Conceptualising and developing a business case for HePMA systems Round table discussion Professor Aziz Sheikh The University of Birmingham 24th September 2012 NIHR Programme Grant for Applied Research Overview Hospital ePrescribing and Medicines Administration (HePMA) systems Outline of our programme of work Structure, organisation and aims of the workshop NIHR Programme Grant for Applied Research HePMA systems “The utilisation of electronic systems to facilitate and enhance the communication of a prescription or medicine order, aiding the choice, administration and supply of a medicine through knowledge and decision support and providing a robust audit trail for the entire medicines use process” (NHS Connecting for Health) Anticipated benefits: patient safety, clinician benefits, service benefits NIHR Programme Grant for Applied Research Investigating the implementation of ePrescribing systems into NHS hospitals Aims: To describe and understand the procurement, implementation, adoption and maintenance processes involved with introducing ePrescribing systems. To estimate their effectiveness and cost-effectiveness. To develop best practice recommendations and a toolkit for their successful integration into NHS hospitals. NIHR Programme Grant for Applied Research Our research team Prof Aziz Sheikh Prof Robin Williams Prof Jill Schofield Zoe Morrison Dr Jamie Coleman Antony Chuter Prof Richard Lilford Dr Jonathan Shapiro Dr Kathrin Cresswell Dr Lily Yao Dr Ann Robertson Prof Anthony Avery Dr Sarah P Slight Ann Slee NIHR Programme Grant for Applied Research Prof David W Bates Four Work Packages (WPs) Work package 1 Procurement, implementation, adoption and connectivity Documentary data, semi-structured interviews, on-site observations, field notes ethnography Work package 2 Assessing impact on prescribing safety Stepped-wedge design evaluation with 6&12 months follow-up analyses of prescribing indicators Work package 3 Health economics and a value of investment analysis Estimation of costs (including opportunity costs) of computer systems of different types; framework for cost categories Work package 4 Integration across WPs to develop recommendations and a toolkit for the NHS Interlink the qualitative and quantitative components; develop a detailed typology of existing systems and their capabilities NIHR Programme Grant for Applied Research Patient and public involveme nt Lots of national interest and planning… Questionnaires distributed 108 Yes (n=85) re Returned (representing No (n=23) 55 Trusts) Implementation plans Already implemented (10 Trusts, 18%) Currently implementing (11 Trusts, 20%) Planning to implement/pr ocuring (30 Trusts, 55%) NIHR Programme Grant for Applied Research No current plans of implementing (4 Trusts, 7%) Increasing range of system choice… NIHR Programme Grant for Applied Research But… Relatively limited expertise within individual hospitals With the demise of NHS CFH, little in the way of central guidance, standards or support NIHR Programme Grant for Applied Research Need for opportunities for sharing ideas/experiences/insights “In my journey so far it is very important to determine a clear set of criteria which all systems must comply with. This is a huge problem.” “Need a clear criteria of functionality this is a must and which is evidence based.” NIHR Programme Grant for Applied Research Systems choice “…one of the problems when you’re assessing a system is there’ll be systems that have been around for 4 or 5 years, there’s the one that’s relatively current and there’s the new kid on the block. The ones that have been around for a long time are based on relatively old code…old versions of Windows so just look a little bit clunky, the ones that have been around a couple of years just look swishier…and the ones that are out there you’re not confident that they’re not going to go bankrupt in the next couple of years…” NIHR Programme Grant for Applied Research Conceptualisation Assessing local requirements, homework (looking at systems and understanding/re-designing processes), anticipated benefits, drivers and the underlying evidence base Project initiation Establishing a project team, engagement of stakeholders, securing high-level support Functional specification Existing range of suppliers and systems, product specification and functionality Drafting a business case Process/templates, risks, resources, overview of systems/suppliers, site visits, networking Procurement/tendering Process, scoring, engaging suppliers System choice Based on needs and available options, analysis of bidders Contracting Process, dividing responsibilities, awarding the contract, contract negotiations Pre-implementation Training, piloting, work process mapping, IT requirements (infrastructure, interfacing, software, hardware), continued engagement, configuration and testing, data migration, back-up systems, process management, implementation strategy and roadmap, champions Relationship with suppliers, initial support, timelines and transition to BAU Implementation Maintenance Upgrading, on-going support, dealing with workarounds, continuing development and customisation, change in role of project team Impact Benefits realisation, investment analysis System optimisation Evaluation On-going development Progress reports, lessons learned and sharing of experiences, benchmarking, data quality monitoring, reporting, risk registers, critical incidence reports and analysis E.g. Trusts upgrading to another system Aims of today’s workshop Facilitate open discussion regarding the development of business cases from the perspective of different stakeholders Support sharing of experiences and networking NIHR Programme Grant for Applied Research Structure of the workshop Moderators: Jamie Coleman and Ann Slee PART 1: Conceptualisation and project initiation 12.30-1.30 Lunch and networking PART 2: Functional specification and drafting a business case Group work in breakout sessions followed by feedback to all NIHR Programme Grant for Applied Research Organisation of this workshop Information and consent Anonymity assured, recording preferred Kathrin and Rosemary for logistical questions Suggestion sheets for anonymous feedback Evaluation at end of the day Summary report will be circulated to participants for comments NIHR Programme Grant for Applied Research Next steps We want your ideas for Conferences Workshops Round table discussions… NIHR Programme Grant for Applied Research Further sources of information and support… Our website: www.chs.med.ed.ac.uk/projects/eprescribing For copies of presentations, events and updates NIHR Programme Grant for Applied Research Date for your diary… NIHR Programme Grant for Applied Research