New Services
1. What are the new services associated with the KHIE Portal?
The following services are available in the KHIE Portal:
Clinical information
Clinical information is an application that displays patient health information including, but not limited to, patient demographics, clinical data such as laboratory results, radiology reports, clinical notes, encounters, and CCDs which include problems, allergies, and immunizations.
Event Notification Service (CEND)
KHIE's Event Notificaiton Service enables real-time notifications to end users.
Population Explorer
Population Explorer is a module of the new KHIE Portal that enables the review of patients encounters in near-real time, as well as offers new functionality, to filter, view details, and export notifications of interest. It not only provides accesss to the latest encounters, but it also offers a view of at least six months of encounter history.
Panel Processor
Panel Processor is the module that enables authorized users to upload patient panels in KHIE that will be utilized to establish patient-provider relationships and for the delivery of event notifications.
Consent Tool
The Consent Tool is a solution supporting substance use disorder treatment (SUD) data sharing, enabling affirmative patient consent. This tool is embedded in the KHIE Portal for the seamless clinical workflows.
What is the HIE Admin Tool?
It's a tool that enables KHIE Admins to efficiently manage their organization's access to the clinical data in the KHIE Portal and ensure security and compliance related to that access. KHIE Admins also use this tool to provision users with access to other KHIE services including Event Notification Delivery, Population Explorer, Panel Proccesor, and the Consent Tool.
What is the Role of the KHIE Admin?
The KHIE Admin is authorized by a healthcare organization to manage its authorized users' acccess access to clinical data and to other KHIE services. KHIE Admins must verify their organization’s
users every 90 days.
Will KHIE Admins receive a reminder to manage user access?
KHIE Admins will receive reminders.
Will existing KHIE Admins automatically be transferred to the new HIE Admin Portal?
When Admins complete the required training prerequisites, they will be officially onboarded to the new HIE Admin Portal.
What training or prerequisites are KHIE Admins required to complete prior to gaining access to the HIE Admin Portal?
KHIE Admins are required to attend training sessions that provide information about the responsibilities of a KHIE Admin. We utilize a train-the-trainer approach to empower KHIE Admins to provision and train authorized users on our clinical tools. The training sessions explain the different clinical tools/services available, helping your organization understand how to get the most out of them.
KHIE Admins should attend the following sessions:
Introduction to the Admin Tool
Event Notification Service
Population Explorer
Panel Processor
Consent Tool (This training session is for KHIE Admins associated with Part 2 Programs).
When will KHIE Admins get access to the Admin Tool?
When KHIE Admins have completed all training sessions required and have completed and returned the checklist to us, we will enable access for you. (After our records indicate that you have attended the required training sessions, we will send a checklist to you to confirm your status.)
You will be given ample time to provide access and train your authorized users. We encourage all KHIE Admins to provision their organization's authorized users by March 1, 2026, to ensure ample time for users to receive training. During the month of March, KHIE will also offer training sessions for organizations' users. These sessions will be similar in format to the training sessions offered to KHIE Admins.
Will KHIE Admins receive a "description" of what each "service" is?
User guides and other pertinent information will be posted to the KHIE website and will be available in the Admin Tool. Additionally, we will email training materials to all KHIE Admins.
New Services include:
Clinical information
Clinical information is an application that displays patient health information including, but not limited to, patient demographics, clinical data such as laboratory results, radiology reports, clinical notes, encounters, and CCDs which include problems, allergies, and immunizations.
Event Notification Service (CEND)
KHIE's Event Notificaiton Service enables real-time notifications to end users.
Population Explorer
Population Explorer is a module of the new KHIE Portal that enables the review of patients encounters in near-real time, as well as offers new functionality, to filter, view details, and export notifications of interest. It not only provides accesss to the latest encounters, but it also offers a view of at least six months of encounter history.
Panel Processor
Panel Processor is the module that enables authorized users to upload patient panels in KHIE that will be utilized to establish patient-provider relationships and for the delivery of event notifications.
Consent Tool
The Consent Tool is a solution supporting substance use disorder treatment (SUD) data sharing, enabling affirmative patient consent. This tool is embedded in the KHIE Portal for the seamless clinical workflows.
Will KHIE provide Admins with a list of their organization's current ePartnerViewer portal users?
Yes, we will provide a list of your current users. We encourage you to t. We encourage you to take this opportunity to determine if more users would benefit It's a from KHIE
Services.
Will KHIE Admin's current login information remain the same for the new HIE Admin Portal?
The login process will not be managed through the state's Kentucky Online Gateway
(KOG). Therefore, KHIE Admins will be
required to create a password and set up two-factor authentication for their
accounts.
Should a healthcare organization have multiple KHIE Admins?
Yes,
having multiple Admins ensures organizations maintain continuity and minimize disruptions
during busy time periods and staff absences.
I am not a KHIE Admin for my healthcare organization. How do I become a KHIE Admin?
Each healthcare organization must designate a
KHIE Admin to monitor the organization’s authorized user. Please reach out to your KHIE Outreach
Specialist or email us at KHIESupport@ky.gov.
Is a designated KHIE Admin the administrator for an entire organization such as a large healthcare organization or a hospital?
Hospital healthcare systems and large healthcare
organizations may require multiple Admins to manage the various departments
within the healthcare organization. If
you want to include additional Admins for your healthcare organization, please
reach out to your KHIE Outreach Specialist or email us at KHIESupport@ky.gov. You can also complete this form and email it
to us.
Does KHIE require healthcare organizations to
provide contact information for any other person in their organization?
Yes, all healthcare organizations should update,
confirm, or provide a point of contact for the those in the organization who
will serve as Privacy/HIPAA/Security Officer(s) to assist KHIE with HIPAA or
security concerns that might arise.
Is each local health department required to
provide points of contact to serve as KHIE Admin(s) and/or to serve as someone
who will work with KHIE regarding HIPAA, Privacy, and/or Security concerns that
might arise?
Yes. all healthcare organizations including health departments, should update, confirm, or provide a point of contact for those in the organization who will serve as KHIE Admin(s) and/or serve as Privacy/HIPAA/Security Officers(s) to assist KHIE with any HIPAA or security related concerns that might arise.
What method should be used to provide contact
information for those who will serve as KHIE Admins and/or will assist with
HIPAA or security related concerns?
KHIE will email a checklist to each KHIE Admin to complete to ensure we have the information necessary to provision you as a KHIE Admin. You will have this opportunity to also designate additional KHIE Admins and designate a Privacy/HIPAA/Security Officer(s). Please note, we understand that in smaller organizations, the KHIE Admin may take on multiple roles.
Empanelment
What is empanelment?
The act of assigning individual patients to
individual primary care providers and care teams to inform care coordination
efforts. This plays a role in managing
patient access and the delivery of event notifications.
Are KHIE Participants required to provide a
patient panel?
Yes, all KHIE participants except hospitals, health departments, and EMS organizations are now required to submit panels to manage clinical access and enable the receipt of event notification services.
KHIE Participants will be required to provide a patient panel to establish patient-provider relationships and to establish a patient's care team. Additionally, panels will be used to manage the delivery of event notifications.
KHIE requests organizations to provide ONE panel that will be used to manage both clinical access and the delivery of event notifications.
Will the panels be used to manage user access in
the KHIE Portal?
Yes, the patient panel will be used to manage
access to patient charts in the KHIE Portal.
With a legitimate reason such as ‘new patient’ or ‘care coordination’,
you can always search for patients not included on your organization’s
panel. When a patient is not included on
your panel, the user will be required to acknowledge why the patient chart is
being accessed. Upon acknowledgement, the
user will be allowed to view the patient chart.
Is there a limit to the number of patients that
can be uploaded to the panel??
The panel is managed via a csv file. The csv file will hold 30 MB of data, which
represents a very large number of rows, potentially over one million, depending
on the number of columns and the complexity of the data. We believe this
is suitable to meet your needs when uploading patient panels.
Will health departments be required to submit a
patient panel to access patient data in the new KHIE Portal?
We understand that health departments and other public health agencies will not be able to provide patient panels, given the nature of the work. There will be an alternative option offered to the health departments and other public health agencies. We will address these options during upcoming training sessions.
If an organization has an ADT interface that’s
used to enable the event notification service, will the organization be
required to submit an additional panel?
Yes, another panel to establish patient-provider
relationship is required. Unless you are signed up to receive event
notifications on all patients in your healthcare organization, this would not
be a viable option.
If an organization is connected and sending ADT
information via Syndromic Surveillance, one of the public health interfaces,
will that eliminate the need for creating a manual panel?
No, a panel to establish patient-provider
relationships is required. Each organization except for hospitals, health
departments, and EMS organizations, will be required to submit an initial
one-time panel to establish the patient-provider relationship. Using the auto-subscription option to
appropriately obtain ADT information on all patients associated with a
healthcare organization would take several weeks to get a complete panel. After
the initial submission, automatically subscribing to the ADT feed will provide
information on all patients, no longer requiring submission of manual panels.
Clinical Access in the KHIE Portal
Will the ePartnerViewer be operational until new
KHIE Portal is live?
Yes, the ePartnerViewer will be operational
until mid-March 2026. Please note,
however, the data available in the ePartnerViewer will gradually diminish as
the data is migrated to the new KHIE Portal.
It will be crucial for KHIE Admins to complete the training sessions,
provision user access, and train authorized users to prevent a lapse in access
to the clinical data your users have come to rely on.
When will the KHIE Portal be available for use?
We expect the bulk of the data will be live in
the KHIE Portal by mid-March 2026. Users should plan on transitioning to the
KHIE Portal around the same time.
Is functionality available to do a batch search
for specific information in the KHIE Portal?
No, the KHIE Portal is a patient-centric tool
and doesn’t allow a search for specific information.
Does the new KHIE Portal offer the Bookmark
feature that was in the ePartnerViewer?
If so, will the patients already bookmarked be bookmarked in the new
KHIE Portal?
No, there is not a Bookmark feature
available in the new KHIE Portal; the bookmarked patient list wouldn’t be
available.
Will Medicaid Managed Care Organizations (MCOs)
continue to be able to access Medicaid patient data?
Yes, each MCO will be able to access the health information associated with its Medicaid membership. This access is allowable under the Participation Agreement KHIE has with the Department for Medicaid Services regarding permitted use allowing access for care coordinating and quality purposes. Each MCO will provide a panel of Medicaid members to ensure appropriate access. MCOs will utilize the break-the-glass feature.
Will social security numbers (SSN) be visible in the KHIE Portal?
No, KHIE doesn’t display SSNs.
Does the KHIE Portal feature an automatic logout
for inactive users?
If the system detects a user is inactive for
thirty (30) minutes, the session automatically terminates.
How far back will event notifications be available to view in the KHIE Portal?
Event notifications will be available for those events
that occurred within the past six (6) months.
Public Health Reporting
Is the manual lab reporting functionality going
to be available in the new system?
Direct Data Entry for public health reporting will be available.
For those of us in the local health
departments, to whom do we reach out to review the "alternative"
process for submitting a patient panel?
We will provide this information during the
training sessions (Population Explorer, Panel Processor, & CEND) that
discuss the event notification features. These sessions will include
information related to patient panels.
We will also send an email with pertinent information to the KHIE Admins
associated with local health departments.
Training Sessions & Slides
Will the slides used in webinars and training
sessions be made available to attendees?
Will the sessions be recorded?
Yes, we will email the slides to KHIE
Admins. We will post the slides on the
KHIE website, as well. As the recordings
become available, we will post them to our website.
Will training sessions be made available to an
organization’s authorized users?
In addition to the training KHIE Admins agree to
provide for their authorized users, KHIE will also offer training sessions to users
during this transition. These sessions will be similar to the training sessions
offered to KHIE Admins. We will also
post training guides and recorded training sessions on our website.
When will the KHIE Portal be available for use?
We expect the bulk of the data will be live in
the KHIE Portal by mid-March 2026. Users should plan on transitioning to the
KHIE Portal around the same time.
Consent Tool
What is the Consent Tool?
The Consent Tool is a solution supporting substance use disorder (SUD) data sharing, enabling affirmative patient consent. The Consent Tool is a provider-mediated consent that is embedded in the KHIE Portal for seamless clinical workflows.
The provider registers consent either
(1) with the patient in person using electronic signature or
(2) on behalf of the patient where the provider attests to having consent
on file
Once a patient consents to share his SUD
information, when is it available to view in KHIE?
When consent has been registered in the Consent
Tool, the Part 2 health information is immediately unlocked and ready to view
by authorized users.