PAPERLESS FORMS IN HEALTHCARE:                         MAKING THE TRANSITION                         AVOIDING THE PITFALLS...
Conflict of Interest DisclosureDeborah Kohn, MPH, RHIA, FACHE, CPHIMS, FHIMSS              Has no real or apparent        ...
LEARNING OBJECTIVES Transition from analog to digital the  hundreds of forms with which healthcare  professionals have to...
FORMS!!!  ©2010 Healthcare Information and Management Systems Society
ENTER        Paperless Forms  Electronic Forms / eForms /       Automated Forms     Forms Processing Systems              ...
eForms eForm “data capture” / “data  collection” systems or applications  embedded in:   Clinical Information Systems / ...
eForms By now, the many advantages of  eForms over analog / paper forms  are obvious.           ©2010 Healthcare Informat...
Today’s Healthcare Organization Despite the advantages of eForms and  the implementation of healthcare  organization info...
Today’s Healthcare Organization    Within a healthcare     organization’s governance     structure, the Forms Committee  ...
Making the Transition View eForms Strategically  include eForms as part of the   healthcare organization’s IT   Strategi...
Making the Transition either as an EHR / EFR  ─ component technology / system, such as    a PACS or a Coding - Grouper sy...
Making the Transition It’s an Ongoing Process It requires good Project  Management skills         ©2010 Healthcare Infor...
Avoiding the Pitfalls When selecting a Forms  Processing system or application:  eForm design    ease of use, drag / dr...
Avoiding the Pitfalls When selecting a Forms  Processing system or application:  Data integration  Database lookups   ...
Avoiding the Pitfalls When selecting a Forms  Processing system or application:  eForm management    Ensuring that only...
Avoiding the Pitfalls   eForm Features / Functions       Incorporate eForm authentication,        authorization, timed l...
Avoiding the Pitfalls   eForm Features / Functions       Utilize existing and accepted        standards for eSignatures ...
Avoiding the Pitfalls eForm Features / Functions  Offer electronic acknowledgement   for eForms that are successfully   ...
Avoiding the Pitfalls eForm Features / Functions  Increase eForm intelligence and   reduce key entry with direct   feedb...
Avoiding the Pitfalls eForm Features / Functions  Validate rule enforcement BEFORE   clicking on SUBMIT    Does the sys...
Avoiding the Pitfalls eForm Features / Functions  Incorporate multiple file types   (Word, PDF, HTML, XML) into the   eF...
Avoiding the Pitfalls Either look for applications that  are not disconnected from your  other data capture / data  colle...
Avoiding the Pitfalls Look for applications that  incorporate eForm version /  revision control. Watch for applications ...
Deborah Kohn, MPH, RHIA, FACHE, CPHIMS, FHIMSS                   Principal            Dak Systems Consulting              ...
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Himss11 E Session Slides Forms Deborah Kohn

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Himss11 E Session Slides Forms Deborah Kohn

  1. 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. 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. 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. 4. FORMS!!! ©2010 Healthcare Information and Management Systems Society
  5. 5. ENTER Paperless Forms Electronic Forms / eForms / Automated Forms Forms Processing Systems orElectronic Forms Management Systems ©2010 Healthcare Information and Management Systems Society
  6. 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. 7. eForms By now, the many advantages of eForms over analog / paper forms are obvious. ©2010 Healthcare Information and Management Systems Society
  8. 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. 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. 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. 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. 12. Making the Transition It’s an Ongoing Process It requires good Project Management skills ©2010 Healthcare Information and Management Systems Society
  13. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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. 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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