Placer County’s Implementation of AVATAR by Netsmart Technologies A Mid-Process Review of Placer’s  Behavioral Health Syst...
Health & Human Services <ul><li>Established in 1995 To Better Serve Clients & Community Through Integrated Services & Univ...
<ul><li>1999  </li></ul><ul><ul><li>–  Behavioral Health Care Software Project Inception </li></ul></ul><ul><li>2000  </li...
AVATAR Cal-PM Implementation <ul><li>2003 – 2006 </li></ul><ul><li>194 Programs in the following areas: </li></ul>Placer C...
AVATAR Cal-PM Implementation Placer County – Health & Human Services – Management Information Systems <ul><li>2003 – 2006 ...
AVATAR Cal-PM Challenges & Lessons Learned <ul><li>Project Staffing </li></ul><ul><li>Scope </li></ul><ul><li>Paradigm Shi...
MSO Implementation Managed Care <ul><li>March 2006 – Present Day </li></ul><ul><li>9 Months of Extensive Testing Through M...
AVATAR MSO Challenges & Lessons Learned <ul><li>Project Staffing </li></ul><ul><li>Scope </li></ul><ul><li>Paradigm Shift ...
AVATAR CWS Planned Implementation <ul><li>July 1, 2007 – Project Kick-Off </li></ul><ul><li>Scope </li></ul><ul><ul><li>Co...
AVATAR CWS Planned Implementation <ul><li>Conversion of Paper to Electronic </li></ul><ul><li>Approximately 250 Paper Form...
AVATAR CWS Expected Challenges <ul><li>Project Staffing – Managing resources to support ongoing maintenance of AVATAR Cal-...
Overall Implementation Considerations <ul><li>Planning and Communication   </li></ul><ul><li>For everything you don’t plan...
Overall Implementation Considerations <ul><li>End Users and Stakeholders </li></ul><ul><li>Participation is key in the dev...
Overall Implementation  Considerations <ul><li>Build vs. Buy </li></ul>Placer County – Health & Human Services – Managemen...
Overall Implementation  Considerations <ul><li>Build vs. Buy </li></ul>Placer County – Health & Human Services – Managemen...
Overall Implementation Considerations <ul><li>Information Sharing </li></ul><ul><li>Other Counties’ pain is your gain, use...
Overall Implementation Considerations <ul><li>Customer - Vendor Relationship </li></ul><ul><li>Make sure you have the inte...
Placer County <ul><li>Questions??? </li></ul>Placer County – Health & Human Services – Management Information Systems
Placer County <ul><li>Thank You! </li></ul>Placer County – Health & Human Services – Management Information Systems
Placer County Contact Information <ul><li>Placer County: </li></ul><ul><ul><ul><li>Eric P. Duran, MBA </li></ul></ul></ul>...
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Placer Countys Implementation Of Avatar 1

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This is a high level review of Placer County\'s current implementation of AVATAR to meet Placer County\'s Practice Management, Managed Care, and Electronic Medical Record Requirements.

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Placer Countys Implementation Of Avatar 1

  1. 1. Placer County’s Implementation of AVATAR by Netsmart Technologies A Mid-Process Review of Placer’s Behavioral Health System Implementation Placer County – Health & Human Services – Management Information Systems Eric P. Duran, MBA Placer County Sr. Project Manager Presented By:
  2. 2. Health & Human Services <ul><li>Established in 1995 To Better Serve Clients & Community Through Integrated Services & Universal Intake </li></ul><ul><li>Merged Health, Welfare, & other Social Services Departments Into One </li></ul><ul><li>1/3 of County Workforce – 1100 Staff; Annual Budget of $140 Million </li></ul><ul><li>1999 Warner Group Study: Behavioral Health Information System is Highest IT Priority in HHS </li></ul>Placer County – Health & Human Services – Management Information Systems --Brief Historical Perspective
  3. 3. <ul><li>1999 </li></ul><ul><ul><li>– Behavioral Health Care Software Project Inception </li></ul></ul><ul><li>2000 </li></ul><ul><ul><li>Project Scope Definition </li></ul></ul><ul><ul><li>Needs Assessment </li></ul></ul><ul><ul><li>Requirements Analysis </li></ul></ul><ul><li>2001 </li></ul><ul><ul><li>Functional Requirements </li></ul></ul><ul><ul><li>Feasibility Study Report </li></ul></ul><ul><li>2002 </li></ul><ul><ul><li>Vendor Selection (Feb) </li></ul></ul><ul><ul><li>Software Delivery </li></ul></ul><ul><li>2003 </li></ul><ul><ul><li>Go-Live (Phase I: Cal-PM) </li></ul></ul>Behavioral Health Software Project Placer County – Health & Human Services – Management Information Systems
  4. 4. AVATAR Cal-PM Implementation <ul><li>2003 – 2006 </li></ul><ul><li>194 Programs in the following areas: </li></ul>Placer County – Health & Human Services – Management Information Systems <ul><li>ACCESS </li></ul><ul><li>CalWORKS </li></ul><ul><li>ER </li></ul><ul><li>APS </li></ul><ul><li>MH O/P </li></ul><ul><li>IHSS </li></ul><ul><li>MH Day Tx </li></ul><ul><li>CWS </li></ul><ul><li>MH Residential </li></ul><ul><li>26.5 IEP </li></ul><ul><li>MHSA </li></ul><ul><li>Family Preservation </li></ul><ul><li>Managed Care </li></ul><ul><li>Families First </li></ul><ul><li>Provider Network/FFS </li></ul><ul><li>Family Connections </li></ul><ul><li>AOD </li></ul><ul><li>RAFT </li></ul>
  5. 5. AVATAR Cal-PM Implementation Placer County – Health & Human Services – Management Information Systems <ul><li>2003 – 2006 </li></ul><ul><ul><li>Guarantors/Payors </li></ul></ul><ul><ul><ul><li>Medicare </li></ul></ul></ul><ul><ul><ul><li>Medi-Cal </li></ul></ul></ul><ul><ul><ul><li>Grants </li></ul></ul></ul><ul><ul><ul><li>Special Funding (MHSA/ SB90) </li></ul></ul></ul><ul><ul><ul><li>Private Insurance </li></ul></ul></ul><ul><ul><ul><li>Self-PayFamily Pay </li></ul></ul></ul><ul><ul><ul><li>UMPDAP </li></ul></ul></ul><ul><ul><ul><li>General Fund Accounts </li></ul></ul></ul><ul><ul><li>Internal Practitioners/Provider Network </li></ul></ul><ul><ul><ul><li>1,026 Registered Practitioners </li></ul></ul></ul><ul><ul><ul><li>30% Internal / 70% Provider Network </li></ul></ul></ul><ul><ul><li>Services </li></ul></ul><ul><ul><ul><li>Standard Mental Health Services </li></ul></ul></ul><ul><ul><ul><li>Standard Alcohol and Other Drug Services </li></ul></ul></ul><ul><ul><ul><li>Miscellaneous Client Services & Assistance </li></ul></ul></ul><ul><ul><ul><li>Administrative Time / Non-Billable Services </li></ul></ul></ul><ul><ul><li>User Base </li></ul></ul><ul><ul><ul><li>315 Users (53% of Behavioral Health Staff) </li></ul></ul></ul>
  6. 6. AVATAR Cal-PM Challenges & Lessons Learned <ul><li>Project Staffing </li></ul><ul><li>Scope </li></ul><ul><li>Paradigm Shift </li></ul><ul><li>External Factors (HIPAA) </li></ul><ul><li>Product Readiness </li></ul>Placer County – Health & Human Services – Management Information Systems
  7. 7. MSO Implementation Managed Care <ul><li>March 2006 – Present Day </li></ul><ul><li>9 Months of Extensive Testing Through Multiple Configurations </li></ul><ul><li>3 Months of Developing Specific Vendor Change Requests </li></ul><ul><li>3 Months Pre-Go Live Activities to Meet Go-Live Date of July 1, 2007 </li></ul>Placer County – Health & Human Services – Management Information Systems
  8. 8. AVATAR MSO Challenges & Lessons Learned <ul><li>Project Staffing </li></ul><ul><li>Scope </li></ul><ul><li>Paradigm Shift </li></ul><ul><ul><li>Custom Internally Developed Application to COTS System </li></ul></ul><ul><li>Paper Claims vs. HIPAA </li></ul><ul><li>Product Integration </li></ul>Placer County – Health & Human Services – Management Information Systems
  9. 9. AVATAR CWS Planned Implementation <ul><li>July 1, 2007 – Project Kick-Off </li></ul><ul><li>Scope </li></ul><ul><ul><li>Convert Paper Process to Paperless Process with Business Process Automation </li></ul></ul><ul><li>Phased In Approach </li></ul><ul><ul><li>MHSA Programs to be implemented first with small client base and a limited number of end users to fine-tune the system and document system process </li></ul></ul><ul><ul><li>Other business areas to follow over 18 months. </li></ul></ul>Placer County – Health & Human Services – Management Information Systems
  10. 10. AVATAR CWS Planned Implementation <ul><li>Conversion of Paper to Electronic </li></ul><ul><li>Approximately 250 Paper Forms </li></ul><ul><li>Potential for 592 End Users </li></ul><ul><li>Tracking More Than 13,000 Clients </li></ul>Placer County – Health & Human Services – Management Information Systems
  11. 11. AVATAR CWS Expected Challenges <ul><li>Project Staffing – Managing resources to support ongoing maintenance of AVATAR Cal-PM and MSO and move CWS implementation forward. </li></ul><ul><li>Scope – The scope of the overall AVATAR implementation requires close monitoring to ensure project is on task, on target, and within budget. AVATAR CWS will require the same. </li></ul><ul><li>Paradigm Shift – Paper to Paperless. Implementation of a new “System of Doing Business” not just an Information System. A true system transformation. </li></ul>Placer County – Health & Human Services – Management Information Systems
  12. 12. Overall Implementation Considerations <ul><li>Planning and Communication </li></ul><ul><li>For everything you don’t plan or communicate, you pay for 10 times over in lost time, wasted resources, and confused staff. </li></ul><ul><li>Our bureaucracies will always extend the length of even a simple task…plan for it. </li></ul>Placer County – Health & Human Services – Management Information Systems
  13. 13. Overall Implementation Considerations <ul><li>End Users and Stakeholders </li></ul><ul><li>Participation is key in the development process to make the final product user-friendly and acceptable. </li></ul><ul><li>Every software feature will have relative importance to you, think about it in relationship to other features, and assign it a priority. </li></ul>Placer County – Health & Human Services – Management Information Systems
  14. 14. Overall Implementation Considerations <ul><li>Build vs. Buy </li></ul>Placer County – Health & Human Services – Management Information Systems Custom screen development to meet local requirements within all AVATAR modules allows for tight integration with Client, Program, Staff, and User Defined information. Examples: Chart Tracker, 5150 Tracker, Outcomes Tracker, Drug Court Tracker, Additional Patient Information, and a variety of other custom developed screens to meet Placer specific requirements.
  15. 15. Overall Implementation Considerations <ul><li>Build vs. Buy </li></ul>Placer County – Health & Human Services – Management Information Systems Determine how important it is to customize an “off-the-shelf” product…tailor-made solutions can also lead to isolation from other customers and user groups. In this respect, customization of a COTS system may benefit other counties through sharing of customized screens, report development, and other value-added enhancements.
  16. 16. Overall Implementation Considerations <ul><li>Information Sharing </li></ul><ul><li>Other Counties’ pain is your gain, use their experience to your benefit. </li></ul><ul><li>Know what’s going on in Health Information Technology. Keep on top of company mergers, failures, and victories. </li></ul><ul><li>Be familiar with the direction of the software industry, so that you take advantage of forward thinking software. Your vendor decision will be a LARGE part of your organization for years to come. </li></ul>Placer County – Health & Human Services – Management Information Systems
  17. 17. Overall Implementation Considerations <ul><li>Customer - Vendor Relationship </li></ul><ul><li>Make sure you have the interest, time, and resources to see this thing through. </li></ul><ul><li>Make sure your vendor has the resources to see your project through. </li></ul><ul><li>California has unique issues and data needs. It’s critical that vendors understand them as much as we do, to make customer-vendor relationship a true partnership in finding solutions. </li></ul>Placer County – Health & Human Services – Management Information Systems
  18. 18. Placer County <ul><li>Questions??? </li></ul>Placer County – Health & Human Services – Management Information Systems
  19. 19. Placer County <ul><li>Thank You! </li></ul>Placer County – Health & Human Services – Management Information Systems
  20. 20. Placer County Contact Information <ul><li>Placer County: </li></ul><ul><ul><ul><li>Eric P. Duran, MBA </li></ul></ul></ul><ul><ul><ul><li>AVATAR Project Manager </li></ul></ul></ul><ul><ul><ul><li>Sr. Technology Solutions Analyst </li></ul></ul></ul><ul><ul><ul><li>SOC & Health Information Systems </li></ul></ul></ul><ul><ul><ul><li>Placer County, HHS MIS </li></ul></ul></ul><ul><ul><ul><li>375 Nevada Street </li></ul></ul></ul><ul><ul><ul><li>Auburn, CA 95603 </li></ul></ul></ul><ul><ul><ul><li>Office:  530.886.1809 </li></ul></ul></ul><ul><ul><ul><li>Email:  [email_address] </li></ul></ul></ul><ul><li>Netsmart Technologies: </li></ul><ul><ul><ul><li>Tim Agar </li></ul></ul></ul><ul><ul><ul><li>Office: (916) 536-0360 </li></ul></ul></ul><ul><ul><ul><li>Email: [email_address] </li></ul></ul></ul>Placer County – Health & Human Services – Management Information Systems

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