Facility Checklist

Specific activities must be completed before a facility can onboard to the BioSense Platform. Facilities may use the following checklist to track the completion of action items. Because some site administrations might have additional requirements, it's a good idea to always check with their site administrators to make sure you have a clear understanding of what is required.

Facility Onboarding Checklist

Onboarding Phase Activity Responsibility Onboarding Guide Additional Resources
Planning Complete Data Use Agreement (DUA) with site. Facility leadership
Facility administrator
Link Request DUA from site administrator
Planning Complete BioSense Onboarding Process Acknowledgment (BOPA); submit signed form to site. Facility administrator
Facility technical engineer
EHR data manager
Link
Planning Define facility roles and responsibilities. Facility administrator
Facility leadership
Facility technical engineer
EHR data manager
Link
Planning Review training and resources. Facility administrator Link
Planning Develop HL7 messages. Facility technical engineer
EHR data manager
Link
Planning Complete NIST validation testing. Facility technical engineer
EHR data manager
Link NIST Compliance Tool
Engage Manage/submit updated site Master Facility Table Excel template to BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link
Engage Submit HL7 test messages to NIST validation tool, and submit successful test results to site administrator Facility administrator
Facility technical engineer
EHR data manager
Link NIST Compliance Tool
Engage Review NIST HL7 validation results Facility administrator
Site administrator
Site onboarding coordinator
Link NIST Compliance Tool
Engage Engage site and facility for onboarding Onboarding team
Engage Create target dates for milestones Site administrator
Site onboarding coordinator
Engage Submit Master Facility Table template with planned facility onboarding dates to BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link
Connect Create SSH key pair Site or facility technical engineer
EHR data manager
Link: Create SSH Key Pair
Link: Submit Pubic Key and Valid Test Message
WinSCP: http://winscp.net
FileZilla: https://filezilla-project.org/
Connect Create site administrator user account Onboarding team
Connect Configure processing Onboarding team
Connect Upload valid production HL7 message Site or facility technical engineer
EHR data manager
Link: Submit Pubic Key and Valid Test Message
Link: Data Integration
Connect Choose between SFTP and PHINMS for data exchange Site administrator
Site onboarding coordinator
Site or facility technical engineer
EHR data manager
Connect Develop appropriate filename convention Site or facility technical engineer
EHR data manager
Link
Validate Request data validation through BioSense Platform Service Desk Site administrator
Site onboarding coordinator
Link BioSense Platform Service Desk
Validate Create data validation results for site administrator Site administrator
Site onboarding coordinator
Link
Link: Data Compliance Report
Validate Assess facility data compliance results to meet NSSP-required minimums Onboarding team Link
Link: Data Compliance Report
Validate Assess facility data compliance results to meet site-specified minimums (See Note) Site administrator
Site onboarding coordinator
Link: Data Compliance Report
Validate Fix HL7 issues and resubmit data as required Facility technical engineer
EHR data manager
Link: Data Integration
Validate Ensure data does not have personally identifiable information (PII) and data elements are mapped correctly Site administrator
Site onboarding coordinator Site or Facility technical engineer
EHR data manager Link: Excluding PII
Operate Monitor facility connections Facility administrator
Site or Facility technical engineer
EHR data manager
Operate Provide support for connection issues Site or Facility technical engineer
EHR data manager
Operate Review data timeliness and quality Site administrator
Site onboarding coordinator
Operate Respond to data quality investigations and data quality improvement requests Facility administrator
Facility leadership
Facility technical engineer
EHR data manager

Note: A site may have additional data compliance or quality standards yet choose to accept the minimum data compliance guidelines administered by the NSSP. A site's level of involvement during the Validate Phase will vary by whatever onboarding support model was specified during site planning.