Steps for Success in EHR Planning

1
Steps for Success in EHR Planning

• Jesi Wang
• Project Manager
• MetaStar

2
(No Transcript)
3
10 Steps to Success

• Define goals that fit into corporate vision
• Gain the commitment of physician champions
• Set appropriate expectations
• Commit to cultural and process changes
• Identify stakeholders and create a communication
  plan

4
10 Steps to Success

• Obtain senior level commitment
• Dont underestimate the impact on the
  organization
• Create the necessary structure
• Create measurement structure to evaluate success
• Create a realistic timeline and project plan

5
Define Goals

• Define goals that fit into corporate vision
• Set clear, measurable goals
• Define a plan of action for achieving the goals
• Determine how you will measure the success of the
  goals
• All staff need to have one shared vision

6
Why Goals?
Helps Educate
Initiates Change Management
Used in RFP process
Focuses Due Diligence
Helps Negotiate Contract Terms Implementation
Plan
Builds Scenarios for Testing Training
Identifies Successes
Adapted from materials created by MargretA
Consulting LLC
7
Define Goals

• The clinic goals should drive the EHR selection
  process. The vendor should NOT drive the
  selection process.
• If your goals are well written, selection
  criteria and expectations are easily defined.
• Not all clinic goals will be accomplished by
  implementing an EHR.

8
Why Adopt an EHR?

• Improve quality of care
• Enhance patient safety
• Support health maintenance, preventive care,
  wellness
• Increased productivity
• Reduce hassle factors/improve satisfaction for
  clinicians, consumers, and caregivers
• Support revenue enhancement
• Support predictive modeling, and contribute to
  development of evidence-based healthcare guidance

From Organizing your Efforts webcast
9
Be Specific

• Consider who, what, why, how, and when as you
  analyze these goals
• What functionality would you expect an EHR to
  provide to achieve these goals?
• Are staff and providers willing to make workflow
  changes to accomplish goals?

10
Goal Example

• We want to be prepared for public reporting and
  EHR incentives.
• Who the providers
• What standardize documentation for point of care
  entry
• Why to capture patient-level data in reportable
  fields
• How by template use
• When within 12 months of EHR implementation

11
Documenting Goals and Expectation
Adapted from materials created by MargretA
Consulting LLC
12
Define Goals MetaStar Resources

• Creating goals to achieve an ROI presentation
• EHR Goals Worksheet
• Webcasts
• 2 Organizing your efforts
• 5 Budgeting and ROI

13
Physician Champions

• Gain the commitment of physician champions
• Number one indicator for EHR success
• Involve the physician champion throughout the
  planning process
• Help the champion to identify and work with staff
  resistance
• Make sure the champion understands what is being
  required of them

14
Physician Champion

• Roles and Responsibilities
• Serving as an advocate
• Making the case for change
• Constantly communicating the message in multiple
  ways to multiple groups
• Being a role model and a facilitator of change
• Understanding of and adaptable to diversity of
  physicians
• Involved throughout EHR planning and
  implementation process
• Serving as a mentor
• Working to identify and manage resistance by
  other clinicians
• Showing clinicians the value that can be attained
  from an EHR

15
Physician Champions MetaStar Resources

• Physician Champion Job Description
• Webcast
• 2 Organizing Your Efforts
• Connection to other champions
• Discussion Forums (i.e. EMR Update or AAFP)
• Conferences and statewide events

16
Expectations

• Set appropriate expectations
• Complete a readiness assessment
• Share goals with staff
• Gather staffs current expectations and utilize
  throughout the selection process

17
Process/Benefits
18
Expectations MetaStar Resources

• Webcast
• 1 What is an EHR?
• Provide articles and resources to staff
  throughout the process
• Process/Benefits Map
• Cost/Benefit Analysis

19
Cultural and Process Changes

• Commit to cultural and process changes
• An EHR is just a tool the process changes
  provide the outcomes
• Identify office cultural concerns and address in
  staff meetings
• Begin mapping current processes and identifying
  stuck points
• Identify how processes may change with an EHR

20
Cultural and Process Changes MetaStar Resources

• Staff Meeting Skills and Agenda
• Webcasts
• 3 Process Mapping
• 4 Leadership and Culture
• Process Mapping presentation
• Process Mapping software

21
Stakeholders and Communication

• Identify stakeholders and create a communication
  plan
• Lack of communication is often a reason for
  failed implementations
• Who has a stake in the process and the outcomes
• Create a communication plan for the entire
  process
• Evaluate if the communication plan is effectively
  communicating with necessary staff
• Ask stakeholders what they would like to know
  about the process, and how would they like to
  hear it

22
Stakeholders

• Patients
• Providers
• Staff Departments
• Reception, nursing, front office, etc.
• Hospital?

23
Communication Plan
24
Communication MetaStar Resources

• Webcast
• 12 Communicating with Patients in an EHR
• Creating an effective communication plan
  presentation
• Communication Plan tool

25
Senior Level Commitment

• Obtain senior level commitment
• Identify and support a project manager
• Eliminate administrative barriers to EHR adoption
• Identify and budget for adequate IT support

26
Senior-Level Commitment MetaStar Resources

• Webcast
• 4 Leadership and Culture
• Guidelines on creating policies and procedures
• IT Inventory

27
Impact on the Organization

• Dont underestimate the impact on the
  organization
• Staffs current computer skill sets
• Inventory current forms and reports necessary for
  moving forward
• Time and resources necessary for the change
• Business case and ROI

28
Cost/Benefit Analysis
29
Impact on the Organization MetaStar Resources

• EHR Budget Worksheet
• Process/Benefits Map
• Cost/Benefit Analysis
• Computer Knowledge Evaluation Tool
• Forms and Reports Inventory
• Budgeting and ROI Webcast

30
Structure

• Create the necessary structure
• The clinic manager CANNOT do this alone!
• Identify current staff that are interested in the
  topic or would be super users
• Create a multi-disciplinary team to plan, select,
  and implement the EHR
• Create a schedule with frequent meetings

31
Steering Committee Composition
32
Structure MetaStar Resources

• Staff Meeting Skills and Agenda
• EHR Steering Committee Composition
• Project Manager Job Description
• Webcast
• 2 Organizing your efforts

33
Measurement and Success

• Create measurement structure to evaluate success
• Create a mechanism for consistent measurement
• Celebrate successes along the way
• Identify quick wins
• Align measures with goals and expectations

34
Measurement and Success MetaStar Resources

• DOQ-IT Workplan
• EHR Goal Setting

35
Timeline and Workplan

• Create a realistic timeline and project plan
• Identify when each phase will be completed
• Identify which tasks will be completed
• Set goal start and end dates for each task
• Assign person responsible
• Have check-in opportunities
• Be realistic

36
Timeline and Workplan MetaStar Resources

• DOQ-IT Participant Workplans
• Planning, Selection, Implementation, Improving
• Webcasts
• 2 Organizing Your Efforts
• 5 Budgeting and ROI

37
Planning for an EHR Workplan
38
(No Transcript)
39
(No Transcript)
40
Additional Resources

• HRSA AHRQ Health IT Adoption Toolbox
  http//healthit.ahrq.gov/portal/server.pt?open512
  objID1077PageID14253mode2cachedtruewtag
  wtag5033E
• California Health Care Foundation Safety-Net
  Providers Bring Patients Online Lessons from
  Early Adopters
• http//www.chcf.org/topics/view.cfm?itemID133920
  
• MetaStar website www.metastar.com/doqit
• AAFP Center for HIT www.centerforhit.org
• Wisconsin eHealth Initiative http//www.dhs.wiscon
  sin.gov/eHealth/

41
Contact Information

• Jesi Wang
• Project Manager
• MetaStar
• jwang_at_metastar.com
• [phone]

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. Department of Health and Human Services.
The contents presented do not necessarily reflect
CMS policy.  9SOW-WI-CP-09-08.