VCUR 2008 EMR Funding Extension Program

The VCUR 2008 EMR Funding Extension Program continues funding for physicians using VCUR 2008 electronic medical records (EMRs) as of January 31, 2014, up to their maximum reimbursement amount of $35,000 or March 31, 2019, whichever comes first.

Physician Office System Program physicians who implemented a VCUR 2008 EMR solution from TELUS Health Solutions (Med Access, PS Suite, or Wolf EMRs) by January 31, 2014, and have not reached their maximum funding amount of $35,000 including GST are eligible for the funding extension program.

Physicians must meet the following requirements to be eligible for funding after March 31, 2014:

The physician must have achieved Milestone 3 (Go-Live) and been using a VCUR 2008 EMR solution by January 31, 2014.
The physician must have signed an offer to participate.
The physician must be still using a VCUR 2008 EMR solution.
The physician must be in good standing with the College of Physicians & Surgeons of Alberta.
The physician must be providing insured services within the province of Alberta.

The Alberta Medical Association (AMA), Alberta Health (AH) and Alberta Health Services (AHS) previously established a program to promote the use of electronic medical records (EMRs) by Alberta’s physicians called the Physician Office System Program (POSP). POSP ended on March 31, 2014.

The AMA and AH established the VCUR 2008 EMR Funding Extension Program to be funded by AH and administered by the AMA. It is in place to fulfill the funding commitments made under POSP for physicians using VCUR 2008 EMRs as of January 31, 2014, under Program Guidelines established when POSP was still operating.

The VCUR 2008 EMR Funding Extension Program Guidelines describe the requirements for receiving funding related to VCUR 2008 EMR solutions.

In this section:

Under the VCUR 2008 EMR Funding Extension Program, the clinic is responsible for submitting invoices to receive reimbursement. The forms required are available here.

Process for submitting invoices for reimbursement

Collect all eligible invoices.
Complete the VCUR 2008 EMR Funding Extension Program Reimbursement Form. If more room is required, attach the “Additional Physician Information” sheet.
Attach copies of invoices and ensure they are legible.
Make sure that the reimbursement form is completely filled out, all invoices are attached, and that they are all legible. Incomplete submissions will not be processed.
Check the physician allocations to see if any are greater than $1,500. For allocations greater than $1,500, ask the physician to sign the form and the authorization box to authorize the reimbursement.
Submit the form with attached invoices in one of the following three ways:

Email:
emrfep@albertadoctors.org (preferred method).
Fax:
780.482.5445.
Mail:
Alberta Medical Association
12230 106 Ave NW
Edmonton AB T5N 3Z1
Attention: VCUR 2008 EMR Funding Extension Program

You will be reimbursed within 30 days from the time we receive your request for reimbursement (if there are no problems with the submission).

Notes on completing your form

Check the VCUR 2008 Eligible Items list to ensure the costs are eligible.
Submit a single form for the clinic along with all of the eligible invoices for the clinic. List all of the expenses on the form with a brief description of the expense.
You must submit invoices within six months from the end of the month in which the invoices were issued. Any invoices that are more than six months old will not be reimbursed.
Fees that are paid once to cover several months will be reimbursed for the full period unless partial payment is requested. If a physician moves after full payment has been made, no credit will be provided.
The clinic must list all physicians on the reimbursement form. For the reimbursement calculation, the costs will be divided equally among all of the physicians unless alternate percentages are provided.
Physicians must authorize costs allocated to them that are greater than $1,500. Sign the form to authorize payment. If costs are less than $1,500 per physician, no additional authorization is required.
All the physicians working at the clinic must be identified (both full time and part time) and the percentage of the costs for which they are responsible.
Physicians must declare one clinic for funding purposes and only request reimbursement for that clinic. If physicians wish to change the “declared clinic,” they must complete a Change Request Form.
Physicians who wish to change the bank account where their funding is deposited must complete a Change Request Form.

VCUR 2008 EMR Funding Extension Program physicians use one of the three electronic medical record (EMR) vendors.

To learn more about these vendors and upcoming demonstrations of their products in your area, visit their websites:

What to do when something isn't working

When something in an EMR solution does not work properly, contact your EMR vendor's service desk to address and resolve the problem. Contact numbers and the steps for escalating solution issues are also provided below.

TELUS Health Solutions Med Access

The general toll-free Med Access Help Desk number is 1.888.781.5553, option 1.

Call EMR Client Services and describe the problem as clearly as you can. Before ending your conversation with the client services representative, make sure to ask for the:

Ticket number assigned to your problem.
Name of the person who took your call.
Expected resolution time and/or date.

If an issue remains unresolved:

Call the Med Access Help Desk at 1.888.781.5553, option 1, and ask why the issue is not resolved. Provide the ticket and/or case number and ask for a progress update. Ask for a new resolution time and/or date.
If issues are not resolved by the expected time, call the Med Access Director, EMR Client Services at 1.250.448.7788. Provide the ticket and/or case number and ask to investigate the delay. Ask for a new resolution time and/or date.
If issues are not resolved, escalate again to the Med Access Director, EMR Client Services at 1.250.448.7788. Provide the ticket and/or case number and ask for a new resolution time and/or date.

TELUS Health Solutions ─ PS Suite

The general toll-free Technical Assistance Center number for PS Suite is 1.800.265.8175, option 1.

Call the Technical Assistance Center and describe the problem clearly. Before ending your conversation with the client services representative, make sure to ask for the:

Ticket or case number which is assigned to your problem.
Name of the person who took your call.
Expected resolution time and/or date.

If an issue remains unresolved:

Call the Technical Assistance Center and ask for the supervisor. Provide the incident/ticket number and ask the supervisor to provide an update.

If the ticket needs to be reviewed further, ensure the supervisor provides an acceptable date and time for communicating the update. Once an update has been provided, ask for a new date and time for the resolution of the ticket.
- Supervisor, Technical Assistance Center
  T 1.613.696.0916
When the issue has not been resolved by the date provided by the Technical Assistant Center supervisor, call the manager of the Technical Assistance Center.

Provide the incident/ticket number and ask the manager to provide an update. If the ticket needs to be reviewed further, ensure the manager of the Technical Assistance Center provides an acceptable date and time for communicating the update. Once an update has been provided, ask for a new date and time for the resolution of the ticket.
- Manager, Technical Assistance Center
  T 1.613.683.1790
If your incident/ticket has not been resolved, call the director of the Technical Assistance Center. Provide the incident/ticket number and ask the director to provide an update. If the ticket needs to be reviewed further, ensure the director of the Technical Assistance Center provides an acceptable date and time for communicating the update. Once an update has been provided, ask for a new date and time for the resolution of the ticket.
- Director, Technical Assistance Center
  T 1.604.579.1036

TELUS Health Solutions ─ Wolf EMR

The general toll-free TELUS Health Solutions Service Desk number is 1.866.879.9653, option 1.

Call the TELUS Health Solutions Service Desk and describe the problem clearly. Before ending your conversation with the client services representative, make sure to ask for the:

Ticket or case number assigned to your problem.
Name of the person who took your call.
Expected resolution time and/or date.

If an issue remains unresolved:

Call the TELUS Health Solutions Service Desk and ask for the team lead of the Technical Assistance Center. Provide the ticket/case number and ask for a progress update. Ask for a new resolution time and/or date.
- Supervisor, Technical Assistance Center
  T1.866.879.9653 ext. 252
If the issue is still not resolved by the expected time and/or date, call the TELUS Health Solutions Service Desk management and ask to speak with the director of the Technical Assistance Center. Provide the ticket/case number and ask to investigate the delay. Ask for a new resolution time and/or date.
- Manager, Technical Assistance Center
  T 1.604.579.1036
If issues are not resolved, escalate to TELUS Health Solutions qualified service provider management and ask to speak with the vice president of Client Service. Provide the ticket/case number and ask for a new resolution time and/or date.
- VP Client Service
  T 1.604.506.4792

What is the VCUR 2008 EMR Funding Extension Program?

The program is the method by which the AMA and Alberta Health will fulfill certain funding commitments made under the Physician Office System Program’s (POSP’s) guidelines.

The extension program continues funding for physicians using VCUR 2008 electronic medical records (EMRs) as of January 31, 2014, up to their maximum reimbursement amount of $35,000, or until the program funding is exhausted, the funding agreement with Alberta Health terminates or March 31, 2019, whichever comes first.

POSP ended on March 31, 2014, and the VCUR 2008 Funding Extension program began April 1, 2014.

Who is eligible for physician funding under the program?

Physicians must meet the following requirements to be eligible for funding after March 31, 2014:

The physician must have achieved Milestone 3 (Go-Live) and been using a VCUR 2008 EMR solution by January 31, 2014.
The physician must have signed an offer to participate.
The physician must be still using a VCUR 2008 EMR solution.
The physician must be in good standing with the College of Physicians & Surgeons of Alberta.
The physician must be providing insured services within the province of Alberta.

What is the “Offer to Participating Physician”?

The Offer to Participating Physician outlines the conditions under which a physician may continue to receive funding for a VCUR 2008 EMR after March 31, 2014.

Why do I have to sign a new document to receive funding?

POSP ceased to exist on March 31, 2014, and the Physician Participation Agreement you signed with POSP is no longer in effect. The Offer to Participating Physician outlines the conditions under which you will be receiving ongoing funding under the VCUR 2008 EMR Funding Extension Program.

What percentage of my costs will be reimbursed?

The VCUR 2008 EMR Funding Extension Program will reimburse 70% of eligible costs, just as POSP did.

Each eligible physician who implements a VCUR 2008 EMR solution by January 31, 2014, is eligible for a maximum reimbursement of up to $35,000 (70% of $50,000), including GST.

Does the VCUR 2008 EMR Funding Extension Program offer services to support my EMR use?

No. It is strictly a funding program. You can contact your EMR vendor for support.

In the past my EMR vendor submitted invoices to POSP and I was reimbursed. Will the reimbursement process change?

Yes, the process is changing. As of April 1, 2014, your vendor will no longer be submitting invoices to the AMA. Instead, your clinic will be responsible for submitting your invoices to receive reimbursement. A step-by-step process is provided in the Program Guidelines.

After the Master Services Agreement (MSA) expires, the physician may choose to obtain some items from a source outside of their EMR provider (hardware, ISP and service contracts for example).

To enable this flexibility rather than the former process where the EMR vendor submitted invoices on the clinic’s behalf, the clinic will now be responsible for submitting invoices from a variety of vendors to the program for reimbursement of eligible EMR expenses. Physicians and EMR vendors should discuss implications of support issues for these items if obtained elsewhere.

Will I receive funding if I move to another clinic using a VCUR 2008 EMR?

If you currently receive VCUR 2008 funding and move to another funded VCUR 2008 clinic, you remain eligible for continued funding provided you have not reached your $35,000 maximum reimbursement amount and the VCUR 2008 Funding Extension Program is still in place.

It is worth noting that you can apply your reimbursement funding to the costs associated with migrating your data from one VCUR 2008 EMR to another.

What happens to my funding if I move to a clinic using a non-VCUR 2008 EMR and then later move to a clinic with a VCUR 2008 EMR?

You will not be funded during the period of time in which you are using the non-VCUR 2008 EMR.

If you later move to a clinic with a VCUR 2008 EMR and meet the program eligibility requirements, your funding will be reinstated as long as you have not yet reached your maximum reimbursement amount and the VCUR 2008 EMR Funding Extension Program is still in place.

After March 31, 2014, where can find the forms I need to submit my invoices or change my contact information?

Any forms you need will be available on VCUR 2008 EMR Funding Extension Program web pages.

Who do I contact if I have questions about the new program?

Email: emrfep@albertadoctors.org
T: 780.452.1616
Toll Free: 1.866.817.3875

What are the significant guideline and process changes between the Physician Office System Program and the VCUR 2008 EMR Funding Extension Program?

The key changes allow physicians more flexibility in several areas and reflect the primary role of the new program as providing funding rather than EMR implementation services and funding:
- There is no longer a requirement that physicians maintain a valid contract with their QSP. After the MSA expires on March 31, 2014, all physician vendor contracts end and the parties may choose to operate without a contract in place (on a month-to-month basis) or renegotiate a new contract.
- After the MSA expires, the physician may choose to obtain some items from a source outside of their EMR provider (hardware, ISP and service contracts for example). To enable this flexibility rather than the former process where the EMR vendor submitted invoices on the clinic’s behalf, the clinic will now be responsible for submitting invoices from a variety of vendors to the program for reimbursement of eligible EMR expenses. Physicians and EMR vendors should discuss implications of support issues for these items if obtained elsewhere.
- The $20,000 one-time cost cap has been removed as it limits the ability of physicians to purchase additional hardware or replace failing hardware.
- The MSA required specific physician unit pricing which restricted how physician’s funding was allocated within the clinic. This requirement has been removed as the MSA will no longer be in effect. Physicians can instead identify how much of their funding amount is to be applied to clinic EMR costs. This may also allow physicians to support costs related to non-eligible physicians within their clinic.
- The funding extension program will not provide any monitoring of PIA compliance. The obligation for the physician to have a valid PIA is identified in the Offer to Participate and through the Health Information Act.

Can physicians use their funding to support their unfunded colleague’s EMR use?

Yes, a physician can authorize the allocation of their funding to address the cost of using the EMR incurred by other physicians within their clinic. This is accomplished by completing a reimbursement form to reflect the desired amount. (If more room is required, attach the “Additional Physician Information” sheet.) The result of doing so is the funded physician’s reimbursement allowance will be consumed more rapidly.

If a physician retires from practice, what happens to their remaining VCUR 2008 funding?

EMR funding is provided to support an eligible physician's one-time and recurring EMR costs. Since the retired physician will no longer be using the EMR, they would not be eligible for reimbursement of ongoing costs and further funding would not be available.

Funding is not transferable to any physician who may replace the retiree. However, in the months prior to retirement, a physician could plan to maximize their reimbursement funding.

Can physicians receive funding beyond the cost of their EMR?

The total amount of funding physicians receive for their EMR, including funding from the VCUR 2008 EMR Funding Extension Program, may not exceed 100% of the total costs of their EMR. The amount reimbursed through the VCUR 2008 Funding Extension Program will be reduced by the total amount of funding received in excess of 100% of the EMR.

When a rebate or other reduction received by a physician from a vendor in regard to their EMR contract or month to month agreement is included in the vendor invoice, 70% of the net invoice will be reimbursed.

Can physicians receive funding from more than one source?

Yes, provided the total amount of funding received for the EMR does not exceed 100% of the total cost of the EMR.

Can physicians participate in EMR initiatives that generate revenue?

Yes. Revenue generated through the use or operation of an EMR solution is permitted and will not reduce the amount reimbursed through the program, provided it is independent of the physician-vendor EMR contract or month-to-month agreement for which the VCUR 2008 Funding Extension Program reimburses.

How long does a physician’s obligation continue under the VCUR 2008 EMR Funding Extension Program?

As long as a physician is receiving funding for the use of the EMR through the VCUR 2008 EMR Funding Extension Program, they are obligated to meet the terms agreed to in the Offer to Participating Physicians.

Once a physician has reached their maximum funding amount and paid the related vendor invoices, they are released from the program’s obligations. The program is voluntary and physicians may choose to withdraw at any time.

Find links to VCUR 2008 EMR Funding Extension Program forms and participation offers.

Offer to participating physicians

Eligible physicians must sign an offer to participate in the VCUR 2008 EMR Funding Extension Program. This offer replaces the Physician Participation Agreement that was signed when the physician was enrolled in the Physician Office System Program.

Physicians who do not complete the offer will not be eligible to receive funding. They remain eligible for the program but cannot receive reimbursement for eligible expenses until the offer is completed.

Funding will be applied retroactively to eligible expenses to a maximum of six months, as per the 2014–2019 Program Guidelines.

Download the Offer to Participating Physician >>

Eligibility requirements

If the AMA is unable to determine the eligibility of a physician for the program, this form may be requested. Upon request, please submit the following form by fax or email.

Download the EMR FEP Eligibility Form >>