Onboarding
Subrecipient rollout tracker
Where each of the 12 subrecipients is in the discovery → pilot → runbook → first-clean-upload sequence. The goal: every cell green by December 2026 so Jan 2027 is a cutover, not a scramble.
Subrecipients
12
All 12 active contracts
Pilots
5
One per EHR vendor
Stages complete
0 / 72
0% across 6 stages
Questionnaire
0 / 12
Returned
How this works
Step 1 · Discovery
DOH sends the 31-question intake to all 12 data coordinators. Concourse pastes responses into docs/onboarding/responses.md.
Step 2 · Pilot (5)
One subrecipient per EHR vendor runs a 60-min discovery call + 2-3h build session with Concourse. Output: a pilot-proven vendor runbook + the pilot's own clinic-specific runbook.
Step 3 · Scale (7)
The other 7 subrecipients on the same EHR vendors get the pilot's runbook, a 30-min instance-confirmation call, and a shadow build session only if their configuration differs meaningfully.
Pilots (5)
| Org | Name | EHR | Questionnaire | Discovery | Build | Runbook | 1st test | 1st clean | Notes |
|---|---|---|---|---|---|---|---|---|---|
PILOTCEDAR-RIVER | Cedar River Clinics | eClinicalWorks / NextGen | Sole eCW/NextGen subrecipient; pilot needed to determine actual platform. | ||||||
PILOTPHSKC | Public Health Seattle & King County | Epic | OCHIN Epic (confirmed). | ||||||
PILOTGHC | Grays Harbor County Public Health | Patagonia | Patagonia pilot candidate. | ||||||
PILOTJEFFERSON | Jefferson County Public Health | eMDs | Sole eMDs subrecipient. | ||||||
PILOTPCHS | Peninsula Community Health Services | Athenahealth | Athena pilot candidate (largest volume, 26 sites). |
Roll-out cohort (7)
| Org | Name | EHR | Questionnaire | Discovery | Build | Runbook | 1st test | 1st clean | Notes |
|---|---|---|---|---|---|---|---|---|---|
| PPCW | Planned Parenthood Columbia Willamette | Epic | |||||||
| PPGWNI | Planned Parenthood of Greater Washington and North Idaho | Athenahealth | |||||||
| PPGNHAIK | Planned Parenthood of the Great Northwest, Hawai'i, Alaska, Indiana, Kentucky | Epic | |||||||
| KLICKITAT | Klickitat County Health Department | Patagonia | |||||||
| CBHA | Columbia Basin Health Association | Athenahealth | |||||||
| FHC | Family Health Centers | Athenahealth | |||||||
| NEW | NE Washington (NEW) Health | Athenahealth |
Open asks for DOH
- Questionnaire sign-off + send. Brynn reviews
docs/onboarding/questionnaire.md, then emails it to all 12 subrecipients. (Concourse can draft the email.) - Confirm pilot subrecipients. Our suggested 5: PCHS (Athena), PHSKC (Epic), GHC (Patagonia), JEFFERSON (eMDs), CEDAR-RIVER (eCW/NextGen). DOH to approve or swap.
- Ahlers artifacts.Any screenshots, field specs, or historic emails from Ahlers about how each subrecipient's export is set up save us weeks.
- Sandbox EHR access. If any one pilot will grant read-only sandbox access to their EHR, the runbook fidelity for every other site on that vendor jumps materially.