Successful EHR / EMR Implementations

EHR Implementation Success Defying the Odds May 20 th , 2010

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 .

What are the Potential Impacts?
Adversely Affected Patient Care
Inaccurate Claims
Failed Audits
Missed Timely Filing Deadlines
Frustrated Staff

An Evidence Based Approach
Phase 1 – Assessment
Phase 2 – Planning
Phase 3 – Implementing
Phase 4 – Improvement

Phase 1 - Assessment

Determine Objectives
Improve Efficiencies
Reduce Errors and Improve Care
Improve Access to Key Information
Real-time Visibility into the Organization
Ensure Compliance
Financial Incentives

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

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

Key Take Away #1
Realize that both short and long term success will require more than just software.

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

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

Phase 2 - Planning

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

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.

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

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.

Phase 3 - Implementing

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

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

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

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

Phase 4 - Improvement

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

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

Thank You
Email: [email_address]
Web: http://twitter.com/GreggBoyle

Successful EHR / EMR Implementations

by Qualifacts on May 19, 2010

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