Steps for Success in EHR PlanningSteps for Success in EHR Planning

Bill French, VP eHealth StrategiesBill French, VP eHealth StrategiesWisconsin Office of Rural Health HIT Implementation Wisconsin Office of Rural Health HIT Implementation

WorkshopWorkshopStevens Point, WIStevens Point, WIAugust 24, 2007August 24, 2007

10 Steps to Success10 Steps to Success

1.1. Define goals that fit into corporate visionDefine goals that fit into corporate vision

2.2. Gain the commitment of physician Gain the commitment of physician championschampions

3.3. Set appropriate expectationsSet appropriate expectations

4.4. Commit to cultural and process changesCommit to cultural and process changes

5.5. Create a communication planCreate a communication plan

10 Steps to Success10 Steps to Success

6.6. Obtain senior level commitmentObtain senior level commitment

7.7. Don’t underestimate the impact on the Don’t underestimate the impact on the organizationorganization

8.8. Create the necessary structureCreate the necessary structure

9.9. Create measurement structure to evaluate Create measurement structure to evaluate successsuccess

10.10. Create a realistic timeline and project planCreate a realistic timeline and project plan

Define GoalsDefine GoalsDefine goals that fit into corporate visionDefine goals that fit into corporate vision

Set clear, measurable goalsSet clear, measurable goals

Define a plan of action for achieving the Define a plan of action for achieving the goalsgoals

Determine how you will measure the Determine how you will measure the success of the goalssuccess of the goals

All staff need to have one shared visionAll staff need to have one shared vision

Some GoalsSome Goals

Provide concurrent access to the medical Provide concurrent access to the medical record multiple providers record multiple providers

Improve quality of careImprove quality of care

Enhance patient safetyEnhance patient safety

Support health maintenance, preventive Support health maintenance, preventive care, wellnesscare, wellness

From “Organizing your Efforts” webcast

Some Goals (cont)Some Goals (cont)

Increased productivityIncreased productivity

Reduce hassle factors/improve satisfaction Reduce hassle factors/improve satisfaction for clinicians, consumers, and caregivers for clinicians, consumers, and caregivers

Support revenue enhancementSupport revenue enhancement

Support predictive modeling, and contribute Support predictive modeling, and contribute to development of evidence-based to development of evidence-based healthcare guidancehealthcare guidance

Physician ChampionsPhysician Champions

Gain the commitment of physician championsGain the commitment of physician champions

Number one indicator for EHR successNumber one indicator for EHR success

Involve the physician champion throughout the Involve the physician champion throughout the planning processplanning process

Help the champion to identify and work with Help the champion to identify and work with staff resistancestaff resistance

Make sure the champion understands what is Make sure the champion understands what is being required of thembeing required of them

Physician Champion

Roles and ResponsibilitiesRoles and ResponsibilitiesServing as an advocate Serving as an advocate

Making the case for changeMaking the case for change

Constantly communicating the message in Constantly communicating the message in multiple ways to multiple groupsmultiple ways to multiple groups

Being a role model and a facilitator or change Being a role model and a facilitator or change

Understanding and be adaptable to diversity of Understanding and be adaptable to diversity of physicians physicians

Physician Champion

Involved throughout the EHR planning and Involved throughout the EHR planning and implementation processimplementation process

Serving as a mentorServing as a mentor

Working to identify and manage resistance by Working to identify and manage resistance by other cliniciansother clinicians

Showing other clinicians the value that can be Showing other clinicians the value that can be attained from an EHRattained from an EHR

ExpectationsExpectations

Set appropriate expectationsSet appropriate expectations

Complete a readiness assessmentComplete a readiness assessment

Share goals with staff Share goals with staff

Gather staff’s current expectations and Gather staff’s current expectations and utilize throughout the selection processutilize throughout the selection process

Cultural and Process ChangesCultural and Process Changes

Commit to cultural and process changesCommit to cultural and process changesAn EHR is just a tool – the process changes An EHR is just a tool – the process changes provide the outcomesprovide the outcomesIdentify hospital cultural concerns and Identify hospital cultural concerns and address in staff meetingsaddress in staff meetingsBegin process mapping current processes and Begin process mapping current processes and identifying “stuck points”identifying “stuck points”Identify how processes may change with an Identify how processes may change with an EHREHR

CommunicationCommunication

Create a communication planCreate a communication planLack of communication is often a reason for failed Lack of communication is often a reason for failed implementationsimplementationsCreate a communication plan for the entire Create a communication plan for the entire processprocessInclude patientsInclude patientsAsk staff what they would like to know about the Ask staff what they would like to know about the process, and how would they like to hear itprocess, and how would they like to hear it

Senior Level CommitmentSenior Level Commitment

Obtain senior level commitmentObtain senior level commitment

Identify and support a project managerIdentify and support a project manager

Eliminate administrative barriers to EHR Eliminate administrative barriers to EHR adoptionadoption

Identify and budget for adequate IT support Identify and budget for adequate IT support

Impact on the OrganizationImpact on the Organization

Don’t underestimate the impact on the Don’t underestimate the impact on the organizationorganization

Staff’s current computer skill setsStaff’s current computer skill sets

Inventory current forms and reports necessary Inventory current forms and reports necessary for moving forwardfor moving forward

Time and resources necessary for the changeTime and resources necessary for the change

MetaStar ResourcesMetaStar Resources

EHR Budget WorksheetEHR Budget Worksheet

Process/Benefits mapProcess/Benefits map

Cost/Benefit AnalysisCost/Benefit Analysis

Computer Knowledge Evaluation ToolComputer Knowledge Evaluation Tool

Forms and Reports InventoryForms and Reports Inventory

StructureStructure

Create the necessary structureCreate the necessary structureThe chief information officer CANNOT do The chief information officer CANNOT do this alone!this alone!Identify current staff that are interested in the Identify current staff that are interested in the topic or would be super userstopic or would be super usersCreate a multi-disciplinary team to plan, Create a multi-disciplinary team to plan, select and implement the EHRselect and implement the EHRCreate a meeting schedule on a consistent Create a meeting schedule on a consistent basisbasis

Steering Committee CompositionSteering Committee CompositionMembershipMembership PurposePurpose

Medical director of IS, medical informaticistMedical director of IS, medical informaticist Coordinates physician EHR processesCoordinates physician EHR processes

Representative of affiliated medical staffRepresentative of affiliated medical staff Liaison to physician communityLiaison to physician community

Representative employed physicianRepresentative employed physician Will be among primary physician usersWill be among primary physician users

Representative member of house staffRepresentative member of house staff Will be among primary physician usersWill be among primary physician users

Other patient care providers (i.e. PA, NP, Nurse)Other patient care providers (i.e. PA, NP, Nurse) Coordinates nursing EHR processesCoordinates nursing EHR processes

Patient Care staffPatient Care staff Provides “big picture” perspective of care processesProvides “big picture” perspective of care processes

Health information management professionalHealth information management professional Provides documentation and legal supportProvides documentation and legal support

Chief information officerChief information officer Primary support for IT functionsPrimary support for IT functions

Ancillary department representativesAncillary department representatives Coordinates operational with clinical computingCoordinates operational with clinical computing

Others as needed:Others as needed:-Consultants and legal counsel Consultants and legal counsel -Chief financial officerChief financial officer-Quality, compliance, risk managersQuality, compliance, risk managers-Human resources/labor relationsHuman resources/labor relations-IT staffIT staff

- Unbiased facilitation; contractual advice- Unbiased facilitation; contractual advice- Financing options and return on investment- Financing options and return on investment- Patient safety and quality of care coordination- Patient safety and quality of care coordination- Impact on staff; training- Impact on staff; training- Specifics regarding technical infrastructure- Specifics regarding technical infrastructure

Chief operation officerChief operation officer Executive sponsorExecutive sponsor

Measurement and SuccessMeasurement and Success

Create measurement structure to evaluate Create measurement structure to evaluate successsuccess

Create a mechanism for consistent Create a mechanism for consistent measurementmeasurement

Celebrate successes along the wayCelebrate successes along the way

Identify “quick wins” Identify “quick wins”

Timeline and WorkplanTimeline and Workplan

Create a realistic timeline and project planCreate a realistic timeline and project planIdentify when each phase will be completedIdentify when each phase will be completedIdentify which tasks will be completedIdentify which tasks will be completedSet goal start and end dates to each taskSet goal start and end dates to each taskAssign person responsibleAssign person responsibleHave check-in opportunitiesHave check-in opportunitiesBe realisticBe realistic

Time for QuestionsTime for Questions

QuestionsQuestions

CommentsComments

Contact InformationContact Information

Bill FrenchBill FrenchVP eHealth StratgiesVP eHealth Stratgies

MetaStarMetaStarbfrench@metastar.combfrench@metastar.com

(608) 441-8246(608) 441-8246

This material was prepared by MetaStar, the Medicare Quality Improvement Organization for Wisconsin, This material was prepared by MetaStar, the Medicare Quality Improvement Organization for Wisconsin, under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S.

Department of Health and Human Services. The contents presented do not necessarily reflect CMS Department of Health and Human Services. The contents presented do not necessarily reflect CMS policy.  8SOW-WI-INP-07-113 policy.  8SOW-WI-INP-07-113