Home Clinic Enrolment Service
    • The Home Clinic Enrolment Service is an interface providing users of Certified EMR Products with the ability to submit Home Clinic Enrolment data, receive timely validation of enrolment data submissions, and retrieve up-to-date enrolment remediation messages (e.g. enrolment rejections, de-enrolments, etc.) from within the Certified EMR Product. For more information review the Home Clinic Enrolment Service FAQ section and informational videos.
  • Primary Care Data Extract (PCDE)
    • The PCDE is a series of data elements comprised of Manitoba’s Primary Care Quality Indicators submitted to Manitoba Health, Seniors and Active Living. The PCDE supports prevention, screening and management of certain chronic diseases and provides the supplementary patient information to claim chronic disease management tariffs for enrolled patients by eligible providers. To learn more read Submitting the Primary Care Data Extract.
    • Home Clinics who are using the eHealth_hub Enrolment Service will continue to submit a monthly PCDE however enrolment data will no longer be obtained from the submission.
  • Home Clinic Portal
    • The Home Clinic Portal is the provincial application and repository that stores Home Clinic and enrolment data. The Home Clinic Portal enables authorized users to complete the Home Clinic registration process, maintain Home Clinic and provider information over time, manage client enrolment, access reports and submit the Primary Care Data Extract for eligible Home Clinics.
    • Home Clinics should speak with their Home Clinic Liaison to understand the method that best aligns with their particular practice context. The Home Clinic Team can be reached at 204-926-6010, Toll free 1-866-926-6010 or homeclinic@sharedhealthmb.ca

What is eHealth_hub Home Clinic Enrolment Service Interface?

The eHealth_hub – Home Clinic Enrolment Service Interface (Enrolment Service) is a service providing users of Certified EMR Products with the ability to submit Home Clinic Enrolment data, receive timely validation of enrolment data submissions, and retrieve up-to-date enrolment remediation messages (e.g. enrolment rejections, de-enrolments, etc.) from within the Certified EMR Product. For more information review the Home Clinic Enrolment Service FAQ section and informational video.

Our EMR does not support patient enrolment. Can we still enrol patients?

No. As per Manitoba’s Home Clinic Criteria, your EMR must be able to record patient enrolment in order to become a Home Clinic. For more information, contact the Home Clinic team at 204-926-6010, 1-866-926-6010 or homeclinic@sharedhealthmb.ca.

Is there an option that would allow us to enrol multiple patients at one time?

Yes. Any registered Home Clinic may submit their initial enrolment data to the provincial enrolment system using the Primary Care Data Extract. If your EMR does not have the ability to generate this extract, we recommend you speak directly with your EMR vendor, as the ability to generate this extract is a requirement to be a Home Clinic, and is also a requirement to claim the CCM tariff.

Learn more about the Primary Care Data Extract.

The Home Clinic team is available to help you prepare for your initial bulk enrolment. For example, we can suggest options for identifying candidates for passive enrolment using your EMR data. Once you are ready to get started, contact us by email at homeclinic@sharedhealthmb.ca.ca.

Are all Home Clinics eligible to use the Primary Care Data Extract for bulk enrolment?

Yes. All registered Home Clinics may use the Primary Care Data Extract to submit one bulk enrolment submission. This facilitates initial seeding of the enrolment repository.

Home Clinics using a Certified EMR Product or clinics that successfully submitted the Primary Care Data Extract (PCDE) using a Previously Approved EMR are eligible to continue to use the PCDE for ongoing enrolment data submissions (e.g. new enrolments and enrolment updates). If you are unclear regarding your Home Clinic’s eligibility, contact us at homeclinic@sharedhealthmb.ca to confirm.

How often should a Home Clinic submit the Primary Care Data Extract?

Most Home Clinics are required to submit the Primary Care Data Extract on a monthly basis. However, if a Home Clinic submits their Primary Care Data Extract using an encrypted USB or CD, they will submit quarterly.

How will enrolment records be processed if more than one Home Clinic submits enrolment information for the same patient?

Active enrolment recognizes the patient’s right to choose, and therefore will supersede any passive enrolment. If the patient chooses to change Home Clinics, a new and more recent active enrolment will supersede a prior active enrolment. Finally, if more than one Home Clinic submits a passive enrolment for the same patient, both Home Clinics will be advised to communicate with the patient to determine the patient’s choice of Home Clinic. Once confirmed, the patient enrolment may be resubmitted as active.

Managing patient enrolment

Who is responsible for an enrolled patient when a Most Responsible Provider leaves a Home Clinic?

Patients are enrolled to their Home Clinic. When a Most Responsible Provider, to whom the enrolled patient is associated, leaves a Home Clinic, the patient remains enrolled to the Home Clinic. Home Clinics will, to the best of their ability, work with their Regional Health Authority and the Family Doctor Finder Primary Care Connector(s) in the region to determine how best to meet the needs of these patients.

What should we do if we inadvertently submit inaccurate enrolment data?

If you submit inaccurate enrolment data, contact our team at 204-926-6010, 1-866-926-6010 or by emailing homeclinic@sharedhealthmb.ca. They will help you to determine the best approach for correcting the data.

How will we know if one of our enrolled patients chooses to enrol with another Home Clinic?

If the patient chooses to change Home Clinics, a new and more recent active enrolment will be submitted by the new Home Clinic. That new enrolment will supersede the prior active enrolment submitted by your Home Clinic. You will be notified if this occurs.

Will our Home Clinic be notified if information related to an enrolled patient changes in other health information systems?

No formal notification system is in place however as of January 2019, patient enrolment details are available in eChart Manitoba to authorized users with the appropriate access. Enrolment details including Home Clinic name, phone number and enrolment start and end dates will be available as recorded in the Home Clinic Repository, along with the associated main Primary Care Provider (if applicable).

Can a Home Clinic sever the relationship with an enrolled patient? If so, what steps must be taken?

If an MRP is associated with the enrolled patient, the same rules and guidelines as per the College of Physicians and Surgeons of Manitoba (CPSM) that currently exist with regards to severing a relationship with a patient would apply.

If no MRP is associated to the enrolled patient, the Home Clinic should, to the best of its ability, seek to meet the needs of the patient. See our suggested strategies for meeting this challenge.

Will patient enrolment information be shared with other providers?

Yes. As of January 2019, patient enrolment details are available in eChart Manitoba to authorized users with the appropriate access. Enrolment details including Home Clinic name, phone number and enrolment start and end dates will be available as recorded in the Home Clinic Repository, along with the associated main Primary Care Provider (if applicable). Sharing patient enrolment information supports improved communication opportunities between episodic care providers and Home Clinics, enabling comprehensive and continuous care for your enrolled patients.

We noticed a situation in which enrolment information in eChart Manitoba does not match our EMR. Why would this occur?

Enrolment information in eChart Manitoba comes from the Home Clinic Repository. Please check that your site has completed enrolment remediation in your EMR and that your EMR correctly reflects current patient enrolment.

Future direction: episodic information sharing

What information is shared from Home Clinics?

Home Clinic enrolment will support sharing of clinical information between the patient’s Home Clinic and providers of episodic care (e.g. walk-in clinics, emergency departments and others). The first phase of information sharing has begun with the addition of Home Clinic patient enrolment information to eChart Manitoba. This includes contact information for the patient’s current and previous Home Clinic and main Primary Care Provider (when applicable). Future information sharing will include sending a Home Clinic Client Summary from the Home Clinic Certified EMR to eChart Manitoba. The Home Clinic Client Summary will contain key clinical information about an enrolled patient.

Will any EMR be capable of supporting information sharing?

Only EMR products certified by Manitoba against information sharing specifications will be able to support sharing of clinical information between Home Clinics and providers of episodic care.

Learn more about Certified EMR Products.

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