Configuring Electronic Health Records Migration to an Electronic

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Configuring Electronic Health Records Migration to an Electronic Health Record System Lecture b This

Configuring Electronic Health Records Migration to an Electronic Health Record System Lecture b This material (Comp 11 Unit 1) was developed by Oregon Health & Science University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number 90 WT 0001. This work is licensed under the Creative Commons Attribution-Non. Commercial-Share. Alike 4. 0 International License. To view a copy of this license, visit http: //creativecommons. org/licenses/by-nc-sa/4. 0/.

Migration to an Electronic Health Record System Learning Objectives - 1 • Describe the

Migration to an Electronic Health Record System Learning Objectives - 1 • Describe the process of initial planning, including identification of stakeholders, champions, management and implementation teams, and determining appropriate members for a steering committee (Lecture a) 2

Migration to an Electronic Health Record System Learning Objectives - 2 • Develop a

Migration to an Electronic Health Record System Learning Objectives - 2 • Develop a timeline for choosing and implementing an electronic health record, including defining the scope of implementation, budget estimates, and additional critical steps to build a basic strategic plan for implementation (Lecture a, b) 3

Migration to an Electronic Health Record System Learning Objectives - 3 • Develop functional

Migration to an Electronic Health Record System Learning Objectives - 3 • Develop functional requirements, including a workflow analysis and a gap analysis, and recognizing when to bring in expertise (Lecture a) 4

Migration to an Electronic Health Record System Learning Objectives - 4 • Develop and

Migration to an Electronic Health Record System Learning Objectives - 4 • Develop and applying criteria for selecting an appropriate vendor for the electronic health record including (Lecture b): – Generate an RFI/RFP – Select an appropriate system, including utilizing an appropriate ranking model – Generate interface requirements – Compare and contrast EHR solutions (e. g. locally hosted versus cloud solutions) 5

Migration to an Electronic Health Record System Learning Objectives - 5 • Negotiate a

Migration to an Electronic Health Record System Learning Objectives - 5 • Negotiate a contract (Lecture b) • Develop a training plan (Lecture b) 6

Migration to an EHR • Develop and apply criteria for selecting an appropriate EHR

Migration to an EHR • Develop and apply criteria for selecting an appropriate EHR vendor – Generating RFI and RFP – Selecting an appropriate system o Using an appropriate ranking model o Generating interface requirements o Comparing and contrasting EHR solutions – How to negotiate a contract – How to develop a training plan 7

Identify The Leaders • Who will make the decisions regarding system purchasing and implementation?

Identify The Leaders • Who will make the decisions regarding system purchasing and implementation? • Who are the champions? • Who will manage the process? 8

Select Requirements Specifications • This stage asks “what elements of the EHR are needed?

Select Requirements Specifications • This stage asks “what elements of the EHR are needed? ” • Essential in the vendor selection process • Helps to determine what is essential • RFI (Request For Information) can be issued if more information needed – Tool to ask vendors about their products 9

Write the Request For Proposal (RFP) - 1 • Open request to vendors –

Write the Request For Proposal (RFP) - 1 • Open request to vendors – Tells vendors about the organization – How to respond with the specific information about product • Criteria should include questions regarding: – Specification of vendor system – Criteria and federal certification processes – Cost for implementation – Interoperability – Vendor support 10

Write the Request For Proposal (RFP) - 2 • Answers the questions of how

Write the Request For Proposal (RFP) - 2 • Answers the questions of how a vendor will meet individual organization needs • It should include a summary of – Costs – Training – Support of project from beginning to post implementation – Implementation methodology – Post implementation assessment tools 11

System Selection - 1 • Need to narrow the field of contenders before demonstrations

System Selection - 1 • Need to narrow the field of contenders before demonstrations – Does product meet requirements? – Does product have favorable ratings? – Is product suitable for size and operations of organization? • Schedule vendor demonstrations – Prepare a selection tool (ratings form) – Have vendors demonstrate scenarios in addition to features 12

System Selection - 2 • Check references – Discuss with other organizations that have

System Selection - 2 • Check references – Discuss with other organizations that have used the vendor’s product – Conduct site visits • Rank vendors • Select the final vendor/product 13

Interface Requirements • Software that integrates an EHR with other software • Need to

Interface Requirements • Software that integrates an EHR with other software • Need to specify interface requirements • Specify interaction with disease registries or health information exchanges • Interface with laboratory or practice management modules 14

Comparing EHR Features • Every EHR has a feature set • Identify essential feature

Comparing EHR Features • Every EHR has a feature set • Identify essential feature sets • Specify the desirable characteristics of the feature • Contrast comparable feature sets between EHRs 15

Negotiating A Contract • Define terms • Negotiate product features • Obtain legal assistance!

Negotiating A Contract • Define terms • Negotiate product features • Obtain legal assistance! 16

Developing A Training Plan - 1 • Analyze workflows • Different types of training

Developing A Training Plan - 1 • Analyze workflows • Different types of training – Live (in person) – Online (distance) • Different learning groups – Large groups – Small groups – One-on-one 17

Developing A Training Plan - 2 • Different Types of Sessions – In a

Developing A Training Plan - 2 • Different Types of Sessions – In a classroom – At-the-elbow • Different timings for sessions – During work hours – During evenings, nights and weekends • Different models of compensation – CME for providers 18

The Culture Of Change • Develop an organization development (OD) plan • Manage people

The Culture Of Change • Develop an organization development (OD) plan • Manage people and technology • Ensure cooperation and “buy-in” of all users • Identify champions and super users • Develop a training plan 19

Change Management • Who will lead the process of change management? • What will

Change Management • Who will lead the process of change management? • What will be the components of the change management program? • When will the program be implemented? • Where and in what ways will the discussion about change take place? • How will the program be operationalized? 20

Leading The Process Of Change • Change occurs at the very beginning of the

Leading The Process Of Change • Change occurs at the very beginning of the process • Include all employees in the changes that are anticipated • Change continues after EHR implementation • Focus on communication • Listen to employees • Encourage respect between people • Operationalize the change process using teams and tools • Manage expectations 21

 • • • Migration to an Electronic Health Record System Summary – Lecture

• • • Migration to an Electronic Health Record System Summary – Lecture b Vendor selection RFI and RFP generation System selection EHR solutions – compare and contrast Contract negotiations Training plan 22

Migration to an Electronic Health Record System Summary - 1 • The process required

Migration to an Electronic Health Record System Summary - 1 • The process required to move from a paperbased health record to an EHR system or from one EHR to another • Aspects of initial planning • How to determine a timeline for system selection and implementation • How to develop a set of functional requirements, a workflow analysis, a gap analysis, and recognize when to bring in expertise. 23

Migration to an Electronic Health Record System Summary - 2 • The process of

Migration to an Electronic Health Record System Summary - 2 • The process of vendor selection, and identified criteria to be used to generate a request for information (RFI) and request for proposal (RFP). • Developing interface requirements and selecting an EHR • The basics of contract negotiation, training plan development, and change management 24

Migration to an Electronic Health Record System References – Lecture b References Abdelhak, A,

Migration to an Electronic Health Record System References – Lecture b References Abdelhak, A, Grostick, S, Hanken, M, Jacobs, E. Health Information: Management of a Strategic Resource, 4 th Edition: Saunders. Adler KG. How to select an electronic health record system. Fam Pract Manag. 2005 Feb; 12(2): 55 -62. Amatayakul, Margret K. Electronic Health Records: A Practical Guide for Professionals and Organizations. 4 th Edition. AHIMA. Johns, M. Ph. D, RHIA. Health Information Management Technology: An Applied Approach 2 nd edition AHIMA Press 2007. Lorenzi, N, Kouroubali, A, Detmer, D, Bloomrosen, M. How to successfully select and implement electronic health records (EHR) in small ambulatory settings. BMC Medical Informatics and Decision Making, published on line 2009, v 9, 15. Lowes R. EMR Success: Training is the Key. Med Econ 2004 May 7 Z; 81(9): TCP 11 -4. The RFP Process for EHR Systems. Journal of AHIMA 78, no. 6 (June 2007): 73 -76. 25

Configuring Electronic Health Records Migration to an Electronic Health Record System Lecture b This

Configuring Electronic Health Records Migration to an Electronic Health Record System Lecture b This material was developed by Oregon Health & Science University, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number 90 WT 0001. 26