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Successful EHR / EMR Implementations

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

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

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  • 1. EHR Implementation Success Defying the Odds May 20 th , 2010
  • 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. What are the Potential Impacts?
    • Adversely Affected Patient Care
    • Inaccurate Claims
    • Failed Audits
    • Missed Timely Filing Deadlines
    • Frustrated Staff
  • 4. An Evidence Based Approach
    • Phase 1 – Assessment
    • Phase 2 – Planning
    • Phase 3 – Implementing
    • Phase 4 – Improvement
  • 5. Phase 1 - Assessment
  • 6. Determine Objectives
    • Improve Efficiencies
    • Reduce Errors and Improve Care
    • Improve Access to Key Information
    • Real-time Visibility into the Organization
    • Ensure Compliance
    • Financial Incentives
  • 7. 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
  • 8. 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
  • 9. Key Take Away #1
    • Realize that both short and long term success will require more than just software.
  • 10. 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
  • 11. 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
  • 12. Phase 2 - Planning
  • 13. 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
  • 14. 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.
  • 15. 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
  • 16. 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.
  • 17. Phase 3 - Implementing
  • 18. 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
  • 19. 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
  • 20. 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
  • 21. 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
  • 22. Phase 4 - Improvement
  • 23. 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
  • 24. 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
  • 25. Thank You
    • Email: [email_address]
    • Web: http://twitter.com/GreggBoyle

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