Transcript Document

HIT Update and Evaluation Tools
June 18, 2013
Self Assessment
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Needs Assessment
System Diagram
Evaluation Tool Preparation
Evaluation Tool
Needs Assessment
Needs Assessment
• Gather the needed information.
– Problems and opportunities
– Distinguish real needs from exaggerated needs
• Review and Prioritize the needs.
– How do they relate to technology
– How do they relate to organizational structure
– How do they relate to process/workflow
Needs Assessment
• Predict the future.
– Service level mix
– Community needs
– Funding
• Document the results.
• Peer review, solicit comments.
• Publish.
System Diagram
• For current systems
– Identify each system currently in use.
– Identify relationships between systems.
– Identify interfaces between system.
• Based on needs defined in the assessment
– Diagram the future systems and relationships
– Security
– Sustainability
Sedgwick County Initial Diagram
Sedgwick County Health Department
Computing Systems Architecture
as of September 12, 2012
Weak Values
Current Applications
KWIC
Potential Applications
Evaluation Web
WHIE
KHIN
Records Access
QA
Sustainability
ChallengerSoft
FIMR Bassinet
KIPHS
Dispensing Database
(Access)
ClearHealth
Missing Functionality
Lab Results
ePrescribe
WebIZ
EpiTrax
Trisano
Emdeon
Lab Equipment
Interfaces
Report
Management/ BI /
Warehouse
X-Sintinel
BioSense
PsychConsult
Public Client Portal
Imaging/Scanning
Insurance Cards
KHIN
WHIE
Secure Messaging
I Boss Well/ We Plan
Well
ePHAB
Kiosk
Outbound Dialing/
Reminders
SAS Analytics Pro
Sedgwick County Preferred Future
Sedgwick County Health Department
Possible Computing Systems
Architecture
As Of September 12, 2012
EpiTrax
Trisano
WebIZ
KWIC
ePrescribe
Report
Management/ BI /
Warehouse
EMR
FIMR Bassinet
Lab Results
WHIE
KHIN
Records Access
Kiosk
Evaluation Web
Stand-Alone
Applications
ePHAB
I Boss Well/ We Plan
Well
SAS Analytics Pro
BioSense
X-Sintinel
Evaluation Tool Preparation
Q.1
Q.2
Q.3
Q.4
Q.5
Q.6
Q.7
Q.8
Q.9
Q.10
Q.11
Q.12
Q.13
Q.14
Q.15
Q.16
Q.17
Q.18
Q.19
Q.20
Q.21
Q.22
Q.23
Q.24
Q.25
For Each of these service types, provide the average number of Encounters per Month
Adult Immunizations
Correctional Health
Diabetes Support Group
Family Planning Clinic
Food Safety Education
Foot Care
Health Maintenance Services
Healthy Start Visitor Program
HIV/AIDS Screening
HIV/AIDS Treatment
Home Health
Hospice
KanBe Healthy/School Entry Physicals
Laboratory Services – Comprehensive
Laboratory Services – Minimal
MCH Home Visits
Oral Health
Prenatal Care
School Health
School-Based Clinics
STD Screening
TB Treatment
Tobacco Prevention
Weight Management
Other Chronic Disease Support Groups
Evaluation Tool Preparation
Q.26
For the Entire Organization
Number of Locations
Determine the number of office locations where the records will be accessed.
Q.27
Q.28
Q.29
Q.30
Number of Staff – MD
Number of Staff – PA/APRN
Number of Staff – RN
Number of Staff – Other Licensed Medical
Determine the number of MD level staff that will use the system.
Determine the number of PA/APRN level staff that will use the system.
Determine the number of RN level staff that will use the system
Determine the number of other licenses medical staff that will use the system.
Q.31
Mission Alignment/Goal Congruence
Does Your Organization’s Mission Include Patient Care?
Q.32
Does our organization have goals for improved efficiency
and effectiveness
Q.33
Staff Acceptance – Change Management
Evaluate the ability of staff to accept electronic records
Q.34
Q.35
Strength of Change Culture
Implementation Commitment
Q.36
Q.37
Q.38
Q.39
Q.40
Q.41
Q.42
Q.43
The mission statement may or may not include statements about patient care.
This will indicate the organization’s high level direction for services to the
public.
The mission statement goals may or may not contain statements about
improving efficiency and effectiveness of service levels. These should be
related to clinical services to be included.
Rate your staff on their ability to accept and use electronic medical records.
Rate your organization culture for the ability to embrace change.
Rate your organization on the level of commitment to complete the
implementation.
Data Analysis Requirements/Capacity – Evaluate the need for the organization to monitor or analyze the following data
Program Level Data
Rate the need to analyze data at the program level.
Utilization Data
Rate the need to analyze data on service utilization.
Diagnosis Data
Rate the need to analyze services by diagnosis.
Performance Metrics Analysis
Rate the need to analyze performance metrics data.
Cost of Service Delivery
Rate the need to have cost metrics by service
Evaluate the Analysis Capacity of Staff
Evaluate the ability of staff to analyze data
Cost of Purchase/Implementation
Financial/Budget Capacity to Purchase and Implement
Evaluate the capacity to purchase and implement the system at a cost of $100
the System at $100/Employee
per employee.
Financial/Budget Capacity to Purchase and Implement
Evaluate the capacity to purchase and implement the system at a cost of $250
the System at $250/Employee
per employee
Evaluation Tool Preparation
Q.44
Q.45
Q.46
Meaningful Use Incentive Eligibility
Have You Performed and ROI Analysis
System Sustainability
Annual Maintenance at 20% of Purchase Price
Q.47
IT Expertise to Support On-Going Operations
Q.48
Financial/Budget Capacity to Maintain and Upgrade
Infrastructure
Insurance Claims
Claim Volumes for Electronic Interface 835/837
Insurance Claims/Month
Have Payers Eliminated Paper Claims
Budget Available for Clearing House Expense
Q.49
Q.50
Q.51
Q.52
Q.53
Q.54
Q.55
Q.56
Q.57
Q.58
Q.59
Q.60
Electronic Prescribing
Script Volumes to Pharmacy/Month
Pharmacy/Dispensing Data to HIE
Drug Dispensing
Dispensing Volume/Month
Number of Different Medication Types
External Lab
Volume of Lab Orders/Month
Critical or Abnormal Results/Month
Lab Equipment Interfaces
Internal Lab Equipment Capability to Interface to the
EMR
Volume of Tests/Month
Paper Charts
Average Number of Missing Charts/Month
Referrals
Is your organization eligible for Meaningful Use incentive funding?
Is there an analysis for Return on Investment
Evaluate the financial capacity to spend 20% of the purchase price on
annual maintenance.
Evaluate the level of IT expertise to maintain and upgrade the
infrastructure needed to support on-going operations.
Evaluate the financial capacity to maintain and upgrade IT infrastructure
needed to support on-going operations.
Estimate the claim volumes that would be or are in an 835/837
Electronic Interface each month.
Have any of your insurance payers stopped accepting paper claims.
Evaluate the financial capacity to pay for clearing house services for
claims and insurance verification.
Estimate the volume of scripts sent to the pharmacy each month.
Evaluate the need to report pharmacy and/or dispensing data to the HIE.
Estimate the volume of drug dispensing each month.
Estimate the number of different medication types dispensed.
Estimate the number of lab orders each month to an external lab.
Estimate the number of abnormal results each month from the external
lab.
Determine the ability of internal lab equipment to directly interface with
an EMR.
Estimate the volume of test per month on the internal lab equipment.
Estimate the average number of missing or lost charts, per month. The
charts were not available at the time of service.
Evaluation Tool Preparation
Q.61
Q.64
Need to Track Referrals
Order Tracking
Volume of Medication Administration
Orders/Month
Lab Order Tracking Volume/Month
HIE Data Exchange
Requirement/Need to Send Patient Data to HIE
Q.65
Requirement/Need to Receive Data from HIE
Q.66
Q.67
Q.68
Q.69
Security
Staff Adherence to Policies and Procedures
IT Expertise to Protect Data at Rest and in Transit
HIPAA Compliance Capacity
Physical Security
Q.62
Q.63
Q.70
Q.71
Q.72
Q.73
Q.74
Q.75
Q.76
Q.77
Q.78
Q.79
Q.80
Q.81
Q.82
Rate the need to track referrals, internal and external.
Estimate the volume of MARs per month.
Estimate the volume of lab orders issued per month.
Evaluate the need to send patient data to the HIE after each
service/encounter.
Evaluate the need to receive patient data from the HIE prior to each
service/encounter.
Rate how well your staff complies with security policies and procedures.
Rate the level of IT expertise to protect ePHI
Rate the ability to fully comply with HIPAA
Rate the ability to provide physical security to the data storage and
processing systems.
Risk Assessment and Gap Analysis Capacity
Rate the ability to develop and execute a risk assessment and gap
analysis
Risk Tolerance of Organization and Management
Rate the how comfortable the organization is in accepting risk.
Patient Interaction (Optional) – Indicate if there is a need to accomplish each of the following
Kiosk Check-In
Use of a kiosk system to allow for self-check-in
Kiosk Automated Vital Checking
Use of a kiosk system to check vitals
Kiosk Quality and Exit Survey
Use of a kiosk for exit surveys
Web Portal Appointment Scheduling
Use of a web portal system for appointment scheduling
Web Portal Bill Payment
Use of a web portal system for bill payment
Web Portal Demographics Capture
Use of a web portal for capturing demographics prior to initial
appointment
Web Portal Lab Result Checking
Use of a web portal for patients to receive lab results
Web Portal Immunization Records
Use of a web portal for patient/parents to retrieve immunization records
Web Portal Secure Messaging Between Patient and
Use of a web portal for secure messaging/email between the patient and
Provider
their provider
Automated Appointment Reminders – Text, Phone
Use of an automated system for appointment reminders
Voicemail
Automated Appointment Reminders – Automated
Use of an automated system for appointment reminders and allow for
Reschedule
rescheduling
Evaluation Tool Preparation
Q.83
Q.84
Automated Medication Reminders – Text, Email,
Phone, Voicemail
Automated Medication Reminders – No Contact Alerts
Use of an automated system for medication reminders
Use of an automated system for medication reminders that notifies staff if
no contact is made.
Evaluation Tool