Implementation, Maintenance, and Best Practices – Deployment

Each time your organization deploys Imprivata Mobile Access Management Check Out to a new department, the methodology with tasks should be utilized to ensure success. Communicate with end users during each step along the way.

Perform Your Department Preparation Walkthroughs

The physical location of the MAM solution in each department is important. Ahead of each rollout, perform walkthroughs to identify the following:

• Departments that have or will be using shared devices
• Device Count – Define how many devices and Smart Hubs will be needed for each unit, taking into consideration:
  • Maximum number of end users during a shift
  • How many spare devices are needed
• Location of the Smart Hub
  • Ample space – when doing the walkthrough, bring along a cardboard cutout of the Smart Hub and Launchpad setup to ensure there is enough space.
  • In areas with multiple Smart Hubs, separate the Launchpads (as space allows) to prevent bottlenecks during device check in and check out.
  • Consider:
    • Where do end users start and end their shifts?
    • Is the location accessible for all end users to reach and see the devices?
    • Is the location accessible or visible to patients and visitors, and is this a concern?
  • Correct and available number of Ethernet drops available and port is turned on.
  • Correct and available number of electric ports.
  • Validate Wi-Fi connectivity at the location.

Hardware Installation

Hardware should be installed and validated before go live.

Use the following task list to ensure that a department is ready to go live with MAM Check Out. Validating each device as described below will prevent technical issues at the time of go live.

• Smart Hub cables are properly connected to power and launchpad workstation.
• Launchpad workstation cables are properly connected to power and Ethernet.
• Proximity card reader cable is properly connected and affixed to the front of the Smart Hub within easy reach of end users.
• Devices can be easily seen by end users and within easy reach.
• Cable management is tidy and will not interfere with end user experience.
• Smart Hub lights are on next to each device either with a green flashing or green solid light.
• Check out each device via badge tap.
• Perform Autofill for at least one app on each device.
• On each device, in the Imprivata Locker app, click the information icon (next to the Imprivata logo) to display a diagnostics screen with connectivity and device health information. Ensure that the device is in a healthy state.

End User Training

Providing training to your end users is critical to the success of your Mobile Access Management implementation.

Imprivata recommends conducting training for your end users, before a department goes live, that includes the following topics:

• Using the Smart Hubs to check devices in and out, with and without a proximity card.
• Understanding the LED status indicators and audible beeps for errors.
• Signing into apps using Autofill.
• Overdue Device settings
• Device check out limit
• The importance of battery health and returning a device before its battery is dead.

It is important to incorporate this training into new employee onboarding as well.

Imprivata’s end user training video can be found here.

Imprivata recommends creating additional signage around the docking stations to remind end users of important information.

Go Live Support

Providing support to end users at the time of enabling the system will ensure proper workflows are being followed and the system is working appropriately.

At the time of go live, all Launchpads, Smart Hubs, proximity card readers, and mobile devices are expected to have been validated. Identify Imprivata services, internal go live support, and/or super users that will be support the following go live tasks:

• On the spot training as end users utilize check out, passcode creation, autofill, and check in for the first time.
• Spot checking of connectivity for smart hubs and devices throughout the go live period.
• Reinforcement of correct workflows including:
  • Waiting for a device to be ready before pulling the device during checkout.
  • Creating a passcode immediately following checkout.
  • Checking devices in appropriately and before the battery dies.
  • Spot checking for overdue devices, unpaired devices, and devices moving to the wrong Smart Hub.
  • Rectifying access issues.
  • Identifying configuration issues and following through until resolution.

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