gv health – recipient of the 2008 premiers award for regional health service of the year clinical...

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

Clinical Record Scanning

A patient centred approach

Cathy DoolingManager, Health Information Service

Annie ManningClinical Record Scanning Project Officer


Today’s Presentation

• GV Health – who are we, what do we do?• HIS – why did we decide to scan?• How did we choose our system?• How did we implement this system?• What can 3M Document Creation system

do?• What would we do differently• What next?


GV Health – who are we, what do we do?

Major referral centre for northern Victoria and southern NSW

Population base of 160,000 280 beds – multiple campuses Services offered – acute, surgical, medical,

paediatrics, obstetrics, gynaecology, ICU and psychiatric services


Model of Care Delivery

•Focus on the needs of patients or groups of patients•Right information, right patient, right time•Working together•Co-ordinated systems•Seamless transition between care providers


Health Information Service – why did we decide to scan?

IssuesLack of storage spaceMissing records, misfiles and records removed without being trackedFragmented paper records in multiple locations


Health Information Service – why did we decide to scan?

Options • Relocate records to another area in GV Health -

increased space• Purpose build a clinical record storage area and

or additional HIS space• Increase HIS staffing • Re-locate records to current off-site storage 24

hour turnaround and increased cost• Scan the record into an electronic repository• Develop full electronic medical record


How did we choose our system?


How did we implement this system?


How did we choose our system?


Project Control Group

Implementation Committee

Fabulous four – Implementation Team• Manager,HIS

• Manager, Application Systems• Clinical Record Scanning Project Officer

• HIS Operations Manager



Project team

•Building work queues•Pre-populating fields•HL7 messaging•System testing



Training session•Project implementation staff – 3 HIMs and Systems Implementation

•Super Users – from each area

•End user – ongoing training


The day prior to “Go Live”


Go Live

ChartScan • Go live 10/11/2008 – staggered over

several days • Help desk established• 3M and Project Team attended each

department at Go live time• Help desk calls and issues reviewed

at the end of each day


Go Live

ChartView17 November 2008

Issues:• Slow uptake of scanned record over time• Clinician resistance to be facedSolutions:• Responsive project team to address any issues

as they arise• Directly approach anyone/everyone who

indicates problem with either module• Executive support


Where are we now?


What can 3M Document Creation system do?


ChartScan


ChartView


Lessons Learned

Lessons learned• Don’t under resource the project- make sure there is administrative support. • Change management – dedicate resources to communication• Be prepared to change• Don’t assume everyone has basic computer skills – check and educate• Make sure you and the vendor are on the same page• IT support – need dedicated team member/s for the project• Understand the product before you start• Get clinician involvement – find at least one clinician champion• Be responsive to requests• Don’t make project team too big – have a core team and involve others as

needed• Utilise the support offered by the vendor• Be able to demonstrate that you have communicated to all

relevant staff – keep copies of all communication


Future Development


Acknowledgements

This project has been reliant on help and assistance from many staff across GV Health and 3M. Special thanks for their ongoing hard work, support and enthusiasm must go to:

Kerryn Healy CEO Paul Jewell HIM

Rob Sands Manager, Application Systems

Anne Irwin 3M David Crawford 3M

Julia Harshbarger 3M Jim Shannon 3M

Jane McElwee 3M

And all the members of the Project and Implementation Committees at GV Health

gv health – recipient of the 2008 premiers award for regional health service of the year clinical...

Documents

regional health service

yeargv health recipient

premiers award

yearhealth information

clinical record storage

right patient

document creation system

current offsite storage