Successful EHR / EMR Implementations


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A few key points to ensuring a successful EMR/EHR implementation.

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Successful EHR / EMR Implementations

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