Hospital Information System (HIS) Stakeholder Consultation Mackenzie Health, Southlake Regional Health Centre and Stevenson Memorial Hospital

Agenda

1. Introduction 2. Background3. Definitions4. Preparing for the Sessions5. Objectives of the Sessions6. The Process7. Next Steps

Background

Mackenzie Health, Southlake Regional Health Centre and Stevenson Memorial

Hospital are defining requirements that will be used as a basis for an RFP to obtain a

new HIS

A baseline requirements document that include clinical functional requirements has

been developed.

Stage 1 pass (vertical silos of departmental assessments) has been completed.

Entering Stage 2 (inter-disciplinary, inter-organizational) is very important to validate the requirements from a patient journey and

operational efficiency perspective.

Definitions

Functional Requirement Are the specific functions, tasks or behaviors the system must support, perform or

enable.“What you want the system to do” and “How does it support my work”

Category / Sub CategoryClinical requirements are broken down into Categories / Subcategories (i.e. Clinical &

Diagnostic Support Department Requirements Laboratory Hematology)Any new requirements will need to be categorized

Differentiator A specific functional requirement that is seen as being of unique importance that distinguish an application or module.

Differentiators can be used in the RFP to create written responses that can be evaluated with more weight and they can be written into Use Cases to become part of vendor demonstrations

Use CaseA use case is a software and system engineering term that describes how a user uses

a system to accomplish a particular goal. A Patient Journey could be used to describe what the hospital would refer to as a use case.

Preparing for the Session

Unit Managers and/or Process Leads have identified key stakeholders and have provided them with the agenda, examples of case scenarios and communicated context for the sessions.

Ideally, stakeholders should review examples of case scenarios provided, come prepared to discuss other scenarios that are relevant and have a high level awareness of the functional requirements related to their area.

A copy of the functional requirements (word document) that are relevant for each session should be available at the sessions so that participants can refer to the functional requirements if needed.

Stakeholders should be “freed up” to stay for the duration of their session.

Objectives of the Sessions

Stakeholder sessions are the beginning of the Stage 2 pass (inter-disciplinary, inter-organizational, patient flow/advocacy, and operational efficiency perspective) for the three hospitals. These sessions:

Encourage dialogue/discussion among stakeholders about functional requirements that are essential in their workflow processes and patient journey.

Elicit discussion about high priority requirements. May reveal ‘common needs’ across the continuum. Bring forward recommendations for use case scenarios for

vendor demos.

The Process

There will be at least 1 facilitator at each site for every session. Process Leads and Unit Managers will be at the sessions Stakeholders will be provided (and you may bring forward) use case

scenario(s) and will be asked to have dialogue / discussion on what functional requirements are necessary in the patient journey.

Reference can be made to the functional requirements document. There will be a recorder assigned in each session to capture key

functional requirements brought forward. At the end of each session, both sites will report back on their

discussion, functional requirements captured and will suggest use case scenarios for vendor demos

Once the sessions are completed, Healthtech will provide documentation that captures the stakeholder feedback and recommended use case scenarios for vendor demos.

7

Why are we doing this? Your involvement is a critical success factor to this initiative and

future adoption of the HIS. You know your patient care areas and the patient journey You know what the limitations are with your current systems You have an opportunity to shape the future for the HIS

Constraints Limited by time in these sessions to review all possible scenarios

and invite all possible stakeholders

However, if there is any additional feedback that you would like to provide following these sessions, your are encouraged to contact

the Process Lead identified in your session.

The Process (cont’d)

8

Outcome of these sessions could: Encourage further dialogue/ discussion with stakeholders. Prompt additional sessions with different stakeholders.

Process Leads and Core Team shall: Use the feedback from these sessions to validate the

requirements, identify additional differentiators, and recommend any additions, deletions or corrections to the functional requirements.

Determine which scenarios would be most appropriate and essential for vendor demos

Participate in finalizing the functional requirements, subsequent RFP questions, and enable a structured evaluation process.

Next Steps