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UWHC,UWMF,

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Policies,Administrative,UWMF,UWMF-wide,Health Link

Device Management – LWS Workstation Record (HL-016-POL)

Device Management – LWS Workstation Record (HL-016-POL) - Policies, Administrative, UWMF, UWMF-wide, Health Link

HL-016-POL

POLICY


Effective Date:
1/8/2015
Administrative Manual

X Other: Health Link
Policy #: HL-
016-POL

X Revision
Total #
Pages: 5
Title: Device Management – LWS
Workstation Record (this policy is used
by UW Health and all affiliates)


I. PURPOSE

This policy outlines the shared responsibilities for managing workstation records.

II. SCOPE

This policy applies to all environments of the Health Link EMR system as supported by
UW Health Information Services (IS).

III. DEFINITIONS

Health Link: The trademarked name for the Epic Systems integrated health record and
business software.
LWS: The Workstation Registry Master File that is used to track and configure client
workstations, server workstations, palm scanners, printers, fax machines, and pools.

IV. POLICY

A. Maintenance of Health Link Workstations

UW Health Information Services staff work in partnership to manage and perform
technical services necessary to maintain Health Link workstations as outlined in Table
1A. Every workstation record starts with the Workstation Register screen where general
information is entered, including workstation name, ID, and type.

Subsequent screens vary depending on the workstation type, and like many
configuration options, not all of the information entered in the workstation registry is used
by every Epic application.

Due to the collaborative nature of workstation support, the potential exists for oversights
that could negatively affect end user services. Therefore, all employees involved in
workstation support are responsible for identifying and communicating potential problem
points to their direct supervisors as well as practicing continual process improvement.




Page 2 of 5

Table 1A – Defining Health Link Application Workstation Settings
Technical Owner Responsibilities
EUTS Workstation Team Managing Physical Workstation Devices
1. Install and configure workstation for use on a
data network.
2. Relocate or remove workstations as requested.
Application Team Creating Workstation Records in Epic LWS
1. Perform systems program commands to add a
workstation record.
2. Notify appropriate application teams once a
workstation record is added.
Note: Only Admissions Department and Patient Business Services Offices are allowed
to have dual sessions within the LWS record. The staff in these areas does not
complete any clinical documentation and the dual sessions allow streamlined efficiency
for workflows in their areas, and increase productivity. Dual sessions are not allowed in
areas that perform clinical documentation workflows.
Application Team Defining Health Link Application Workstation
Settings
Perform application program commands to
change/remove a workstation record and/or apply
appropriate secure, OTX or printer settings.
EUTS Workstation Team
Application Team
Documenting Technical Procedures
Create and maintain technical procedure
documents as it relates to workstation
management.
EUTS Workstation Team
Application Team
Documenting and Communicating Workstation
Updates
1. Document all workstation changes in the call
ticket System.
2. Document all workstation changes in
dependent systems.
3. UWMF Only - Update clinic Visio maps as
appropriate with location of workstation
devices.
If the workstation is owned by a UW department (i.e., DOM, DOS, DOP, etc.)
UW Department Support Managing Physical Workstation Devices
1. Install and configure workstation for use on a
data network.
2. Relocate or remove workstations as requested.




Page 3 of 5

B. LWS Inactivity Timeout Guidelines

Time out settings in Health Link can be set at the user role, within the LWS database, or
defined within System Definition level. Table 1B indicates the maximum allotted time set
at the system definition level for Health Link to time out is at 240 minutes.

Time restrictions have been set to lesser times due to the location of the workstation
(i.e., public vs. secure offices) or the functionality of the workstation (i.e., shared vs.
personal). Refer to UWHC & UWMF LWS Timeout Guidelines for information about
more specific time restrictions.

Table 1B – LWS Inactivity Timeout Guidelines
Description # of Minutes Timeout Action
Health Link
Default Role Level 30 minutes HL Secure
Health Link System
Definition Timeout
Settings
Definition
Login Screen Time-
out Value: 180
Minutes

Enter the number of minutes Hyperspace will sit idle on
the Login screen before shutting down. This setting is
only applicable for the Login screen and has no effect on
the Secure screen, nor does the setting affect other
Login device screens.
Secure Screen Time-
out Value: 240
Minutes

Enter the number of minutes Hyperspace will sit idle on
the Secure screen before shutting down. This setting is
only applicable for the Secure screen and has no effect
on the Login screen, nor does the setting affect other
Login device screens.
Inactive Time-out
Value:
60 Minutes

Hyperspace will time out after a certain period of user
inactivity. Time-out settings are first retrieved from the
Workstation record (LWS). If the inactivity period is not
specified in the Workstation record, then Hyperspace
uses the duration specified in the User Role (E2R)
record. If no value is specified in the User Role record,
then the value specified here, at the System level, is
used.
Inactive Time-out
Action:
Logout
Hyperspace will time out after a certain period of user
inactivity. Time-out settings are first retrieved from the
Workstation record (LWS). If the inactivity action is not
specified in the Workstation record, then Hyperspace
uses the action specified in the User Role (E2R) record.
If no value is specified in the User Role record, then the
value specified here, at the System level, is used.
System Settings
Description UWHC UWMF
Timeout
Action
Screensaver
(Novell & Windows) 15 minutes 15 minutes
HL remains
open
Citrix 120 minutes 60 minutes HL Logs out



Page 4 of 5


V. PROCEDURES

The following procedures support this policy:

Device Management – LWS Workstation Record Procedure

VI. RELATED DOCUMENTS

Health Link Software Style Guide

UWHC and UWMF LWS Timeout Guidelines

VII. FORMS

HL Downtime PC/Printer Request (ServiceNow)

VIII. OTHER

UW Health is not a legal entity. UW Health comprises three separate entities. This policy
applies to facilities and programs operated by the University of Wisconsin Hospitals and
Clinics Authority and the University of Wisconsin Medical Foundation, Inc., and affiliated
organizations.

Each entity is responsible for enforcement of this policy in relation to the facilities and
programs that it operates.




Page 5 of 5

IX. COORDINATION

The details of Coordination of UWHC and UWMF are shown below. Approval and
coordination of this policy by those entities occurs per their individual processes.

UWHC Sr. Management Sponsor: UW Health CIO
UWHC Author: EUTS Manager
UWHC Reviewers: Health Link Technical Leaders
UWHC Approval committee(s): Health Link Technical Leaders

UWMF Sr. Management Sponsor: UW Health CIO
UWMF Author: EUTS Manager
UWMF Reviewers: Health Link Technical Leaders
UWMF Approval: Health Link Technical Leaders

X. SIGNED BY


[Insert Signature Block(s) for Appropriate Signer] Date


[Insert Signature Block(s) for Appropriate Signer] Date

XI. REVISION HISTORY

Effective Date Next Review Summary of Changes Change Authors
1/8/2015 1/8/2018 Annual revisions. EUTS Manager
7/24/2012 7/24/2015
8/1/2010 8/1/2011 Original release.