ABCs of Transitioning from Paper to Electronic Documentation

ABC’s of Transitioning from Paper to Electronic Documentation Donna Pynn RN, MHST (c) Timelines Introduction Canada Health Infoway’s vision is for all Canadians to have an electronic health record (EHR) by 2016. Ontario’s provincial strategy is aligned with this vision, as is the Central East Local Health Integrated Network (CELHIN). Rouge Valley Health System (RVHS) invested in an electronic documentation system (OBTrace. Vue )to help achieve this common vision. OB Trace. Vue, or more commonly known as OBTV by the clinical staff has the potential to cover the entire continuum of gynecological and obstetrical care, combining surveillance and alarming with comprehensive patient documentation and data storage in one system. ICT computer classes offered Share building blocks used to build and implement an electronic documentation system into the Women's and Children's birthing centre and identify lesson learned. A- Project Management Approach q Experienced Project Lead (Project Charter) q Establish Committee Membership: Clinical Informatics, Clinical End Users, Physician Lead, Professional Practice , Health Information , Information and Communication, Biomed, Pharmacy. Biomedical engineering. Phillips representatives Workflo • June- July • Inventory of interdisciplinary documentation revealed > 70 forms w Analysis Build & • September Configur • Configuration of screens, build forms templates. e Policies Purpose • May- June • Information and Communication Literacy test distributed to all clinicians-Basic Critical Success Factors • October • Create five policies • e. g. Electronic Documentation Standards Policy; Downtime Policy • October -November 2 Educati • Creation of educational plan and materials • Super User and End User classes B- Robust Educational Plan q Information and communication (ICT) literacy assessments q Development of multiple educational material (technical self learning package, reference checklists, roadmaps, evaluations) on • November 4 th, 2009 • Implementation Day Go Live Building Blocks Sustain • November 4 -> onwards • Sutainability Strategies C -Change Management Strategy q William Bridges Change Theory q Designated change management agent q Aggressive sustainability plan Saying goodbye to the old way C Transitio ning through the new way Accepta nce of OBTV Change Theory Lessons Learned A Project Management B Education Plan 1. 2. 3. 4. Physician Engagement Realistic Timelines Identify all Possible Stakeholders Attention to Sustainability Plan For more information contact Donna Pynn Clinical Informatics email: dpynn@rougevalley. ca or 416 -284 -1131 x 4261