successful ehr / emr implementations
DESCRIPTION
A few key points to ensuring a successful EMR/EHR implementation.TRANSCRIPT
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EHR Implementation SuccessDefying the Odds
May 20th, 2010
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What are the Odds?
It will take 1.5 years to implement a medical record and at a minimum 1
out of 3 organizations will fail.
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What are the Potential Impacts?
• Adversely Affected Patient Care• Inaccurate Claims• Failed Audits• Missed Timely Filing Deadlines• Frustrated Staff
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An Evidence Based Approach
• Phase 1 – Assessment• Phase 2 – Planning• Phase 3 – Implementing • Phase 4 – Improvement
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Phase 1 - Assessment
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Determine Objectives
Improve EfficienciesReduce Errors and Improve CareImprove Access to Key InformationReal-time Visibility into the
OrganizationEnsure Compliance Financial Incentives
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Evaluate Your Current State
• What are your average signature times• What is the magnitude of your errors
– Denials– Adjustments
• What are your “No Show” percentages• How long does it take to receive
payment for a service• How would your staff rate their ability
to…
- Audit Take Backs
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Envision Your Future State
• Reevaluate your internal processes and think about how your staff could work more effectively.
• Inventory the kinds of information that would be valuable for you to report on that is inaccessible today.– Think about the data that describes your
processes
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Key Take Away #1
Realize that both short and long term success will require more
than just software.
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Join a Community
• Pick a partner who is tied to your successful implementation
• Talk to your potential peers– In Implementation– In Support
• Look for a national or regional user group where you can share your experiences
- Used a Previous Version- Stayed Compliant
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Technology Must Empower You
• 12 months after you go live, your staff will be more technologically sophisticated than they are today
• Change is constant in healthcare, so choose a technology partner that will give you the tools to adapt
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Phase 2 - Planning
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Lead to Succeed
• Look across your organization and pick internal champions to support project– Clinical– Fiscal
• Empower someone to lead your project• Socialize the “What’s in it for me?” story
to all staff members
- Physician- Administrative
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Key Take Away #2
A project that is led by Clinicians for Clinicians will be much more
successful than an IT project used by Clinicians.
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Plan for Success
• Create a detailed project plan that lays out tasks, milestones, and dependencies
• Remember that if you do not define success, it will be defined for you
• Ensure you understand the necessary time commitments and plan accordingly
• Phase your go live across programs or locations if necessary
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Key Take Away #3
If you believe any group of your staff is too valuable to
participate in the design of your system, then they are too valuable not to participate.
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Phase 3 - Implementing
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Governance and Communication
• Ensure project sponsorship from executive level
• Empower knowledgeable staff to quickly configure the system with appropriate levels of oversight
• Setup a process by which critical decisions can be made without slowing down the entire project team
• Communicate progress and successes regularly with all project stakeholders
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Key Take Away #4
To keep project momentum, decisions that can’t be made
quickly need to triaged and then assigned out with an expected
resolution date
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Training is Paramount
• The faster your colleagues become familiar with the system, the faster they will meet/exceed pre-system productivity levels
• Training never ends so you must create power users and a training environment
• Have your champions train your staff with help from your technology partner
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Certify Your System
• Create a dummy set of clients and walk them through your system– Admit them to a program– Schedule them for services– Complete some of their documentation– Create test claims for those services
• Validate the key business rules you have configured in your system
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Phase 4 - Improvement
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Monitor Your Progress
• Create an semiannual process through which you evaluate your staffs ability to effectively do their jobs with the system
• Create dashboards and reports that monitor the effectiveness of your processes
• Adjust the people, process or technology accordingly to keep things moving smoothly
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Key Take Away #5
• One year after you go live, you will be most unhappy with those features you asked to change before your staff actually used the system