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Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
Himss11 E Session Slides   Forms Deborah Kohn
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Himss11 E Session Slides Forms Deborah Kohn

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  • 1. PAPERLESS FORMS IN HEALTHCARE: MAKING THE TRANSITION AVOIDING THE PITFALLSDeborah Kohn, MPH, RHIA, FACHE, CPHIMS, FHIMSS DISCLAIMER: The views and opinions expressed in this presentation are those of the author and do not necessarily represent official policy or position of HIMSS.
  • 2. Conflict of Interest DisclosureDeborah Kohn, MPH, RHIA, FACHE, CPHIMS, FHIMSS Has no real or apparent conflicts of interest to report. ©2010 Healthcare Information and Management Systems Society
  • 3. LEARNING OBJECTIVES Transition from analog to digital the hundreds of forms with which healthcare professionals have to work on a daily basis Successfully select or use a Forms Processing system or application Define and deploy digital forms ©2010 Healthcare Information and Management Systems Society
  • 4. FORMS!!! ©2010 Healthcare Information and Management Systems Society
  • 5. ENTER Paperless Forms Electronic Forms / eForms / Automated Forms Forms Processing Systems orElectronic Forms Management Systems ©2010 Healthcare Information and Management Systems Society
  • 6. eForms eForm “data capture” / “data collection” systems or applications embedded in:  Clinical Information Systems / Electronic Health Record Systems / Electronic Financial Record Systems  External Websites / Internal Intranets / Portals (i.e., web-based content) systems ©2010 Healthcare Information and Management Systems Society
  • 7. eForms By now, the many advantages of eForms over analog / paper forms are obvious. ©2010 Healthcare Information and Management Systems Society
  • 8. Today’s Healthcare Organization Despite the advantages of eForms and the implementation of healthcare organization information systems, mounds of analog, paper forms still exist. ©2010 Healthcare Information and Management Systems Society
  • 9. Today’s Healthcare Organization  Within a healthcare organization’s governance structure, the Forms Committee probably is the most unappealing (B-O-R-I-N-G), and the task at hand probably is the most thankless. ©2010 Healthcare Information and Management Systems Society
  • 10. Making the Transition View eForms Strategically  include eForms as part of the healthcare organization’s IT Strategic Plan. ©2010 Healthcare Information and Management Systems Society
  • 11. Making the Transition either as an EHR / EFR ─ component technology / system, such as a PACS or a Coding - Grouper system or as an EHR / EFR ─ “bridge” technology, such as document imaging technology or film digitizing technology and as a component of the organization’s web-based initiatives ©2010 Healthcare Information and Management Systems Society
  • 12. Making the Transition It’s an Ongoing Process It requires good Project Management skills ©2010 Healthcare Information and Management Systems Society
  • 13. Avoiding the Pitfalls When selecting a Forms Processing system or application:  eForm design  ease of use, drag / drop objects onto a form template, predefined fill-in fields (SSN, birth date, current date)  eForm reuse  Import / Export of XML schema / .docx files  eForm template customization ©2010 Healthcare Information and Management Systems Society
  • 14. Avoiding the Pitfalls When selecting a Forms Processing system or application:  Data integration  Database lookups  Key in name, and then other fields are populated from database  eForm routing, workflow, predefined work queues ©2010 Healthcare Information and Management Systems Society
  • 15. Avoiding the Pitfalls When selecting a Forms Processing system or application:  eForm management  Ensuring that only the latest eForm versions are circulating  eForm repository for storing, searching, etc. ©2010 Healthcare Information and Management Systems Society
  • 16. Avoiding the Pitfalls eForm Features / Functions  Incorporate eForm authentication, authorization, timed logouts, and audits for documentation compliance. ©2010 Healthcare Information and Management Systems Society
  • 17. Avoiding the Pitfalls eForm Features / Functions  Utilize existing and accepted standards for eSignatures – ensuring the same legal weight as a signed, paper form.  PINs/Passwords, ePens, Trusted Certificates, Biometrics ©2010 Healthcare Information and Management Systems Society
  • 18. Avoiding the Pitfalls eForm Features / Functions  Offer electronic acknowledgement for eForms that are successfully submitted.  This is what you documented, ordered or requested. Do you agree?  Here are the calculated totals and / or confirmation numbers. ©2010 Healthcare Information and Management Systems Society
  • 19. Avoiding the Pitfalls eForm Features / Functions  Increase eForm intelligence and reduce key entry with direct feedback.  Typically, this requires Java scripts / Active X controls to calculate field results and validate entries. ©2010 Healthcare Information and Management Systems Society
  • 20. Avoiding the Pitfalls eForm Features / Functions  Validate rule enforcement BEFORE clicking on SUBMIT  Does the system allow the eForm designer to easily embed rules and data relationships into the form? ©2010 Healthcare Information and Management Systems Society
  • 21. Avoiding the Pitfalls eForm Features / Functions  Incorporate multiple file types (Word, PDF, HTML, XML) into the eForms ©2010 Healthcare Information and Management Systems Society
  • 22. Avoiding the Pitfalls Either look for applications that are not disconnected from your other data capture / data collection systems Or consider applications / systems that can be easily integrated into your existing information systems. ©2010 Healthcare Information and Management Systems Society
  • 23. Avoiding the Pitfalls Look for applications that incorporate eForm version / revision control. Watch for applications that do not require authors to review all documentation prior to eSigning (i.e., allowing for blanket signatures). ©2010 Healthcare Information and Management Systems Society
  • 24. Deborah Kohn, MPH, RHIA, FACHE, CPHIMS, FHIMSS Principal Dak Systems Consulting 650.345.9900 dkohn@daksystcons.com www.daksystemsconsulting.com ©2010 Healthcare Information and Management Systems Society

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