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Getting Ready for Stage 2
DVHIMSS Spring Education Event
June 14, 2012
Karen Ohl
Main Line Health System
Main Line Health
Main Line Health System• Four Acute Care Facilities• Standalone Rehab Hospital• Drug and Alcohol Treatment Center• Five Free Standing Outpatient Facilities
Department Structure• Centralized Information Services Department
serving all facilities reporting to CIO
Main Line Health: Key Statistics10,280 Employees 1,933 Medical Staff Members
1,168 Licensed Beds 12,536 Cardiovascular Discharges
65,824 Admissions 803,459 Outpatient Visits
7,456 Births 148,188 Emergency Visits
15,510 Inpatient Surgeries 19,339 Outpatient Surgeries
2008
6
Main Line Health: Applications Environment• Primary Vendors:
• Siemens - HIS, Radiology, Pharmacy, MAK, Patient Accounting, OPENLink Interface Engine. Soarian for Results, Clinical Documentation, Workflow, Order Entry and CPOE, EHR, Critical Care
• Cerner – One facility uses Cerner clinical suite for CPOE, documentation, and ancillary systems. In process of converting to Soarian
• NextGen – Practice Management and EHR• McKesson - Enterprise Radiology & Cardiology PACS, Medication dispensing
(robot-rx), Cardiology Information System (CIS)• PeopleSoft HR, GL, Materials and AP• Health Information Exchange (HIE) - MobileMD• Variety of other vendors for departmental and specialized functions. Over 130
applications in inventory
Agenda
Identifying Best Practices for implementing meaningful use initiative
Program Management Strategy
Staffing and Communication
Tracking and Reporting
Final recommendations
Overall Best Practice Recommendation in implementing Meaningful Use
• Do not approach as only an IT project
Establishing an ARRA executive steering committee.
Assigning operational and IT owners to every objective.• Focus on Long Term Goals (how to get to Stage 3)
Don’t work in silos, establish multidisciplinary project teams• Maintain open and constant communication
Adopt internal tracking and trending tools• Make MU part of department agendas• Establish system to improve compliance• Monitor metrics and celebrate success
Adapted from HIMSS webinar by McKesson on Beyond Meaningful Use Data
Driven Clinical Improvement: retrieved January 19, 2012
Best Practice Recommendations
Program Management Structure
Do not approach as only an IT project
Assigning operational and IT owners to every objective.
Focus on Long Term Goals
Program Management Structure: Stage 1
Developed Meaningful Use Program Strategy
Had a master project, “ARRA Initiative”, in our MS SharePoint Project Management system.
Tracking issues as well as progress of each objective was done at the ARRA program level.
Each objective was assigned a Operational Business Owner as well as an IT owner.
Initial gap analysis for each objective was done completed with these owners
Established PROJECTS within the PROGRAM
Some individual objectives in stage 1 were managed as projects within the Program
CPOE
Problem List
Medication Reconciliation
Quality Measures
Program Management Structure: Stage 1
Maintain clear communication path between PROJECTS and PROGRAM to ensure that work related to objectives:
Align MU objectives with MLH goals and strategic initiatives.
Continue involvement of objective owners
Quality Measures evaluation
Program Management Structure: Planning for Stage 2
Program Management Structure: Planning for Stage 2
Projects in progress or proposed for Stage 2
ePrescribe- Medication Reconciliation
Patient Portal
Health Information Exchange
Business Intelligence
Workflows
Care Plans
Best Practice Recommendations
Staffing and Communication Plans
Establishing an ARRA executive steering committee.
Assigning operational and IT owners to every objective.
Don’t work in Silos, establish multidisciplinary project teams
Maintain open and constant communicationMake MU part of department agendas
Staffing and Communication Planning for Stage 2
Expand the IT MU workgroup to be a
“Multidisciplinary MU workgroup team”
Define of MU objective and deliverables.
Review all final objective documentation and signoffs for completion.
Conduct project quality review to ensure objectives are on target and work is following program guidelines.
Methods of Program Communication
Reported progress using a “MU report card” to executive steering groups
Used our MS Project Management SharePoint workspace to store and share all documentation and information
Provided updates at various department meetings.
Methods of Program CommunicationPlanning for Stage 2
Stage 2 increase communication at department meetings
Present MU objectives as they relate to strategic plan and other initiatives taking place in the organization.
Best Practice Recommendations
Tracking and Reporting Methods
Adopt internal tracking and trending tools
Establish system to improve compliance
Tracking and Reporting in Stage 1
Tracked key milestones for each objective Technically available
Objective being used in Production Environment
Objective Met Threshold
Signoff
Function Live Hosp 1 Hosp 2 Hosp 3 Hosp 4 Reports
Adoption
Tracking and Reporting Planning for Stage 2
Plan to follow similar model as established in Stage 1.
Possibly use Business Intelligence software to generate the dashboard of objective thresholds.
Final Objective Summary Reporting Stage 1 and Plan for Stage 2
Summary per objective to capture key information about how we met the objective
Description of what was done
Links to any training materials or policy/procedures that may have been created or updated
Signoff from owners
Copies of final reports
Screen prints of any new fields
Reference materials
Celebrate your Success Recognize that implementing Stage 1 was a result of the
great efforts of many different individuals, project teams, workgroups and leadership committees working together.
Take time to acknowledge this achievement and build your team relationships. These teams will be working together for a long time.
Stage 2 Candy Gram Survival Kit Rubber band to remind you to be flexible Paper Clip to hold things together especially when they seem to be
getting out of control Gum to keep your stick to it attitude. It is worth a MINT! Starburst to give you an extra burst of energy Bandaid when the schedule gets rough. Smarties to give you the “smarts” to interpret the rules Candle to remind you there is light at the end of the tunnel (just not until 2015) Spoon for when you have to stir things up Hot Chocolate to remind you to relax Snickers to remind you to laugh 100,000 bar $because you are worth a lot to the team M&Ms for a memorable and “meaningful” Stage 2 implementation!
Final thoughts on recommendations we will follow again for Stage 2
Know the regulations
Utilize CMS and ONC websites
Work with your vendors
Network- MU user group
View each objective with not only “Technology in mind but People and Process”
Educate and Communicate
Help “connect the dots” how does MU objectives benefit and support other initiatives being worked on in the hospitals