10-3 Clinical Informatics System Selection & Implementation
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The document outlines the system selection and implementation lifecycle, detailing the critical steps from determining requirements to transitioning or decommissioning the system. It emphasizes the importance of an RFP process, assembling an implementation team, and developing a comprehensive plan, including user training and evaluation methods. It concludes with guidelines for obtaining feedback and assessing the system's effectiveness in meeting organizational goals.
10-3 Clinical Informatics System Selection & Implementation
- 1. Section Ten: The Information System Lifecycle Module 10-3 System Selection System Implementation
- 2. System Selection & Implementation • Determine your requirements and risks • Issue an RFP • Evaluate proposals • Assemble the team • Plan the implementation • Test the system (next module) • Evaluate the system • Transition or decommission the system
- 3. The RFP Process • Should provide information on background and system requirements • The evaluation period may be long or short depending on size/impact of purchase • Due diligence on the selected company should be performed • As with most enterprise software, there may be contract negotiations prior to setting the final terms of the agreement
- 4. Evaluating RFPs • Why do we need this system? • Who’s the user? • What does the system do? • Where will it be implemented? • When will it be installed? • How will we pay for it? • How will we implement it?
- 5. True Cost of Ownership
- 6. Assembling Your Team • Depending on the implementation, your implementation team may be large or small, highly-specialized, or widely specialized • They may be responsible for • User feedback • User training • System testing • Installation and Go Live • Configuration management • Communications and project management • Sustainment • And more…
- 7. A Sample EHR Implementation Team • EHR team lead • Vendor implementation team • EHR implementation manager/project manager • Physician champions and other “super” users • Nurse Lead • Medical assistant lead • Scheduler lead • Registration staff lead • Laboratory staff lead • IT lead • Billing staff lead • Meaningful use lead • Compliance lead • Workflow redesign lead • User training lead • And more…
- 8. Developing Your Plan • System overview • Major tasks • Required resources • Timeline/Schedule • Provider training • Roles and responsibilities • Point-of-Contact • HW/SW installation, facilities, and materials management • System configuration • Interface specifications • Documentation • Testing • Performance monitoring • Go Live strategy • Communication, education, and training • Assessment and feedback • Operations and support • Termination plan • Determine what a successful implementation looks like
- 9. User Training • Plan for user training before you have to • As you know, physicians are a busy group of individuals • Offer various types of training • Online, in-person, hybrid training courses • One-on-one or small group tutoring • Webinars/interactive videos • Specialization specific training • Leaflets and cards near computers and stations • Advanced “power user” training
- 10. Clinician Feedback • How to obtain feedback from your most busy users • Formal & informal methods • Feedback sessions • Backend dashboards • Surveys and questionnaires • Usability testing • Clinician champion feedback
- 11. Evaluating Systems • Is our CIS effective? • Did we meet our organizational goals? Clinical goals? Quality measures? • Quantitative evaluation methods • Surveys, structured interviews, testing, checklists, comparative research, etc. • Qualitative evaluation methods • In-depth, unstructured interviews, focus groups, observations, case studies, document review, etc.
- 12. Creating an Evaluation Plan • What are the goals of the evaluation? • How will we evaluate? • Verification • Did we build it correctly? • Validation • Did we build the right system? • Assessment of Human Factors • Are users using the system? Liking it? Hating it? • Clinical Assessment • How is the system affecting patient outcomes?
- 13. Evaluating the System • Rinse & Repeat • Use feedback to improve implementation of future projects and systems
- 14. Transitioning and Decommissioning • Communicate to any users still using the system • Transition them off the system • Document lessons learned • Create a project archive • Close out procurements/contracts/agreements • Record any impact to workflows or other process • Perform a final project review • Shut down the system
- 15. Review Questions • Appraising a potential seller and their business to establish its assets, liabilities, and commercial potential is a process known as: 1. Request for Information 2. Request for Proposal 3. Due Diligence 4. Lessons Learned Assessment
- 16. Review Questions • Appraising a potential seller and their business to establish its assets, liabilities, and commercial potential is a process known as: 1. Request for Information 2. Request for Proposal 3. Due Diligence 4. Lessons Learned Assessment
- 17. Review Questions • A document that describes what went right with a project, what went wrong, and what may be done differently in the future is known as: 1. Request for Information 2. Request for Proposal 3. Due Diligence 4. Lessons Learned Assessment
- 18. Review Questions • A document that describes what went right with a project, what went wrong, and what may be done differently in the future is known as: 1. Request for Information 2. Request for Proposal 3. Due Diligence 4. Lessons Learned Assessment
- 19. Review Questions • A majority of a system’s costs take place in which project phase? 1. Design and Development 2. Implementation 3. Evaluation & Assessment 4. Sustainment
- 20. Review Questions • A majority of a system’s costs take place in which project phase? 1. Design and Development 2. Implementation 3. Evaluation & Assessment 4. Sustainment