The Right System

How to Select the Right Information System for Your Agency Rob Rossi Director of Technology & Development AgeWell November 18, 2008

Today’s Presentation
What is the RIGHT system?
Today’s Market Place
The Selection Process
Derailing the Process
Question and Answer

Define “Right”
The perfect system isn’t out there!
There is a best fit system that suits your needs. A software solution that performs all of the agency’s most important functions really well and can accommodate lower-level needs reasonably well.

Major Software Implementations Fail 31% of the Time*
Critical Success Variables:
• User involvement
• Executive management support
• A clear statement of requirements
• Proper planning
• Realistic expectations
* The Standish Group (1995)

What is the Market Landscape?
Too many HIS providers with 50+
Mature market?
Long sales cycle (7 – 9 months+)
Sale Opportunities (switchers or hold-outs)
More hosted solution providers
Creative deal making
Buyer’s market

Over-crowded Market Place McKesson Misys - Allscripts Cerner BeyondNow HealthWyse Suncoast Solutions Mills & Murphy Generations Carevoyant CareKeeper Great Lakes Microsystems Stratis Soneto GE – IDX Elements Vista Healthcare First Sansio Delta Care Centric HomeTrak Lewis Patron MEDITECH’s PtCT AST – Visions Allegany Software NewTech CareField HSS Vividnet Fujitsu Home Care Golden Rule RiverSoft CareWatch HQS HealthMEDX CareAnyWare Consolo NextGen MediTech White Oak MUMMS Alora SanTrax Answers on Demand Procura - 3M Champ Homecare Homebase Healthcare Syngery Thornberry White Oak Healthware MedShare HC HAS Software OMS2 Epic for Homecare August Systems 52

Domestic Market Share in Sales Source: WinterGreen Research, Inc. 3 Providers make-up 71%

Improved Technology Offers New Choices
Traditional systems have become more flexible and continue to improve
Hosted solutions have increased and improved
Wireless remote connectivity has improved

New Trends and Developments
New business models
More choices in mobile devices & connectivity
Integrated remote monitoring
Benchmarking
Automated work flows
Mobile connectivity
Web portals
Inter-system referrals
eLearning

New Focus on Post Acute Care
Medicare certified home care
Hospice
Palliative Care
Non medical home care
Private Duty
HME, Respiratory, Infusion
Geriatric Case Management
Chronic Disease Management
Tele-homecare and remote monitoring
Building effort to tie Post Acute clinical data to Pt’s EMR

10 Step Process 4 - 6 month process 100 – 150 Consulting Hours * Empirical Measures Score Card Score Card

Create a Selection Team
Need detailed knowledge of workflow/process
Leader or influencer with department or work group
Committed to project (time and vision)
Consider team balance/ability to reach consensus
Positive influence during implementation

Define & Prioritize Requirements
Align with RFP
Daily challenges
Time saving opportunities
Survey results (need for interventions)
Needed reports
Growth & development challenges
Define non-negotiables

Narrow the Vendor List
Too many vendors in the market
Consolidation is reducing choices
Competition in expanding choices
More than 10 becomes unmanageable
Creates confusion
Lengthens selection process

Distribute a Scored RFP
Use a tool that results in a score from each vendor
Goal is to reduce vendors under consideration
RFP/DB www.proposalsoftware.com

Online RFP

Weighted RFP with Scoring
One Tab for each functional area
Apply weight to each question
Build score into vendor response

RFP Review
Review responses carefully for accuracy
Create a comparison matrix
Choose the vendors with best score
Adjust to allow for variations in architecture, POC and vendor profile
Meet and review findings, collectively choose 4 onsite vendors
Distribute final 4 RFPs to team to prep for onsite
Create a list of questions for onsite presentation

Schedule High-Level Onsite Presentations
2.5 hour long
Back to back over 2 days
Recommend onsite presentations
5 – 10 person agency audience
Team is well prepared
Score presentation in a group setting
Create score card based on agency’s prioritized requirements

During Onsite Presentation
Obtain Preliminary Pricing
Review contract terms and conditions
Uncover and hidden costs
Obtain collateral materials
Learn about vendor partners, external costs, integration, support etc.

Presentation Scoring Tool Scores assigned in group setting Works with online demos too

Narrow Vendors
Review presentation scores, non-negotiables, functionality and overall cost
Review preliminary pricing
Consider process, flow, implementation
How easy is the software to use, train?
Reduce consideration set to 2-vendors

Detailed Onsite Presentations
Match-up system users with vendor experts and put the system through its paces
Use real scenarios from agency experience
Ask what’s under development for this particular module
Keep process notes to share with the group
Build consensus

Check Referrals, Perform Onsite Customer Visits
Call the phone referrals you were provided
Try to find an agency who has stopping using the system and contact them to find out why
Contact your colleagues and collect feedback
Put postings on message boards
When onsite, work with the referral agency without the vendor present
Be prepared with a list of specific issues/questions

Obtain Detailed Pricing
Put together a list of all users and their roles
Factor in growth for the next year
Submit a rough implementation date and process
Understand the vendor’s pricing model
Focus on TOTAL cost of ownership

Negotiate Contract, Select Vendor
Review Terms and Conditions
Begin Implementation Planning
Discuss Custom Reports, Integration, Data transfer from current system

Helpful Links
The Software Network www.thesoftwarenetwork.com/Home-Care-Software/
Forbes.com Software Finder www.software.forbes.com/home-health-care-software
Business.com www.business.com/directory/health_care/home_health_and_long_term_care/home_health_care_software/
Capterra www.capterra.com/home-health-care-software

Questions? Contact Info: [email_address] (952) 345-8770

The Right System

by robrossi on Nov 30, 2008

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