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