The typical implementation process for RLDatix software is as follows:
Discovery & Requirements Gathering: Understand the organization's specific needs, workflows, and key objectives.
System Configuration & Customization: Configure RLDatix to meet the organization's requirements, including customization of features, forms, and reports.
Data Migration: Import existing data from legacy systems into RLDatix.
User Training & Onboarding: Train users on how to effectively use the platform.
User Acceptance Testing (UAT): Ensure the system works as intended and that users are comfortable with the workflows.
Go-Live: Officially switch to RLDatix for day-to-day operations.
RLDatix customization process:
Customized Forms:
Design and Build: RLDatix can design and build completely new forms based on specific requirements provided by the client. This includes adding or removing fields, implementing conditional logic, and ensuring the forms meet the organization's needs.
Example: Memorial Health System customized their Fall form to accommodate different data collection requires for inpatient and outpatient settings. They used conditional logic to display specific fields based on the type of patient affected.
Customized Reports:
Report Development: Clients can work with RLDatix to develop custom reports. This can include creating reports from the Report Editor, mimicking reports from other systems, or incorporating special calculations.
Example: Memorial Health System automated reports that were previously done manually, such as those for workplace violence tracking and product complaints.
Configuration Services:
Reconfiguration: RLDatix offers services to support large projects, such as reconfiguring specific event type picklists or changing the scope of several users.
Example: Memorial Health System revised their Feedback form's Category and Type pick tree and created organizational definitions for the category types.
Technical Engineering Services:
Rebranding and Integration: RLDatix's Technical Engineering team can handle complete rebranding overhauls, implement the File Interchange Module to send data to third parties, and convert data from other systems into RL6.
Example: Memorial Health System embedded links to standardized definitions and tools within forms to improve interrater reliability and streamline data collection.
Personalized Training:
Training Programs: RLDatix offers personalized training programs, including refresher courses, training on building forms and reports, and full System Administrator training. This ensures clients are comfortable and proficient in using the software.
Real-World Examples:
Memorial Health System: This organization utilized RLDatix's customization capabilities to revise multiple forms, automate reports, and embed standardized tools within forms. They continuously make changes on the fly to balance meaningful data collection with end-user experience.
RLDatix offers a comprehensive training and support program for new users, which includes:
Onboarding Training: Tailored sessions to introduce new users to the RLDatix platform and its core features.
Role-based Training: Customized training for specific user roles (e.g., administrators, managers, front-line staff), ensuring relevant functionality is covered.
Interactive Learning: Online modules, videos, and user guides to allow users to learn at their own pace.
Live Training Sessions: Instructor-led training sessions, either in person or virtually, to provide hands-on experience and address specific questions.
User Guides: Detailed guides and manuals for both beginners and advanced users to help with system navigation and troubleshooting
Knowledge Base: A searchable knowledge base with articles on common issues, FAQs, and step-by-step troubleshooting guides.
Webinars and Workshops: Regularly scheduled webinars and workshops to keep users updated on new features and best practices.
Customer Support Team: 24/7 access to RLDatix support via phone, email, or online chat for immediate assistance.
Help Desk: A dedicated help desk for ticket-based support, where issues are tracked and resolved in a timely manner.
Community Forum: Access to a community forum where users can share insights, ask questions, and collaborate with other RLDatix users.
Post-Go-Live Support: Additional support and training available after the system goes live to ensure smooth transition and usage.
RLDatix security measures:
Secure Storage and Transmission: Personal information is stored in secure databases and cloud environments. Data is protected using storage and transport cryptography, including asymmetrical encryption and TLS (version 1.2 or above) for data in transit.
Access Control: RLDatix uses a role-based access control (ACL) framework to provision access based on user roles. This ensures that only authorized personnel can access specific data and perform certain operations. Permissions are granular and can be applied at the user, user group, and system levels.
Penetration Testing: RLDatix uses third-party security experts to conduct penetration tests at least once a year or during significant software upgrades/changes. This helps identify and mitigate vulnerabilities.
Automatic Security Patching: Security patches are automatically applied across the entire RLDatix infrastructure on a daily basis to ensure systems are up-to-date with the latest security fixes.
Vulnerability Management: Continuous monitoring and assessment of the system for threats and risks using solutions like Alert Logic, which includes active scanning, event log collection, intrusion detection, and web application firewalls.
Data Encryption: Encryption of all physical media to protect data at rest, and TLS (version 1.2 or above) for data protection in transit.
Regular Audits: Internal and external auditors conduct regular assurance exercises to evaluate the effectiveness of security controls and strategies.
RLDatix typically releases updates on a regular basis, with new features, improvements, and bug fixes. The updates are managed as follows:
Regular Updates:
RLDatix releases quarterly updates to ensure the system is up-to-date with new features, enhancements, and security patches.
Emergency or Critical Updates: If necessary, RLDatix may release emergency or critical updates outside the regular release schedule to address urgent issues or vulnerabilities.
Communication with Users: Users are informed in advance about upcoming updates through release notes, which outline new features, improvements, and any changes that may affect workflows.
Testing and Validation: Before rolling out major updates, RLDatix conducts thorough testing (including User Acceptance Testing) to ensure compatibility with existing systems and minimal disruption to operations.
Deployment Methods: Updates are typically deployed automatically, ensuring that users always have access to the latest version without requiring manual intervention.
Training & Documentation: After each update, RLDatix provides training materials and documentation to help users understand and make the most of the new features.
RLDatix data ownership and portability:
Data Ownership:
RLDatix's policies indicate that while they handle and process data on behalf of their clients, the ownership of the data remains with the client. Here are the key points regarding data ownership:
Client Ownership: The data input into RLDatix systems, including patient data and other identifiable information, is owned by the client. RLDatix acts as a data processor, managing and storing the data as per the client's instructions and in compliance with relevant data protection laws.
Data Use: RLDatix uses the data solely for the purposes of providing their services. They do not use identifiable data for any other purposes without explicit permission from the client. De-identified data may be used for healthcare applications to gain insights and improve patient care, but this data is anonymized and aggregated to ensure privacy.
Data Portability:
RLDatix adheres to data portability principles, allowing clients to transfer their data as needed. Here are the key aspects of their data portability policy:
Right to Data Portability: Clients have the right to receive their personal data in a structured, commonly used, and machine-readable format. This allows them to move, copy, or transfer personal data easily from one IT environment to another.
Transfer to Third Parties: RLDatix can transmit personal data directly to another controller upon request, provided it is technically feasible. This ensures that clients can seamlessly transfer their data to other service providers if required.
Secure Transmission: Data is transmitted using secure methods, such as SHA-256 SSL encryption, to protect it during transfer. This ensures that data remains secure and intact during the portability process.
Compliance with GDPR: RLDatix complies with the General Data Protection Regulation (GDPR), which includes provisions for data portability. Clients can request their data in a portable format and have it transferred to another service provider as per GDPR guidelines.
Practical Implementation:
Data Export Formats: RLDatix supports exporting data in various formats, such as CSV, XML, and JSON, which are structured, commonly used, and machine-readable. This facilitates easy data transfer and integration with other systems.
Contract Renewal
Automatic Renewal:
Minimum Term: The initial term of the contract is defined as the Minimum Term. After the expiration of the Minimum Term, the contract automatically renews for successive periods of twelve months unless either party provides notice of termination.
Notice Period: To prevent automatic renewal, either party must serve written notice of termination at least three months before the end of the Minimum Term or any subsequent anniversary of the contract.
Contract Cancellation:
Termination by Either Party:
Insolvency or Financial Issues: Either party can terminate the contract immediately if the other party becomes insolvent, enters receivership, liquidation, or similar financial distress situations.
Material Breach: Either party can terminate the contract if the other party commits a material breach and fails to remedy it within a specified period (typically 14 days) after being notified in writing.
Termination by RLDatix:
Non-Payment: RLDatix can terminate the contract if the customer fails to pay any sum due within 60 days after the due date.
Force Majeure: If RLDatix is prevented from providing services due to a force majeure event, the customer is not liable to pay hosting charges during the event's continuance. The customer can terminate the affected service immediately by serving written notice.
Termination by Customer: Service Dissatisfaction: The customer can terminate the contract if RLDatix fails to provide the agreed services, subject to the terms outlined in the contract.
Post-Termination Data Handling:
Data Retrieval:
Post-Termination Access: Following termination, RLDatix will not immediately remove customer data from their systems. The customer has up to 15 days to retrieve their data, provided all outstanding payments have been made.
Data Deletion: After the 15-day period, RLDatix has no obligation to retain the customer’s data and may proceed with data deletion.
Additional Charges:
Setup and Annual Charges:
Setup Fees: Due 30 days from the date of the invoice. Annual charges for services are due on the commencement date and each anniversary, unless otherwise agreed.
Additional Charges: Any additional work undertaken by RLDatix on a time and materials basis is charged separately from the license fee.
Force Majeure
RLDatix adhere to the following compliance standards:
Accreditation and Regulatory Compliance:
Joint Commission: RLDatix helps organizations comply with the standards set by The Joint Commission, which accredits and certifies healthcare organizations and programs in the United States.
DNV GL: The software supports compliance with DNV GL Healthcare standards, which are based on the National Integrated Accreditation for Healthcare Organizations (NIAHO) and the International Organization for Standardization (ISO) standards.
HFAP: RLDatix assists in meeting the Healthcare Facilities Accreditation Program (HFAP) standards, which are recognized by the Centers for Medicare and Medicaid Services (CMS).
CIHQ: Compliance with the Center for Improvement in Healthcare Quality (CIHQ) standards is also supported by RLDatix.
Regulatory Compliance:
CMS: The software helps organizations comply with the regulations set by the Centers for Medicare and Medicaid Services (CMS), which govern various aspects of healthcare delivery and reimbursement.
OSHA: RLDatix supports compliance with the Occupational Safety and Health Administration (OSHA) standards, ensuring workplace safety and health.
HIPAA: The software is designed to help organizations comply with the Health Insurance Portability and Accountability Act (HIPAA), which sets the standard for protecting sensitive patient data.
GDPR: For organizations operating in or dealing with the European Union, RLDatix supports compliance with the General Data Protection Regulation (GDPR), which governs data protection and privacy.
Other Compliance Standards:
ISO 9001: RLDatix helps organizations align with ISO 9001 standards, which specify requirements for a quality management system (QMS).
