EHR System Optimization

September 5, 2014

Solving for today. Preparing you for tomorrow

M. Larson Yuill

4 years with Galen Healthcare

27 years of clinical experience in hospitals and ambulatory care

7 years working with the Allscripts product

Melanie Rudd

2 years with Galen Healthcare

10+ years project implementation experience

Galen certified advanced Note and Order/Result

Presenters

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Agenda

What is a ‘System Optimization’?

Does every organization need to perform one and when?

What are the steps or stages of the “Optimization” process?

What does a S/O accomplish?

How can your organization prepare for one?

What is a System Optimization?

• Optimization: The process of making

something as functional or effective as

possible.

• Full function of the system used?

• Patient care, order life cycle completion improved?

• Appointment booking rate, patient flow improved?

• Fully paperless?

Poll Question # 1

Types of System Optimization

• MU Optimization : Gap analysis Stage I – II

• Specific functions within the EHR – Note, Tasking,

Order and Result.

• Specific Function – EXAMPLE - Preferences

Preferences - Med

Preferences - ALERTS

Types of System Optimization Cont.

• Specific workflows within the organization

• Specialty Optimization –

• The EHR system as a whole – The network, project

planning moving forward.

Effects on users -

• Evaluate end user workflows

and identify ways to increase

efficiency.

• Have them verbalize what

they are doing.

Effects on users -

• Added system function since go-live.

• Users feedback.

• Advanced Education.

Does every organization need to perform

one and when?

• Old standard – 90 days post go-live.

• Current Standard - System optimizations on an ongoing basis.

• Frequency based on Org size / # Users.

• MU Requirements = Changes in function.

• Prepare users for Meaningful Use Stage 2 and beyond.

What are the steps/stages of the

Optimization process?

• Engage

• Prepare

• Assessment

• Plan (of action)

• Monitor-Results

What Does a S/O Accomplish?

Documentation supporting:

1. The chosen Objective(s)

2. Findings

3. Plan for resolution

4. Measurable result

• Completing this process will Allow -

• Clarity in system issues vs Organizational issues

• Prepared to move forward

Change Control Policies:

• Every Client should have a change

control policy in place

• Track what changes are made

• The projected implications to the

system w/ each change

• Change request : how do users make

request.

Poll Question # 2

How can your organization prepare for

one?

• Maintain an accurate Configuration Workbook at

all times.

• Informed Users = Positive involvement

• User list – Clean up

• Reports: Analytics or SQL, get a baseline

Remain Current

Up to date on hotfixes and patches (review the Known Issue List

and Release Notes)

Download current CareGuides, Noteforms, Medcin, and Unity

updates

Stay current on client and server hardware infrastructure needs –

review the System Environment Specifications (SES) document

regularly

Work your queues

Review the Print / Fax queue on a “real-time” basis throughout the

day

Expand the group of folks responsible for this task so that one

person isn’t burdened with it. Maybe a morning person and an

afternoon person would be a good split for your organization

Review your Lab or other 3rd-party system integrations and

interface configurations

Ensure that any errors are being worked regularly, so that

interfaced items are being processed in a timely fashion

Technical Considerations

• Review load balancing configuration on servers with a qualified

technical resource

• Review IIS compression settings on all servers with a qualified

technical resource

• Bandwidth – ensure bandwidth needs to sites are adequate

• Review Printer Server (especially 2008/R2) and Database Server

best practices

• Review all Print Server configuration, architecture, and scaling

decisions

• Review antivirus active scanning exclusions and policies

• Review Database Virtualization best practices

• Review Citrix Virtualization best practices

Allow Galen to help your organization

with EHR System optimization

Meaningful Use Specialty

Order / Result Note

Workflow Deployment Strategy

Project Planning Technical Configuration

Questions ? ? ? ? ? ? ?

Configuration Workbook - Blog article:

http://blog.galenhealthcare.com/2014/06/16/its-all-in-your-head/

Change Management – Blog article

http://blog.galenhealthcare.com/2014/08/06/when-did-this-change/

Thank you for joining us today.

For additional assistance contact us through our website at

www.galenhealthcare.com