A critical step to acquiring health information exchange (HIE) technology, or other health information technology (HIT) for your social service agency is to perform a requirements analysis.
Time needed : 40 - 60 hours
Suggested other tools : Section 2.3 Workflow and Process Analysis and Redesign for HIE and other
HIT
This step is performed after visioning and goal setting have laid the framework for your technology acquisition and after you have mapped current workflows and processes and evaluated them for improvements you would like to make with HIT.
A requirements analysis may give you what you need to approach vendors, or may be incorporated into a formal request for proposal (RFP). Defining your agency’s specific requirements can be an important part of educating everyone about HIT and building interest in this potentially major change.
Most experts recommend a four-step process to identify requirements:
1. Gain an overview of the technology to be acquired. Ideally, this should also include some exposure to the marketplace to learn about the range of functionality in products. It can also include reviewing any standards, certification criteria, or published product reviews.
2. Conduct a visioning exercise, set SMART goals, and analyze current workflows and processes to identify opportunities for improvement through HIT. It can also be helpful to review use cases or even document your own uses cases.
3. List the functional, technical, operational, and transitional requirements you have for HIE or other HIT based upon your vision, goals, and opportunities for improvement.
4. Prioritize the requirements in case it is not feasible or practical to acquire technology to meet all your requirements at once.
A list of resources to help you understand the scope of functional requirements to consider can be found at the end of this tool.
Requirements are often characterized to help different stakeholders define them and evaluate them in product offerings:
 Functional Requirements define the features that satisfy the end users’ needs. These may include the ability to send secure email using the Direct protocol, locate a client within an
HIE organization (HIO), use a community directory to locate and arrange for available
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services, scan and archive paper documents received in the agency, manage workflow within the agency through calendars, document workflow, and other HIT tools.

Technical requirements are the conditions under which the system must perform. These requirements specify system performance, security access controls, audit logs, backup and recovery capabilities, etc.
 Operational requirements are “behind the scenes” functions that keep the system running.
Some of these will be of administrative concern, such as adherence to standards to support interfaces, support of workflow customization, and the vendor’s track record. Others may be more IT-focused, such as system reliability and strong help desk support.

Transitional requirements aid in implementation, such as a vendor-supported data model, inperson training, a template to pre-load key data, etc.
Document your list of requirements on the form below, using the categories above. A few examples are provided in italics .
Functional Requirements
1.
Modifiable data collection to meet state-specific requirements
2.
Tasking reminders
5
4
2
4
Ideally this should be on the first screen when a client’s record is opened
3.
Search narrative notes
4.
Electronic feed from existing transcription system to a new document management system
Technical Requirements
1.
Supports Direct protocol for email 4 Other forms of email encryption are not acceptable
2.
Supports Microsoft Office
3.
Updates client consent information based on push from HIO
4.
Provide access to documents only by role
2
5
Operational Requirements
1.
Interfaces with existing client database 5
2.
Clinical summaries can be received in
C-CDA format
3
Transitional Requirements
1.
Template for pre-load of key data 3
4 2.
Vendor has been in business for at least five years and has at least 5 clients in our state
Not all staff have access to all documents
Replace?
(See 2.6 Exchange of Clinical
Summaries via CCR, CCD, C-CDA)
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Copyright © 2014, Margret\A Consulting, LLC. Used with permission of author.
A final step in requirements analysis is to prioritize the requirements that are most important to you.
Y must decide what is most important and what you can “live without.” You will probably find that no one product or service supports every possible requirement. Be as realistic as you can before you approach your vendor selection so you will not be disappointed.
You will probably need to approach different vendors for different requirements. For example, a state-based HIO will provide a variety of services, but may not provide Direct email capability. You may need to hire a general IT person to link the Direct email to Microsoft Outlook in order to set flags to alert you to receipt of documents. Lower- priced products have fewer features. For example, a document scanning system may not also provide workflow support that enables you to electronically direct the processing of a document among different staff members.
You might simply number the list of requirements within each category, with those at the top of each category most important. Another approach is to score the requirements:
5 = Must have
4 = Highly desirable
3 = Desirable
2 = Nice to have
1 = Not necessary
To ensure that your list and its priorities are complete, return to your vision statement and goals to make sure you have listed the requirements that will get you closest to achieving the vision and meeting your goals.
To understand the scope of HIE requirements to consider, the following resources may be useful:
Health Information Exchange Certification Criteria, Certification Commission for Health
Information Technology (CCHIT). Available at: https://www.cchit.org/c/document_library/get_file?uuid=cbb290e1-7531-431d-bdd7-
0e3881d01450&groupId=18
This is a comprehensive and technical set of criteria for certification of health information exchange organizations (HIO).
Certification Commission for Health Information Technology (CCHIT) announcement of new HIE interoperability testing at HIMSS12. Available at: https://www.cchit.org/press-releases/-/asset_publisher/l7V2/content/2013-03-04-cchit-unveils-newhie-interoperability-testing-at-himss13;jsessionid=E2F1C4A74387903F57D09973C991BB8D
This press release describes the pilot of a new HIE compliance testing program conducted at the
Healthcare Information Management Systems Society (HIMSS) conference in 2013.
A Practical Guide to Understanding Health Information Exchange, Assessing Your Readiness and
Selecting Health Information Exchange Options in Minnesota, Minnesota Department of health,
Office of Health Information Technology, 2013. http://www.health.state.mn.us/divs/hpsc/ohit/hieguidance/hieguide.pdf
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This resource clearly explains health information exchange, distinguishes between push and pull HIE technology, and describes HIE options and the information exchange priorities and capabilities for
HIE in Minnesota.
Standards Recommended to Achieve Interoperability in Minnesota; Guide 2: Updated August 2011,
Minnesota Department of Health, Office of Health Information Technology http://www.health.state.mn.us/e-health/standards/g2standards2011.pdf
This resource describes standards recommended for health information exchange and includes a reference grid to navigate the meaningful use of EHR standards and criteria, highlighting the need for health information exchange functionality. It also provides the specific standards required for
Minnesota certification of HIO.
Copyright © 2014 Stratis Health. Updated 03-12-14
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