preparing for alteer office v8.0 upgrade · optimized version of alteer office 8.0, we would like...

Synchronizing Healthcare

CGM and CompuGroup Medical wordmarks and logos are claimed as U.S. trademarks by CompuGroup Medical AG

1

30 April 2012

Dear Alteer Office Customer,

After a few hectic months we are excited to finally launch the new Meaningful Use version of Alteer

Office, as well as to put the new Alteer Office Data Center into 100% production.

This is a milestone for CompuGroup Medical and we would like to thank you for your patience and

understanding. We give our promise that the new Alteer Office version has been worth waiting for!

Alteer Office 8.0 remains easy to use, and will provide your practice with more efficient workflows as it

enables you to prepare for Meaningful Use.

The new version of Alteer Office will allow your practice to choose to continue using the Classic

encounter you currently use, or you can step up to the new Meaningful Use encounter. The Meaningful

Use encounter is a little more complex than the Classic encounter in order to accommodate capture of

Meaningful Use criteria, but in both cases you will have access to your current text template library. You

also can start with the Classic encounter you’re familiar with and then later easily switch to the

Meaningful Use encounter. With the new Alteer Office, YOU decide how and when your practice is

ready to take the step.

In the new Alteer Office version your practice will have the opportunity to add new services such as:

Eligibility Check. See attached document for further information on pricing of this service.

Web-based Patient Portal. See attached document for further information on pricing of this service.

You can add these services to Alteer Office 8.0 at any time.

CompuGroup Medical is excited to have this new Alteer Office version available for your use, together

with the opening of our new Alteer Office Data Center. Alteer Office is our flagship product and we have

huge expectations and plans for its continued ability to meet the needs of your practice and patients.

Please read the attached document carefully and reach out to us as instructed to prepare for the

upgrade.

Sincerely,

Henrik Crüger

CEO

CompuGroup Medical US

CompuGroup Medical US • 125 High Street, 8th Floor • Boston, MA 02110 • p: 617.443.4060 • f: 617.507.5866

Synchronizing Healthcare • www.CGMus.com



2

Customer Advisory

April 30, 2012

Preparing for your Alteer Office v8.0 Upgrade:

Meeting System Configuration Requirements; Satisfying the Upgrade Training Requirement; and

Considering Customized Services and Training

CLIENT ACTION REQUIRED

________________________________________

This advisory pertains to clients who use Alteer Office®v7.1 or earlier. As we prepare to release the

optimized version of Alteer Office 8.0, we would like to take this opportunity to help you prepare to

receive your upgrade. The latest version is regarded as a major and extended upgrade to your current

system. As such, there are two very important things for you to consider so that your upgrade is a

success. 1) Does your current hardware and software configuration meet the system requirements to

run Alteer Office v8.0? 2) Will your staff have the knowledge they need in order to gain the most benefit

from the valuable new features included in Alteer office v8.0? The information that follows will help you

answer these questions. And, when you are ready for your upgrade, returning to us the reply card

included later in this communication will help expedite the process.

Meeting System Requirements

The most crucial preparation on your end is to ensure that your hardware and network configuration—

including your server(s) and workstations—are in line with the Alteer Office v8.0 Hardware and Software

Full System requirements. We ask that you please evaluate your current system configuration as soon

as possible to verify that it meets the Alteer Office v8.0 requirements. This way, if any discrepancies

are found you will have ample time to resolve them before your v8.0 upgrade. We cannot stress enough

the importance of this task—not meeting the system requirements at the time of your upgrade to v8.0

will affect not only how smooth the upgrade process is but also how well the new version of Alteer

Office performs in your environment. For your convenience, the v8.0 system requirements are outlined

in a document that is attached at the end of this communication. If you have any technical questions



3

about the requirements, please contact our Professional Services team: 813-594-1026 x1336, or 803-

231-5719, Monday through Friday, 8 AM to 5 PM, Eastern Time.

We’re here to help! CompuGroup Medical’s Professional Services team is glad to assist in checking

your system configuration and/or helping you to resolve any configuration issues that require

modification before your upgrade so that your practice is able to install and run the newest Alteer Office

version without difficulty. While there are some minimal costs associated with these services, you might

find it more advantageous to preempt any potential issues before your upgrade since resolving

problems found during or after the upgrade process can incur greater costs (billed at time and material

vs. discounted prices offered pre-installation) and interrupt your transition to the new version. A list of

services offered by our Professional Services team is included at the end of this communication. To

request a service(s), please contact an Account Manager via our Sales department: 877-891-8777, M-F,

8 AM-5 PM, Pacific Time.

Did you know you can purchase hardware and software directly from CompuGroup Medical?

Should you discover a configuration issue whereby you must purchase or lease new hardware

equipment or operating software, CGM now sells, leases, and supports all of the components required

to successfully operate Alteer Office v8.0 in your practice. Buying directly from CGM ensures you get the

right components in a timely manner at a competitive price and backed by our in-house maintenance

and support. To find out more about procuring hardware and/or software directly from CGM, please

contact an Account Manager via our Sales department: 877-891-8777, M-F, 8 AM-5 PM, Pacific Time.

Satisfying the Free Upgrade Training Requirement

As always, your Alteer Office upgrade includes free, basic upgrade training via pre-recorded, online

videos and live, instructor-led webinars that teach you about the new features included in the upgrade

version. Completing the upgrade training is so vital to ensuring your success with the new version that

we require you complete it before your upgrade can be scheduled. Once your staff has completed the

free upgrade training videos and webinar, please submit the Practice Training Acknowledgment Form,

which is available on the training web site. Your upgrade can be scheduled only after we have received

this form. To begin the free upgrade training, please visit: http://training.cgmus.com; click the

http://training.cgmus.com/



4

“Upgrades” icon; click the “v8.0 Training” link on the left side of the page. To access the

acknowledgment form, click the “Training Acknowledgement Form” link at the bottom of the Alteer

Office: v8.0 Upgrade Training page.

Customized Training

Since Alteer Office v8.0 includes many new features in almost every area of the application, we strongly

urge you to consider purchasing customized training that will provide your staff with in-depth

knowledge about the new features and enable them to hit the ground running when they start using the

new version. This training is tailored to your practice’s needs so that, for example, emphasis can be

given to those features you will need right away and use most heavily on a daily basis. And, since the

training is conducted via online, instructor-led session(s), it is scheduled to suit your calendar.

Pricing for customized training is included in the list of services included at the end of this

communication. To request customized training, please contact an Account Manager via our Sales

department: 877-891-8777, M-F, 8 AM- 5 PM, Pacific Time.

What are some of the new features in v8.0 for which my practice might want extra training?

Using the SOAP note encounter—also referred to as “progressive meaningful use (MU)” encounter.

Using a classic encounter template text editor within a progressive MU encounter.

Monitoring disease management benchmarks for better decision support

Viewing and processing care management alerts for enhanced preventive care.

Ensuring coding to the fullest level with an E&M (Evaluation & Management) calculator that analyzes data recorded in the encounter to evaluate the level of care and suggest CPT codes.

Managing and tracking patient disclosures and advance directives.

Creating a patient Continuity of Care (CCD) document—a summary medical record containing a core data set of relevant administrative, demographic, and clinical data about the patient’s healthcare.

Uploading a CCD document to the new CGM LIFE eSERVICES patient portal.

Tracking immunization, lab, medication, radiology, and referral orders in the Orders work area.

Verifying primary insurance eligibility via integrated, customizable Electronic Eligibility checking.

Processing NPI data directly in the Alteer Office user interface. (This replaces the NPI web portal.)

Applying increased security on the system, user, patient chart, and chart document level.

Tracking user actions related to clinical tasks in your system via the Alteer Office Audit Log.

Using PQRS (Physician Quality Reporting System) reporting.

Exporting NQF (National Quality Forum) / Clinical Quality Measures reports in support of PQRS.



5

Again, we would like to emphasize that planning for your upgrade well ahead of time is crucial and that

CGM is here to assist your practice in preparing for your upgrade to Alteer Office v8.0. Below is a

reiteration of the services we suggest you consider and who to contact to get started. Alternately, we

encourage you to return the request for services information reply card at the end of this page.

For this Service Offering, Contact:

Technical questions about the system requirements Professional Services team 813-594-1026 x1336, or 803-231-5719 Mon. thru Fri., 8 AM to 5 PM, Eastern.

Configuration pre-check or assistance upgrading any of your configuration components

Purchasing hardware and/or software from CGM

Customized training

Registering to use Electronic Eligibility checking

Registering to use CGM LIFE eSERVICES patient portal

Account Manager via our Sales department 877-891-8777 Mon. thru Fri., 8 AM to 5 PM, Pacific.

I’m ready to prepare for my v8.0 upgrade!

Please contact me regarding:

Pre-checking our hardware/system configuration Purchasing or leasing new hardware or software components for our AO environment Purchasing customized training Adding Electronic Eligibility checking Adding CGM LIFE eSERVICES patient portal

Name: ___________________________________________________________________________

Practice Name: ____________________________________________________________________

Phone Number: ____________________________________________________________________

Please return this form to CGM via fax: 602-258-3465, or email: [email protected].

(You also may call an Alteer Office Account Manager to request services: 877-891-8777.)

www.cgmus.com

http://www.cgmus.com/



6

Alteer Office v8.0 Professional Upgrade Services and Pricing

Service Description Fee

Version Upgrade CGM will upgrade your practice’s hosted database and your cache server to the new version of Alteer Office.

$0

Pre-check of Cache Server and Bandwidth

CGM will perform a check on the client's cache server to ensure that it meets the hardware/software requirements. CGM also will check the bandwidth to ensure that the client's Internet speed meets our requirements for optimal operation. This check is to be performed for each client location/office.

*This service is strongly recommended by CGM. Without this up-front pre-check, if any issues arise during the upgrade CGM will bill the client for any services provided to resolve those issues (see Professional Services below).

$300 per location

Pre-check of Workstation

CGM will perform a check on each workstation to ensure that it complies with the hardware/software requirements.

*This service is strongly recommended by CGM. Without this up-front pre-check, if any issues arise during the upgrade CGM will bill the client for any services provided to resolve those issues (see Professional Services below).

$75 per workstation

New Workstation Setup/ Configuration

If it is determined that a workstation does not meet the system requirements, the client will need to replace the workstation. CGM will install and configure Alteer Office on the new workstation.

$100 per workstation

New 3rd Party Cache Server Setup/ Configuration

If it is determined that a cache server does not meet the system requirements, the client will need to replace the server. CGM will install and configure AO on the new server and configure all workstations to work with the new server.

$800 per server

New CGM Cache Server Setup/ Configuration

If it is determined that a cache server does not meet the system requirements, the client will need to replace the server. CGM will offer the client the option of purchasing a server through CGM. CGM will install and configure AO on the new server and configure all workstations to work with the new server. Hardware maintenance will also be offered on the CGM server.

Please call for pricing (877-891-8777)

Professional Services

Any professional services required to assist the client with troubleshooting the client’s hardware, software, and bandwidth configuration is charged at an hourly rate if the client did not purchase the hardware, software, and bandwidth pre-checks from CGM prior to the upgrade.

Note that if the client purchased a pre-check of hardware and/or bandwidth and did not upgrade the configuration in accordance with the findings of the pre-check(s), professional services required to resolve the issue(s) will be charged at this hourly rate.

$150 per hour



7

Basic Training CGM will provide basic training on the new features with the latest version. Training will consist of the following:

10-minute video outlining the Clinical Admin tool for clinical administrators/MAs

60-minute webinar for clinical administrators/MAs focused on Clinical Admin/Patient Flow tools

60-minute webinar for providers on the Patient Flow tool

$0

Individualized Training

CGM will provide three hours of individualized training to the client on specific features included in the new release. This package also will include the time needed to create an individual training plan with the client (up to one hour). For the upcoming AO v8.0 release, CGM will offer training on features including, but not limited to: • Decision support • Care management setup • Clinical quality measures • Electronic eligibility

$600

CGM LIFE eSERVICES

CGM LIFE eSERVICES is a patient portal service. The initial functionality

available with the AO v8.0 April release is the ability to upload the Continuity

of Care Record (CCR), which is required for Meaningful Use.

*There is no monthly charge for the CGM LIFE eSERVICES feature until additional functionality is added in the August release of AO v8.0. Additional functionality to be included in this service include messaging (August), appointment requests (August), and Rx renewal (December).

$750 setup

fee

*$39 per month per provider

Electronic Eligibility

Electronic Eligibility checking provides the ability to perform automatic electronic patient eligibility checks.

This service has a limit of 300 eligibility checks per provider, per month. Additional checks will be charged at 0.20$ per eligibility check.

$400 setup fee $39 per month per provider



8

Alteer Office v8.0 Full System Requirements Alteer Office v8.0 customer configurations must meet the system requirements outlined below.

Office Location (Cache) Server Specifications

When using the Alteer Central Server data model with up to 20 client machines, Alteer Office v8.0 requires the following hardware/software for the Office Location Server (also known as cache server). Processor Dual Core Intel® Pentium® 2.4 GHz; 1 MB Cache; 800 MHz FSB

Recommend: Dual Core Intel® Xeon® 5130; 4 MB Cache; 2 GHz; 1333 MHz FSB or faster Memory 3 GB RAM or more Storage Two Physical Drives:

100 GB C:\ drive, formatted NTFS (SATA)

500 GB D:\ drive formatted NTFS (SATA) (Alteer Office Drive) Operating System Microsoft® Windows® Server 2008 Standard 32-bit (compatible with AO v8.0 and

higher only) Caution: Microsoft® Windows® Server 2008 R2 is a 64-bit O/S and is not supported.

Microsoft® Windows® Server 2003 32-bit Windows 2003 Small Business Server Premium 32-bit

Note: 64-bit operating systems are not supported. Database Software Microsoft® SQL Server™ 2005 Express (This is provided by CompuGroup Medical during

system installation and setup.) Internet Browser Microsoft® Internet Explorer® version 7 or higher Video Minimum resolution of 1024 X 768 16-bit color Fax Card Brooktrout™ TruFax® 200-R PCI HALF. Two Channel Loop Start; Half Size Universal

PCI; Mfg. Part # 901-004-08 (standard for most Alteer Office users)

Brooktrout™ TR1034™+E2-2L HALF. Two Channel Analog; v.34 PCI Express, Half-size; Mfg. Part # 901-013-01

Brooktrout™ TR1034™+E2-2L. Two Channel Analog; v.34 PCI Express; Mfg. Part # 901-007-06

Proper configuration supports one card per two analog fax lines only. Analog fax lines may not be split (shared). A split line set up (e.g., sharing with other devices such as manual fax or credit card machine) does not work properly and is not supported by the manufacturer or AO/CGM. Tips: 1. Check your server specifications to ensure proper fit. 2. The Brooktrout™ TruFax® 200 PCI Analog fax card (Mfg. part # 904-030-50) has been discontinued. For clients using two of those cards in one server, be aware that the new fax cards are not compatible with the old one. This means if one of your old cards is no longer functional, you must replace both cards with one of the cards referenced above. 3. Phone lines must be analog; digital conversion is supported. 4. For more about the fax cards, refer to the manufacturer’s (Cantata™) website: http://www.cantata.com/products/part_no._guide/. 5. When ordering fax cards from your online or local retailer, check their return policy and restocking fees, if applicable.

UPS 700 VA (auto shut down capable) Remote Support Bomgar™ remote assistance tool. (Installed with CGM’s assistance, at no cost to client.)

http://www.cantata.com/products/part_no._guide/



9

Antivirus Software Symantec™ AntiVirus™ (or a comparable business antivirus solution) Additional Software and Hardware

Adobe® Acrobat® Reader® v9.0 (Included with Alteer Office installation.)

Microsoft® Silverlight® v4.0 or higher (Included with Alteer Office installation.)

Microsoft® .NET Framework 4.0 Extended (Included with Alteer Office installation.)

Monitor, keyboard, and mouse

Anti-spyware recommended (Spybot Search & Destroy, Ad-Aware and Webroot Spysweeper)

Notes 1. It is highly recommended, when purchasing 2003 Small Business Server Premium, that only the Operating

System and SQL Server be installed on the server. CompuGroup Medical (CGM) does not support installation of any other Small Business Server components, such as Microsoft® Exchange or Internet Security and Acceleration Server software, on the Alteer Office Location Server. Small Business Server may not be used on a network that has an existing domain controller.

2. CGM does not support software firewalls. 3. AO does not operate over Terminal Services (TS). Using AO with multiple TS sessions could cause data loss

and/or corruption.

Client PC Specifications

Alteer Office v8.0 requires the following hardware and software for each client computer:

Processor Intel® Core™ 2 Duo; 2.66 GHz; 3 MB; 1066 MHz FSB or faster Memory 2 GB RAM

Recommended: 3 GB RAM (for best performance) Storage 80 GB formatted NTFS (SATA)

Recommended: 120 GB formatted NTFS (SATA) Operating System Microsoft® Windows® XP Professional SP2 32-bit

Windows® 7 Professional or Windows®7 Ultimate

Windows® Vista Business 32-bit or Vista Ultimate 32-bit Notes: 1) 64-bit is not supported. 2) Vista is compatible, but not recommended. 3) Mac OS® and hardware platform are not supported.

Internet Browser Microsoft® Internet Explorer® version 7 or higher Video Minimum resolution of 1024 X 768 16-bit color, 128 MB Video Card Remote Support Not applicable. (CGM’s remote assistance tool, Bomgar™, is installed only on your

practice office location server or cache server. When CGM support must gain access to a client computer in order to provide assistance, a one-time, secure connection is established with that computer—the client user initiates the session and once the session is finished and closed, access to that computer is no longer available.)

Antivirus Software Symantec™ AntiVirus™ (or a comparable business antivirus solution) OS License Microsoft® Windows 2003 Server CAL (licensed at the server) Additional Software and Hardware

Adobe® Acrobat® Reader® v9.0 (Included with Alteer Office installation.)



Monitor, keyboard, and mouse

Anti-spyware recommended (Spybot Search & Destroy, Ad-Aware and Webroot Spysweeper)



10

Client Laptop Specifications

Alteer Office v8.0 requires the following hardware and software for each client laptop computer:

Processor Intel® Core™ 2 Duo; 2.0 GHz; 2 MB L2 Cache; 800 MHz Memory 2 GB RAM

Recommended: 3 GB RAM (for best performance) Storage 80 GB formatted NTFS (SATA)

Recommended: 120 GB formatted NTFS (SATA) Operating System Microsoft® Windows® XP Professional SP2 32-bit

Windows® 7 Professional or Windows® 7 Ultimate

Windows® Vista Business 32-bit or Vista Ultimate 32 bit Notes: 1) 64- bit is not supported. 2) Vista is compatible, but not recommended. 3) Mac OS® and hardware platform are not supported.

Internet Browser Microsoft® Internet Explorer® version 7 or higher Video Minimum resolution of 1024 X 768 16-bit color, 128 MB Video Card Remote Support Not applicable. (CGM’s remote assistance tool, Bomgar, is installed only on your


Antivirus Software Symantec™ AntiVirus™ (or a comparable business antivirus solution) OS License Microsoft® Windows 2003 Server CAL (licensed at the server) Additional Software Adobe® Acrobat® Reader® v9.0 (Included with Alteer Office installation.)



Anti-spyware recommended (Spybot Search & Destroy, Ad-Aware, and Webroot Spysweeper)

Tablet Specifications

Alteer Office v8.0 requires the following hardware and software for each tablet:

Processor Intel® Core™ 2 Duo; 1.2 GHz; 3 MB L2 Cache; 800 MHz FSB Memory 2 GB RAM;

Recommended: 3 GB RAM (for best performance) Storage 80 GB formatted NTFS (SATA); Recommended: 120 GB formatted NTFS (SATA) Operating System Microsoft® Windows® XP Professional SP2 32-bit

Windows® 7 Professional or Windows® 7 Ultimate

Windows® Vista Business 32-bit or Vista Ultimate 32-bit Notes: 1) 64 bit is not supported. 2) Vista is compatible, but not recommended. 3) Mac OS® and hardware platform are not supported.

Internet Browser Microsoft® Internet Explorer® version 7 or higher Video Minimum resolution of 1024 X 768 16-bit color, 128 MB Video Card



11

Remote Support Not applicable. (CGM’s remote assistance tool, Bomgar™, is installed only on your


Antivirus Software Symantec™ AntiVirus™ (or a comparable business antivirus solution) OS License Microsoft® Windows 2003 Server CAL (licensed at the server) Additional Software Adobe® Acrobat® Reader® v9.0 (Included with Alteer Office installation.)



Anti-spyware recommended (Spybot Search & Destroy, Ad-Aware, and Webroot Spysweeper)

Note According to the terms of your support agreement, you must allow CGM remote access to your system so that we can provide technical support. CGM's Technical Support Team requires that Bomgar™ remote assistance tool be installed on your Alteer Office Location (cache) server for troubleshooting and maintenance of Alteer Office. The tool will be installed with CGM’s assistance and at no cost to you. When remote assistance is required, a one-time, secure connection is established with the appropriate client computer—the client user initiates the session and once the session is finished and closed, access to that computer is no longer available. Only authorized CGM personnel may access your system; no CGM personnel will open, modify, or view Patient Health Information (PHI) documents or data not directly pertaining to the repair, troubleshooting, or maintenance of your AO application.

Peripheral Specifications

Printers

Interface USB/Network Driver Post Script CGM Recommended Any laser printer that is connected through the network and managed by the server

Desktop Scanners For daily scanning tasks, a desktop scanner is required. Feed Type Multi-sheet / single sided Interface USB/Network Driver TWAIN Compliant CGM Recommended Fujitsu FI-5110C (or comparable model)

Xerox® DocuMate™ 510 (or comparable model)

(Multi-function scanners and all-in-one fax/scanner/copier machines are not recommended)

High Speed Scanners For conversion large amounts of paper, including patient charts, a high-speed, high-volume scanner is required. CGM recommends any TWAIN-compliant, high speed, high volume scanner from the following manufacturers. CGM Recommended Any TWAIN-compliant, high-speed, high-volume scanner manufactured by:

Canon

Fujitsu

Ricoh



12

Notes 1. To find out if your practice requires a high-speed, high-volume scanner—and to verify compatibility—please

consult with your Project Manager. 2. Because these types of scanners can be costly, if a high-speed, high-volume is required for your practice, you

may want to consider procuring a temporary lease arrangement.

Cameras

CGM Recommended Logitech® QuickCam®

Network (LAN/WAN) Specifications

It is recommended that the client site network meet the following specifications.

LAN Protocol TCP/IP LAN IP Range DHCP range starting @ 192.168.1.10 LAN Router Static Public IP, NAT Translation capable, DHCP Server capable

LAN address: 192.168.1.1 Alteer Server IP Static @ 192.168.1.5 Hardware Switched LAN; Firewall recommended

Internet Connection

The following bandwidths are minimum requirements. These speeds represent both upload and download.

1 – 5 PCs 1.5 Mbps or greater 6 – 10 PCs 3.0 Mbps or greater 11, or more, PCs 6.0 Mbps or greater Internet Browser Microsoft® Internet Explorer® version 7 or higher

Notes 1. CGM prefers Frame Relay, Dedicated T1, Business Class Cable, or Business Class SDSL. CGM does not

recommend Point-to-Point T1 or Point-to-Point Frame Relay Connectivity. 2. CGM recognizes that you may want to use wireless network technology at your practice. Although this can

provide an effective means of LAN communication, CGM is unable to guarantee the reliability of this type of network infrastructure in conjunction with Alteer Office.

3. Due to many variables, such as deployment options, facility uniqueness, and technology limitations, CGM Technical Support cannot effectively troubleshoot wireless connectivity issues remotely. As a result, CGM recommends that if your practice chooses to pursue wireless networking, you obtain the services of a qualified IT contractor who is experienced with implementing, troubleshooting, and securing wireless networks. CGM is happy to provide you with a referral to an IT service in your area; contact Technical Support for a referral.

preparing for alteer office v8.0 upgrade · optimized version of alteer office 8.0, we would like...

Documents