Switching to a New Hospital Information System & Going Paperless… John Haven Director College of Veterinary Medicine University of Florida A New HIS is an Opportunity to Re-Engineer Workflows • Temptation is to do what we do now, in the new system… Lost opportunity to improve processes • Must adapt to the software – not the other way around… billions of dollars has been spend by industry and academia fighting the internal work flows of PeopleSoft, SAP, etc. Faculty vs. the Software The Core of the Software Won’t Change • • • • Can turn modules on and off Can control security Can change colors Vendor can not maintain code integrity with drastically varying workflows Why is a Paperless Record So Hard? • VTH’s have “unique” needs for student SOAPs • VTH’s have referral documents • VTH’s have in house lab interpretation and radiographic interpretation • VTH’s have high level pharmacies • Faculty Comfort Level Comfort Level • Some faculty have no interest in learning new software • Some faculty like to view hand written materials vs. view on a computer screen • Some faculty are used to having students write brain dumps vs. clear concise professional notes Keys to Success • High ratio of computers to users – can be expensive but doomed to fail without • HL7 interfaces between equipment to automate the transfer of data • Templates for work ups, operational reports, and discharges • Charge Code Groups to speed invoicing • High ratio of technicians to DVMs per service • Server Cluster to protect data More Keys to Success • • • • Point of Sale/Activity signature capability Scanners for written documents Printers for samples Printers for client documents/discharges Picking A Vendor • • • • Financial strength as a going concern Large Help Desk Large Development Staff Willing to go to the next level – HL7, DICOM, etc… • Use of platform in practice Commercial HIS Track Revenue • In general they do not have a GL package – don’t have payroll or AP expenses • Need a GL • Need a mechanism to pull Expenses and Revenue together to have unified/complete financial statements together The UF Effort • Approximately a year from start to go live • Testing period yes – run in parallel – no way • Core development group from across the services • Document current workflows • Document future workflows • Training before go live for all UF Experience • First customer to require the HL7 interfaces for labs, radiology and pharmacy – not all were ready at go live, but went forward • Difficult to maintain high level of energy on the project and do day jobs • Difficult to maintain faculty involvement in the project More UF Issues to Consider • Maintain team for future enhancements • Need a dedicated project leader for the whole time • UF lost its IT manager early in the project • Project management and continuous follow up is key!!! Questions? Discussion?