Selecting the Right Vendors for Your Health IT Projects April 17, 2012 • Listen only mode • This webinar will be recorded and available on NACCHO’s website • The slides will also be available for download • Please complete the evaluation when you receive the link • Type your questions in the box as we go Tuesday, April 17, 2012 Outline of Webinar Goals for today Lincoln Lancaster County Health Department (NE) Cabarrus Health Alliance (NC) Questions NACCHO ePublic Health Upcoming Events Tuesday, April 17, 2012 Goal of Webinar By the end of the webinar you will know the following: • Strategies LHDs can use to select vendors for health IT projects Tuesday, April 17, 2012 Lincoln-Lancaster County Health Department Lincoln, NE April 17, 2012 Understand your business What are the core guidelines or principles that need guide investments for your business? What will an IT solution offer? We adopted these principles Support staff at the “point of service” – when and where they work Eliminate paper-based reporting & documentation Off the shelf to assure taking advantage of new features and technology Guiding Principles • Use standards • Potential scalability • Document for future • Easily accessible and usable • Integrated with partners Not every health department is the same A business case analysis of the cost benefit of IT investments is important What services do you provide today? What services will you provide in five years? ◦ Example: Full Service compared to small department with Immunizations and Access to Care Business Process Analysis ◦ Do you want or need to make changes in the way you currently do business? What are your core partners doing? What are the goals of your director, supervisors and front line staff? What are other health departments like you doing? What are your investment options? Funding strategies? What are your options? ◦ Advantages and disadvantages of each type ◦ For example: Public Health System that supports mandated reporting Electronic medical record or other point of service system that focuses on documentation and record keeping for services Use / share software provided by another (State Immunization Systems Support direct service efficiently Reduce errors, promote consistency and quality of care Support quality assurance and improvement efforts Facilitate transfer of information needed to provide care Eliminate paper records Communicate accurately and quickly Measure outcomes and monitor performance Take advantage of technology advancements and conveniences Designed for Physician / physician extender as providers Need to create templates and routines to support public nurse as provider Vocabulary for communitybased and case management services is more limited compared to medical Key staff from users from all program areas that will be impacted Obtain buy-in / sponsorship county Include: ◦ ◦ ◦ ◦ Legal Purchasing Finance Technical This is going to be a major investment of time and money—Involve your stakeholders from the beginning. What are the steps you propose for making this decision? Clarify roles and responsibilities of your team and team members Outline the “products or outcomes of the work” ◦ ◦ ◦ ◦ Business Process analysis and flow charts Request for Proposals Evaluation and selection Decision-making process Are you satisfied with your current structure and processes? Opportunity to examine Business processes and practices and refine and improve Are there specific improvements that you hope to make with the right software or tool? Our Core Requirements CCHIT certified Master patient index Off the shelf No or very limited customization Training / Informatics competencies of front line staff Tools to adapt to work processes and work flow in software Medical record vs. reporting Standard Processes Research the vendors and products most likely to meet your needs Talk to them and encourage them to submit a proposal once you issue an RFP Use consultation / technical expertise to reach the vendors who will be able to meet your needs– Regional Extension Center Use varied approaches to get vendors to submit proposals We sent our RFP to more than 80 vendors and received 6 proposals Analyzing work flow and processes Developing / reviewing requirements Reviewing and prioritizing criteria for evaluation Reviewing and evaluating proposals (including / especially demos) If you don’t receive proposals that meet your needs—don’t be afraid to try again. Take what you learn and revise your RFP / criteria / vendor search Our implementation came after our third effort Document carefully We went from a complex tool to a very simple form And then assigned individuals to teams to evaluate specific capacities Scoring – the numbers never make the final decision Review and follow-up—it is never apples to apples Functional Area Team Members On-site Demo 1 Vendor, Date, Place th TBA: T-F, 12th – 15tthh Introductory Scenario All Your supervisor may request that you attend all of the next 4 sections Bernice Afuh* Geri Rorabaugh* Shirley Terry* Sharla Griess* Carol Kukuk* Jane Linsenmeyer* Barb Martinez* Brenda Monroe* Cindy Peters* Kris Saunders* Customer Service Ivonne De La Torre Jann Douglas Janette Johnson Gwendy Meginnis Janet Rose Information & Refe rral Annette Sturtz Anita King Clinical Shirley Achord Jean Pearson Kris Saunders Annette Sturtz Tim Timmons Lisa Truax Shannon Williams 12:30 to 1:30 p.m. Case Management Deb Edelmaier Ali Hettenbaugh Marilyn James Jean Krejci Kim Rettig Chris Riffle Anh Tran Lisa Truax Nicky Turner Cheryl Schulte Tammy Weihe 1:40 p.m. to 2:40 p.m. System/ Global Requirements Charlotte Burke Mary Christensen Kathleen Cook Ann Fetrick Trudy Franssen Judy Halstead Magdalena Krynsky Andrea Mason Jim Walkenhorst Zhong Xu All day, particularly 2:50 to 4:30 p.m. or whenever finished 8:00 to 9:30 a.m. 9:40 to 10:40 a.m. 10:50 to 11:50 a.m. While reviewing the proposals please use the following evaluation criteria: This first review will develop the short list for further consideration. 1. Comprehensive response that clearly tracks to the RFP. Is the proposal written to LLCHD or is it just a set of canned forms and templates? Is the proposal clear and easy to follow or are there errors that show sloppiness or lack of care? 0 1 2 3 4 5 0 1 2 3 4 5 0 1 2 3 4 5 0 1 2 3 4 5 0 1 2 3 4 5 2. Overall price. Are pricing estimates included? Is the pricing estimate based on each nurse as equivalent to a physician or PA/Advance Practice Nurse provider? (This would not be expected.) 3. Red flags Rate 0 as very poor or non-existent and 5 as the HIGHEST # of things that raised red flags as you reviewed the proposal, for example, implementation plan timeframe, years company has been in business, # of & experience of employees, etc. Note: 5 means no red flags, 0 means lots of red flags. Please clarify what the red flags are in the note section below. 4. References in Midwest. 0=no references within 8 hour drive (500 miles) 1=references within 500 miles, 8 hour drive 2=references within 200 miles, 4 hour drive 3=references within 50 miles,1 hour drive 5. General impression the product will meet all functionality needs. Are all requirements addressed and discussed? For example, does the product clearly indicate the ability to do the practice management/billing as well as clinical functions? Use Scenarios Background information: We call this patient a “presumptive” and will generally follow her through pregnancy, childbirth, and afterward for about two months. We will include visits to the baby for as long as needed, possibly for a number of years. “Following her” includes clinic nurse assessment, education, and community referrals, including referring her to a doctor (external) for prenatal care, and to the LLCHD nurse home visitation program (internal). CLINIC 1. Woman, Juanita Hernandez, thinks she is pregnant so has her friend, who speaks English, call the clinic to find out when she can come to clinic to find out if she is pregnant. She comes to the clinic. 2. Lab work is done that confirms pregnancy. 3. Mrs. Hernandez is assisted by the interpreter to complete the application for Medicaid and other needed paperwork. She is seen in the LLCHD WIC Clinic. 4. An appointment is made for her to see a doctor (not at our clinic) in 3 weeks. Cab transportation and an interpreter are arranged. 5. Nursing Assessment is done, including risks that indicated need for nurse home visitation. Nurse doing presumptive opens chart record and refers client for Home Visitation services by the Maternal Child Health (MCH) section of CHS. Project Management tools Business Process / Flow Chart tools Sample Requests for Proposals Evaluation tools Scoring methodology Ask for references from the vendor for use of their product in a business like yours Phone references with a team so you verify: ◦ ◦ ◦ ◦ Did they stay within cost parameters? Did they implement within time parameters? Does it work the way you hoped? How responsive was the development/ implementation team to your needs? If it is feasible visit a current user of the product If you still aren’t sure – see if you can “take a test drive” -- some vendors provide a “playground” that you and your staff can try some of the features Work with your legal and purchasing departments Negotiate payment terms and time frames Make sure that you retain some payments for “final” when everything is completed—incentive to complete This can take up to several months to finalize through all the approvals Don’t try to skip this—if for any reason, the project goes bad—you need the support from legal and purchasing This can be a major investment—take the time to get it right—you will likely have to live with it for the next twenty years SuccessEHS – Electronic Medical Record ◦ Practice Management (July 2009) ◦ Clinical (October 2009) Dentrix – Dental Electronic Record ◦ Practice Management and Chair side charting (2008) ◦ Digital radiography (2009) Selecting the Right Vendors for your Health IT Projects April 17, 2012 Tracy Lockard Business Process Director Cabarrus Health Alliance Background • Awarded grant (12/2006-12/2009) from the Robert Wood Johnson Foundation entitled, Common Ground: Transforming Public Health Information Systems • Goal: Have public health electronically communicate with a health information exchange (HIE), community health care partners and consumers • Project: Practice Management (PM)/ Electronic Medical Record (EMR) Evaluation Project • Objectives: Develop requirements for evaluating and selecting an PM/EMR system • Develop efficient and effective best practice workflows for clinic processes, case management and practice management Collaborative Requirements Development Methodology PM/EMR Evaluation Project Timeline 3/2008 Goal Objective Business Rules Triggers * Complete and accurate registration records for all clients * Complete and accurate client registration record (demographic info, payor info, income info, appointment history) to maximize reimbursements and collections * HIPAA regulations * NC Administrative Rules * Federal Poverty Guidelines * Local Health Department policies and procedures * Title X (Family Planning Federal Guidelines) * Title IXX (Medicaid) - Proclaims that at the states discretion, it can finance the healthcare for individuals who were at or close to the public assistance level * Title VI (Civil Rights Act, provide language assistance and translated materials) * Title V (language assistance) * NC Identity Theft Protection Act * Client calls for an appointment * Appointment * Client walk-in * Physician referral Business Process Analysis Business Process Redesign •Redesigned 46 Business Processes Task Sets 1. Collect/enter basic * Appointment demographic information * Medical record 2. Verify & update payor and income information and Medicaid eligibility 3. Complete consent forms (i.e. eligibility, HIPAA, financial policies, terms and conditions) 4. Schedule appointment if needed 5. Reinstate bad debt that was written off if applicable 6. Provide self-history form to client 7. Collect payments 8. Give patient receipts 11/2008 1/2009 Requirements Definition •Defined 680 Requirements •Determined over 4000 Data Fields 7/2009 9/2009 Evaluation Phase • Evaluated Vendors with Tools & Scoring System • Site Visits • Gap Analysis of Meaningful Use Criteria Health Outcomes Policy Priority Care Goals Objectives Eligible Providers [EP] Improve quality, • Provide access to safety, efficiency, comprehensive patient and reduce health health data for patient’s disparities health care team 12/2009 Requirements Defined Data Fields Defined Hospitals Inpatient = [IP] Outpatient = [OP] 2011 - Objectives & Measures - Goal is to electronically capture in coded format and to report health information and to use that information to track key clinical conditions 1 • Use evidence-based order sets and CPOE • Apply clinical decision 2 support at the point of care Selected and Acquired a PM/EMR System - Insight Measures 3 • Generate lists of patients w ho need care and use them to reach out to patients (e.g., reminders, care instructions, etc.) 4 • Report to patient registries for quality improvement, 5 public reporting, etc. • Use CPOE for all orders 2 • 10% of all orders (any type) • % of orders (for medications, lab • Lab - #1-#8 directly entered by authorizing tests, procedures, radiology, and • Maternal Health - #21 provider (e.g., MD, DO, RN, PA, NP) referrals) entered directly by • Global - Education - #1-#8 through CPOE2 physicians through CPOE • Global - Immunizations - #2, #20 • Global - Medication - #29-#34 • Global - Referral - #1-#6 • Implement drug-drug, drug-allergy, • Implement drug-drug, drug-allergy, • Global - Medications - #15-#19, #21-#23 drug-formulary checks drug-formulary checks • Maintain an up-to-date problem list • Maintain an up-to-date problem list • % patients at high-risk for cardiac of current and active diagnoses of current and active diagnoses events on aspirin prophylaxis [EP] based on ICD-9 or SNOMED based on ICD-9 or SNOMED • % eligible surgical patients w ho receive VTE prophylaxis [IP] • Lab - #1-#7, #12-#13, #15-#16 • Global - Education - #1-#10 • Global - Immunizations - #1-#4 • Global - Medication - #28-#53 • Global - Plan of Care - #1-#7 • Global - Referral - #1-#34 • Generate and transmit permissible prescriptions electronically (eRx) • Global - Medications - #28-#53 • Maintain active medication list • Global - Medications - #20, #24-#26, #28, #29-#34 • Maintain active medication list • % of all medications, entered into • Global - Medications - #1-#14 EHR as generic, w hen generic options exist in the relevant drug class [EP, IP] • Global - Progress Notes - #1-#5 • Global - Medications - #1-#11 • Use of high-risk medications (Re: Beers criteria) in the elderly 6 7 • Maintain active medication allergy • Maintain active medication allergy list list • Record demographics: • Record demographics: • Stratify reports by gender, ◦ preferred language ◦ preferred language insurance type, primary language, ◦ insurance type ◦ insurance type race ethnicity [EP, IP] ◦ gender ◦ gender ◦ race3 ◦ race3 ◦ ethnicity ◦ ethnicity Inputs • Global - Allergies - #1-#8 • Global - Allergies - #1-#4 • Registration/Checkout - #18, #20 • Registration/Checkout - #30-#34, #134, #137-#138, #141 • CSC - #30, #33-#35, #43 • IHV - #49-#51, #78 • MCC - #30, #33-#35, #43 Outputs Outcomes * Client * Registration checked in for record is clinic completed appointment * Appointment * Payment receipt (copayments and flat fees) 2/2010 PM/EMR Implementation Timeline 3/2010 4/2010 Upgrades to IT Infrastructure • Installed shared storage at primary and disaster recovery data centers • Moved to VMWare for critical servers • Implemented Citrix for deployment of EMR and related applications 5/2010 6/2010 7/2010 Document Imaging Project • Scanned 60,000 paper charts • Developed workflows to automatically file documents created and scanned daily • Deployed the digital chart to CHA staff as well as labor and delivery staff at the local hospital Migration to WIC State System 8/2010 Practice Management interface with new state public health system 9/2010 10/2010 11/2010 Go-Live with Practice Management Modules 12/2010 Implement Practice Management • Patient Registration • Appointment Scheduling • Encounter Processing • Immunization Tracking & Inventory • Patient Tracking • Lab Tracking • Patient Accounts • Event Management HIT Project Team Goals & Objectives • Implement a Practice Management & EMR system • Have representatives from each department gain a broader and deeper understanding of the entire PM/EMR system (and other systems) • Improve quality and efficiency of health care, access to care, preventive care, care process, patient safety, and provider or patient satisfaction • Obtain Medicaid EHR incentives and demonstrate meaningful use • Support Beacon Community grant efforts 12/2010 1/2011 PM/EMR 2/2011 Implementation 3/2011 Timeline 4/2011 Go-Live with Practice Management Modules Implement Additional PM Features & Processes • Registration Speed Forms • Integration with Laserfiche • Patient Identification • Electronic Billing 5/2011 6/2011 7/2011 Implement EMR Modules (Phase 1) for: • Child Health 8/2011 Go-Live with EMR Modules (Phase 1) 9/2011 10/2011 11/2011 Define Modifications to Lab Module 11/2011 PM/EMR Implementation Timeline 12/2011 Implement EMR Modules (Phase 2) for: • STD/HIV • TB Digital Signatures (CoSign) for Consents/Forms 1/2012 Go-Live with EMR Modules (Phase 2) 2/2012 3/2012 4/2012 5/2012 6/2012 Implement EMR Modules (Phase 3) for: • ePrescribing (OrderConnect) • Pharmacy Go-Live with EMR Modules (Phase 3) 7/2012 8/2012 Implement EMR Modules (Phase 4) for: • Family Planning • Maternal Health 9/2012 10/2012 11/2012 Go-Live with EMR Modules (Phase 4) PM/EMR Implementation Timeline 11/2012 12/2012 Implement EMR Modules (Phase 5) for: • Lab Modifications • LIMS • Hospital Lab Interface (CareConnect) 1/2013 Go-Live with EMR Modules (Phase 5) 2/2013 3/2013 Implement EMR Modules (Phase 6) for: • Health Information Exchange (CareConnect) 4/2013 Go-Live with EMR Modules (Phase 6) 5/2013 6/2013 7/2013 TBD • Supplies Inventory • State Lab Interface • Lab Instrument Interface Implement EMR Modules (Phase 7) for: • Patient Portal (Consumer Connect) Go-Live with EMR Modules (Phase 7) 8/2013 9/2013 10/2013 Meaningful User What are the major tasks for each module rollout – Tasks and Resources • • • • • • • • • Project team meetings Train-the-trainers Tables EMR Notes Define Reports/EMR Dashboards Process/Workflow Changes Staff Training Practice/Mock Clinic Go Live Resource Planning Milestones Major Tasks 1 Develop EMR Notes Train-the-Trainers EMR Notes - Education (All programs) EMR Notes - Referral (All programs) TOTAL 2 Implement Child Health EMR Notes - Child Health Environment EMR Notes - Child Health HEEADSSS (ages 15-21) EMR Notes - Child Health - PEDS (ages 1 month - 6 years) EMR Notes - Child Health - Pediatric Sympton Checklist (ages 6-16 years) EMR Notes - Child Health - MCHAT (ages 18-24 months) EMR Notes - Child Health - Newborn Home Visit Test Custom Development of Module Train-the-Trainers Tables Define Reports Staff Training Practice/Mock Clinic Go Live TOTAL 3 Implement Patient Tracking for Child Health Tables Define Reports Staff Training Practice/Mock Clinic Go Live TOTAL GRAND TOTAL Estimated # Estimated Clincal Team Resources Needed = Total of Clinical Estimated IT Team Resources Needed = Total Hours Hours Team Man Days Project team x 1 week x 4 hours 4 persons x 2 weeks x 5 hours = 40 hours 2 persons x 2 weeks x 3 hours = 12 hours 40 12 52 6.5 Project team x 1 week x 4 hours 2 persons x 3 weeks x 24 hours = 144 hours 2 persons x 2 week x 12 hours = 48 hours 6.5 144 48 192 Estimated # Estimated of IT Team # of Weeks Man Days 24 days 5 weeks 24 5 Proposed Schedule March 2011 June 2011 April 2011 April 2011 April 2011 1 person x 3 weeks x 12 hours = 60 hours 60 7.5 days 2 persons x 3 weeks x 20 hours = 120 hours 120 15 days April 2011 May 2011 15 weeks 2 person x 1 week x 6 hours = 12 hours 12 1 person x 2 weeks x 8 hours = 16 hours Project team x 1 week x 4 hours 1 person x 2 weeks x 20 hours = 40 hours 1 person x 1 week x 8 hours = 8 hours 1 person x 3 weeks x 26.67 hours = 80 hours 1 person x 1 week x 18 hours = 18 hours 1 person x 1 week x 40 hours = 40 hours 16 1 person x 1 person x 1 person x 1 person x 2 weeks x 4 hours = 8 hours 1 week x 2 hours = 2 hours 3 weeks x 3.5 hours = 10.5 hours 1 week x 3 hours = 3 hours 40 8 80 18 40 274 8 2 10.5 3 0 23.5 349.5 1.5 days 1 person x 1 week x 24 hours = 24 hours 1 person x 2 weeks x 16 hours = 32 hours Project team x 1 week x 4 hours 1 person x 2 weeks x 20 hours = 40 hours 25.25 days 1 person x 1 week x 16 hours = 16 hours 1 person x 3 weeks x 26.67 hours = 80 hours 1 person x 1 week x 18 hours = 18 hours 1 person x 1 week x 40 hours = 40 hours 34.25 1 person x 1 person x 2.8125 days 1 person x 1 person x 2.9375 43.69 2 weeks x 4 hours = 8 hours 1 week x 4 hours = 4 hours 3 weeks x 3.5 hours = 10.5 hours 1 week x 3 hours = 3 hours 24 3 days April 2011 28.25 days March 2011 April 2011 April 2011 May 2011 May/June 2011 June 2011 June 2011 32 40 16 80 18 40 370 46.25 8 4 10.5 3.0625 days 3 0 25.5 3.1875 588 May 2011 73.44 15 7 weeks 9 29 May 2011 May 2011 May/June 2011 June 2011 June 2011 Resource Planning Role Name # of Man Days Project Team 1 Bobbie Seabolt April 2011 Task & Type of Work Actual 1.5 # of Man Days EMR Notes - Child Health - Environment 1.5 1.5 0.375 EMR Notes - Child Health - HEEADSSS (ages 15-21) 1.5 1.5 0.125 EMR Notes - Child Health - PEDS (ages 1 month - 6 years) EMR Notes - Child Health - MCHAT (ages 18-24 months) EMR Notes - Child Health - Newborn Home Visit 3 EMR Notes - Child Health - Pediatric Sympton Checklist (ages 6-16) EMR Notes - Child Health - MCHAT (ages 18-24 months) EMR Notes - Referral 1 Tables - Patient Tracking for EMR Bobbie Seabolt Bobbie Seabolt Bobbie Seabolt 0.375 Bobbie Seabolt Bobbie Seabolt Bobbie Seabolt Sub-Total 2 Jason Hada Jason Hada Jason Hada Jason Hada 0.25 4.5 1.5 Jason Hada Sub-Total 3 Ryan McGhee 0.25 1.5 Ryan McGhee Lockard Lockard Lockard Lockard 0 3 1.5 1.5 1.5 Tracy Lockard 1.5 Tracy Lockard 4 13 19 30 Tracy Tracy Tracy Tracy Sub-Total 0.5 1 8.5 Define Reports - Patient Tracking for EMR Staff Training - Patient Tracking for EMR - Child Health - Newborn Home Visit - Child Health - HEEADSSS (ages 15-21) - Child Health - PEDS (ages 1 month - 6 - Child Health - MCHAT (ages 18-24 2.125 0.25 Ryan McGhee Ryan McGhee 4 Tracy Lockard EMR Notes EMR Notes EMR Notes years) EMR Notes months) Integrate Laserfiche & Insight PM Ryan McGhee Total GRAND TOTAL 1.125 0.75 0.5 0.625 Ryan McGhee Sub-Total May 2011 Task & Type of Work EMR Notes - Child Health - MCHAT (ages 18-24 months) 0.4375 EMR Notes - Child Health - HEEADSSS (ages 15-21) 0.125 EMR Notes - Child Health - PEDS (ages 1 month - 6 years) 0.125 Tables - Child Health 0.9375 Test Custom Development of Module - Child Health EMR Notes - Child Health - Environment 0.25 EMR Notes - Child Health - HEEADSSS (ages 15-21) 0.125 EMR Notes - Child Health - PEDS (ages 1 month - 6 years) 0.25 EMR Notes - Child Health - Newborn Home Visit 0.25 EMR Notes - Child Health - MCHAT (ages 18-24 months) 4 Tables - Child Health 4.875 9.0625 11.25 0 1.5 3 EMR Notes - Child Health - MCHAT (ages 18-24 months) EMR Notes - Child Health - Pediatric Sympton Checklist (ages 6-16) EMR Notes - Referral 6 1 2 3 Tables - Child Health Define Reports - Child Health Staff Training - Child Health 1.5 6 20.5 33 Lessons Learned in Adopting EHR • • • • • Lots of process change Focus on cross-department processes Billing – Can’t test until live Productivity/Revenue decrease Never done! EHR is an integral part of your operations efficiency and effectiveness Reference Materials • PM/EMR Evaluation Project Web site – www.cabarrushealth.org/commonground Questions Please type your questions in the box Tuesday, April 17, 2012 Upcoming NACCHO ePublic Health Events Webinar Series: Meaningful Use and Public Health Integration and Interoperability Across Public Health, Human Services, and Clinical Systems http://www.naccho.org/topics/infrastructure/informatics/resources/spring2012-webinars_ephi.cfm Vendor Portal Tuesday, April 17, 2012 Contact Information Vanessa Holley, MPH Program Analyst, ePublic Health vholley@naccho.org (202) 507-4239 Tuesday, April 17, 2012