The Right System


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How to purchase the best healthcare information system for your home care agency. The presentation was delivered at the Profit from Technology in Home Care conference in Orlando, FL on November 18, 2008.

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  • You’ll dive right into how you can pinpoint the right technologies and systems for your HHA. Rob Rossi, a real IT guru, will fill you in on how to create a weighted Request for Proposal, select the right system and negotiate a deal that could save your agency tens of thousands of dollars. Bonus: You’ll get a checklist of tips, tactics and questions to ask our exhibitors, as well as full descriptions of their products. It’s all part of your Home Care Technology Buyer’s Guide – an exclusive benefit for attendees.
  • The Right System

    1. 1. How to Select the Right Information System for Your Agency Rob Rossi Director of Technology & Development AgeWell November 18, 2008
    2. 2. Today’s Presentation <ul><li>What is the RIGHT system? </li></ul><ul><li>Today’s Market Place </li></ul><ul><li>The Selection Process </li></ul><ul><li>Derailing the Process </li></ul><ul><li>Question and Answer </li></ul>
    3. 3. Define “Right” <ul><li>The perfect system isn’t out there! </li></ul>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.
    4. 4. Major Software Implementations Fail 31% of the Time* <ul><li>Critical Success Variables: </li></ul><ul><li>• User involvement </li></ul><ul><li>• Executive management support </li></ul><ul><li>• A clear statement of requirements </li></ul><ul><li>• Proper planning </li></ul><ul><li>• Realistic expectations </li></ul>* The Standish Group (1995)
    5. 5. What is the Market Landscape? <ul><li>Too many HIS providers with 50+ </li></ul><ul><li>Mature market? </li></ul><ul><li>Long sales cycle (7 – 9 months+) </li></ul><ul><li>Sale Opportunities (switchers or hold-outs) </li></ul><ul><li>More hosted solution providers </li></ul><ul><li>Creative deal making </li></ul><ul><li>Buyer’s market </li></ul>
    6. 6. 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
    7. 7. Domestic Market Share in Sales Source: WinterGreen Research, Inc. 3 Providers make-up 71%
    8. 8. Improved Technology Offers New Choices <ul><li>Traditional systems have become more flexible and continue to improve </li></ul><ul><li>Hosted solutions have increased and improved </li></ul><ul><li>Wireless remote connectivity has improved </li></ul>
    9. 9. New Trends and Developments <ul><li>New business models </li></ul><ul><li>More choices in mobile devices & connectivity </li></ul><ul><li>Integrated remote monitoring </li></ul><ul><li>Benchmarking </li></ul><ul><li>Automated work flows </li></ul><ul><li>Mobile connectivity </li></ul><ul><li>Web portals </li></ul><ul><li>Inter-system referrals </li></ul><ul><li>eLearning </li></ul>
    10. 10. New Focus on Post Acute Care <ul><li>Medicare certified home care </li></ul><ul><li>Hospice </li></ul><ul><li>Palliative Care </li></ul><ul><li>Non medical home care </li></ul><ul><li>Private Duty </li></ul><ul><li>HME, Respiratory, Infusion </li></ul><ul><li>Geriatric Case Management </li></ul><ul><li>Chronic Disease Management </li></ul><ul><li>Tele-homecare and remote monitoring </li></ul>Building effort to tie Post Acute clinical data to Pt’s EMR
    11. 11. 10 Step Process 4 - 6 month process 100 – 150 Consulting Hours * Empirical Measures Score Card Score Card
    12. 12. Create a Selection Team <ul><li>Need detailed knowledge of workflow/process </li></ul><ul><li>Leader or influencer with department or work group </li></ul><ul><li>Committed to project (time and vision) </li></ul><ul><li>Consider team balance/ability to reach consensus </li></ul><ul><li>Positive influence during implementation </li></ul>
    13. 13. Define & Prioritize Requirements <ul><li>Align with RFP </li></ul><ul><li>Daily challenges </li></ul><ul><li>Time saving opportunities </li></ul><ul><li>Survey results (need for interventions) </li></ul><ul><li>Needed reports </li></ul><ul><li>Growth & development challenges </li></ul><ul><li>Define non-negotiables </li></ul>
    14. 14. Narrow the Vendor List <ul><li>Too many vendors in the market </li></ul><ul><li>Consolidation is reducing choices </li></ul><ul><li>Competition in expanding choices </li></ul><ul><li>More than 10 becomes unmanageable </li></ul><ul><li>Creates confusion </li></ul><ul><li>Lengthens selection process </li></ul>
    15. 15. Distribute a Scored RFP <ul><li>Use a tool that results in a score from each vendor </li></ul><ul><li>Goal is to reduce vendors under consideration </li></ul>RFP/DB
    16. 16. Online RFP
    17. 17. Online RFP
    18. 18. Weighted RFP with Scoring <ul><li>One Tab for each functional area </li></ul><ul><li>Apply weight to each question </li></ul><ul><li>Build score into vendor response </li></ul>
    19. 19. RFP Review <ul><li>Review responses carefully for accuracy </li></ul><ul><li>Create a comparison matrix </li></ul><ul><li>Choose the vendors with best score </li></ul><ul><li>Adjust to allow for variations in architecture, POC and vendor profile </li></ul><ul><li>Meet and review findings, collectively choose 4 onsite vendors </li></ul><ul><li>Distribute final 4 RFPs to team to prep for onsite </li></ul><ul><li>Create a list of questions for onsite presentation </li></ul>
    20. 20. Schedule High-Level Onsite Presentations <ul><li>2.5 hour long </li></ul><ul><li>Back to back over 2 days </li></ul><ul><li>Recommend onsite presentations </li></ul><ul><li>5 – 10 person agency audience </li></ul><ul><li>Team is well prepared </li></ul><ul><li>Score presentation in a group setting </li></ul><ul><li>Create score card based on agency’s prioritized requirements </li></ul>
    21. 21. During Onsite Presentation <ul><li>Obtain Preliminary Pricing </li></ul><ul><li>Review contract terms and conditions </li></ul><ul><li>Uncover and hidden costs </li></ul><ul><li>Obtain collateral materials </li></ul><ul><li>Learn about vendor partners, external costs, integration, support etc. </li></ul>
    22. 22. Presentation Scoring Tool Scores assigned in group setting Works with online demos too
    23. 23. Narrow Vendors <ul><li>Review presentation scores, non-negotiables, functionality and overall cost </li></ul><ul><li>Review preliminary pricing </li></ul><ul><li>Consider process, flow, implementation </li></ul><ul><li>How easy is the software to use, train? </li></ul>Reduce consideration set to 2-vendors
    24. 24. Detailed Onsite Presentations <ul><li>Match-up system users with vendor experts and put the system through its paces </li></ul><ul><li>Use real scenarios from agency experience </li></ul><ul><li>Ask what’s under development for this particular module </li></ul><ul><li>Keep process notes to share with the group </li></ul><ul><li>Build consensus </li></ul>
    25. 25. Check Referrals, Perform Onsite Customer Visits <ul><li>Call the phone referrals you were provided </li></ul><ul><li>Try to find an agency who has stopping using the system and contact them to find out why </li></ul><ul><li>Contact your colleagues and collect feedback </li></ul><ul><li>Put postings on message boards </li></ul><ul><li>When onsite, work with the referral agency without the vendor present </li></ul><ul><li>Be prepared with a list of specific issues/questions </li></ul>
    26. 26. Obtain Detailed Pricing <ul><li>Put together a list of all users and their roles </li></ul><ul><li>Factor in growth for the next year </li></ul><ul><li>Submit a rough implementation date and process </li></ul><ul><li>Understand the vendor’s pricing model </li></ul>Focus on TOTAL cost of ownership
    27. 27. Negotiate Contract, Select Vendor <ul><li>Review Terms and Conditions </li></ul><ul><li>Begin Implementation Planning </li></ul><ul><li>Discuss Custom Reports, Integration, Data transfer from current system </li></ul>
    28. 28. Helpful Links <ul><li>The Software Network </li></ul><ul><li> Software Finder </li></ul><ul><li> </li></ul><ul><li>Capterra </li></ul>
    29. 29. Questions? Contact Info: [email_address] (952) 345-8770