Am I limited to a number of users or client files?  

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How does the ECR system work?

 

The NucleusLabs Electronic Client Record System (ECR) is an easy-to-use yet robust data collection application which outputs comprehensive and analytical reports designed specifically for therapy service delivery to children/youth and their families.

 

The ECR System is a web-based, permission-based, user friendly application where issues pertaining to privacy of client information, security of the data and adherence to government standards have been strictly followed.

 

The ECR System is a user-driven solution, providing data collection features that directly address the obstacles to service delivery in urban centres and remote areas.

How do staff access the application?

 

All staff access the ECR System through a secure website over the Internet. Each user is provided a  unique username and password permitting them access to the system. The system will only accept requests from authorized locations and computers. There is no additional software to install on staff machines and they can log in from any approved computer or location.

Is this a hosted solution?

 

The NucleusLabs ECR System is offered as a hosted solution, meaning there are no servers, software or special IT (technical) requirements needed to use the system.  The ECR System is accessed securely over the Internet using any computer with a standard web browser.

 

What about my existing historical data?

 

NucleusLabs’ staff are experts at data conversion and translation. We can convert your existing client database into a proper, standard health authority format (HL7) and import it into the ECR prior to deployment. This saves valuable time in deployment, as your historical data is intact and ready to use. NucleusLabs has extensive experience translating DRIS, CIMS and HOMES databases.

 

 

All NucleusLabs ECR software works off a common platform. This platform concept provides data collection uniformity across all our agency members, while allowing the necessary flexibility for agency-specific service delivery.

When a new application or feature is deployed for a specific agency, that application or feature is simultaneously available to all agencies using the ECR platform. This is a unique shared-services approach to software development/deployment providing a significant financial and operational advantage to all participants.

 

What ECR packages are available?

Depending on the client's requirements, NucleusLabs deploys one of the following types of ECR Packages. It is important to note that all ECR deployments have the same underlying core features, functions and coding which is designed to create a standardized platform for data capture and reporting.

Package A - For First Nations, Aboriginal, Metis and Inuit agencies who require special data collection screens for their leaders, management and other funders.

Package B - The most widely used ECR package which covers most small-to-medium sized Child Development Centres, Associations for Community Living and various other Community Services groups.

Package C - For larger agencies who require more specialized data collection options, customized reporting and local on-site hosting of their ECR System. Typically, most new features and functions of the ECR System are jointly developed with these larger agencies, to the benefit of all the small/medium sized service providers.

Package H - Specifically designed for a Health Authority or other type of government agency, which host the ECR System within their own virtual server environments.

 

 

The ECR currently manages many programs administered by the Ministry of Children and Family Development, Ministry of Health, Ministry of Employment and Income Assistance, Health Canada and other funders.

 

Some of the programs currently deployed on the ECR system are:

How flexible is the ECR System to my needs?

 

NucleusLabs has spent the last several years working directly with clinicians and therapists in BC and the Yukon. We understand your individual programs and have built program-specific data collection and reporting into the system. If we encounter a new program, we will work directly with you to devise changes such that the ECR becomes a relevant data collection and reporting tool for your agency.

 

We have experienced frequent changes to “Funder” reporting requirements and work with our agency clients collectively to deploy new report and data collection changes as soon as possible. We also recognize that not all programs run uniformly across the various regions, therefore changes/adjustments may be needed depending on the regional requirements.

I do group therapy. Does this solution work for groups?

 

Yes. The NucleusLabs ECR System has custom-made features for tracking group intervention statistics which are more prevalent in areas where a higher ratio of staff to clients is the norm.

How soon can my agency get started?

 

Over the past few years, NucleusLabs has been recognized by agencies large and small, as having a solution that works. We are constantly updating and expanding our infrastructure and resources to accommodate more agency deployments.

 

NucleusLabs has a systematized and proven approach to performing deployments. We prefer to have as much lead-time as possible when considering a deployment. Please contact our offices to talk to a representative (you can find the contact information above, in the right hand sidebar of this webpage).

Will I need to change my computers or the software at my agency?

 

No. As long as you have access to the Internet and a computer with a web browser, you can access the ECR securely and safely. When required, the ECR System will run on older computers over a dial-up Internet connection. There is no additional software or operating system to purchase. The ECR System works on a number of computer operating systems and web browsers (i.e. Windows PCs running Firefox, Internet Explorer or Mac Computers running Safari or Firefox, or Linux machines running the Ubuntu operating system).

Will I need to purchase additional software to use your solution?

 

No. There is no additional software required. You may use your Windows or Mac computers and any number of supported web browsers. There is no dependency on Microsoft products such as Office or Outlook, which in most cases save your agency significant dollars.

Will I need additional IT (technical) help?

 

No. There is essentially no software to install or any configuration changes required on user computers. As long as users can open a web browser and surf to a website, they are good to go!

Where is the client data stored and how is it secured?

 

The client data is physically stored at an commercial data centre in the Lower Mainland area, closely monitored and maintained by trained NucleusLabs' technical support staff. NucleusLabs' eHealth infrastructure is also secured by various high-end technologies as well as 24/7/365 on-site physical security. All data hosted within NucleusLabs' eHealth infrastructure meets or exceeds military-grade encryption standards.

Is my data backed up?

 

As part of our NucleusLabs' disaster recovery plan, each ECR System database has a full and complete backup once a week. Incrementally, each ECR System is backed up every hour and can be restored to 15 minute increments. Our detailed and secure backup system has resulted in several Federal Scientific Tax Credits.

Who owns the client data and how do I get a copy?

 

The client data is 100% owned by the agency/funder and is considered private to your organization. If you require a full copy of your client database, NucleusLabs will (upon written request) provide that within a 24 hour period.

Privacy – who can access the client files?

 

Each user has a specific username and password granting them access to specific functions within the ECR System. Users can only view the clients that they are currently serving, or have served in the recent past. The NucleusLabs access management feature has undergone an extensive Privacy Impact Assessment (PIA) by a third party consultant. PIAs are performed regularly when new features are added to the system.

Is there ongoing support and training for new staff?

 

NucleusLabs provides ongoing telephone, email and com-box (a proprietary secure communication tool) support. We provide support directly to hundreds of users in BC and the Yukon from our support department located in Surrey. We offer on-site training, remote training over the phone and the Internet using demos, videos and other training materials.

What is the initial cost?

 

There is an initial cost for setup and deployment of the NucleusLabs ECR System. This modest cost covers licensing, setup, data conversion/transfer, application customization, report creation and training of all end-users. The cost may vary according to the features and functions provided.

Is there a monthly cost?

 

Yes. As with any hosted solution in the current marketplace, there is an ongoing cost to maintain the client support and technical infrastructure. This cost includes: providing updates to the software platform, direct support to end users, maintaining the eHealth infrastructure, handling anti-virus updates, security updates, application change orders, creating new reports and providing solid disaster recovery.
 
In working with our agency partners, it is commonplace that the efficiencies realized when using the ECR System save considerable time and money, thus redirecting those resources back into the direct services of children and families being served.

 

 

The monthly fee is made up of:

 

Possibly. Taking an average sized agency of 25 to 35 users, If the number of users in this agency grew by 50% there would most likely be an increase in the monthly costs. If the number of users in this agency grew by less than 20% there would likely be no increase in monthly costs.

 

While costs are dependant on the number of programs, added features or on a substantial increase in the number of users (FTEs) being added, NucleusLabs approaches each agency's monthly costs as relevant to that agency. These added costs are needed for NucleusLabs to provide the additional support and resources for each agency and the ECR User Group community.

 

NucleusLabs will never increase your agency's costs without prior discussion with you.

 

Am I limited to a number of users or client files?