Presented By Iain Borland Get ready to succeed Preparing for deployment and obtaining the most benefit from a clinical system

Introduction TPP Deployment in a large Community provider Very few greenfield deployments Most will have had some sort of electronic system (or mix of systems) Will look at the workstreams that need to be considered Data Migration Design & Configuration Change Management Benefits Training IG and Integration Reporting Will Look at the Governance and control options and challenges

Replacing an existing system Users are used to using electronic patient record systems Have a preconceived idea on how systems work and what is good and bad about them. May well be used to very rigid, inflexible system(s) (under the National Programme) Will be motivated to have something better….

So talk to them ….. Find out what the core information is that the Trust needs to deliver care and carry out their business. Find out how much time they spend inputting data and how much they feel is wasted time. Find out what benefits they think the existing system has given them

Talk to them some more ….. Get their top five things they would like to have in a new system What information would they like out of the system Who do they need to share information with? Coming out of this will be a project brief and system structure design

It’s not IT – its Change (and delivering better Care) Set up a clinically led steering group and use them to; Engage with the services Provide service based change agents Provide a gatekeeper function on new system content Provide priority guidance on the mountain of requests for new content Set expectations

So what’s this change thing all about?

Within the project structure Change and Benefits From the workshops you did at the beginning of the process Work with the services to map out their processes in line with the overall structure Set expectations – It will be better, but will still be a journey and have restrictions that frustrate Feed the processes through to training to strengthen the message. The training team should ideally be involved in To Be mapping and configuration. Communicate a consistent message to build a picture on the Trust direction and aims for the clinical system. Keep it simple and related to clinical work and better patient care Build a network of process champions, enthuse them and support them

Change Leads & Process Champions Who are they? Service Based staff Preferably clinical In a position of influence (not necessarily a senior manager) What do they do? They act as a central point to promote the change They are process champions (they know how it should be done) They are strong enough to push people to do it right

Data Principals Decide what data can be migrated across Data quality, de-duplication, field mapping, how far back Have capacity for template, questionnaires, care plan and letter design Think through overall data structure and remember KISS principles Remember clinical templates are data entry forms, not data repositories Try to standardise letters as much as possible IG standards for information sharing and Smart Card access need to be considered ahead of time Access to demographic information from PDS (synchronising agony)

Training Use a blended approach of classroom and e- learning Tailor for job function Don’t overcomplicate, get them started on the basics (they can learn the alternate options later) Floorwalk with process champions, trainers and change agents (what info goes where)

Reporting (operational and managerial) Basic SystmOne reports may not going to give you what you need. Can build nested reports to enable filters to be updated, but still difficult to control Will need to consider a data warehouse (most Trusts already have one) Decide if SystmOne reports can fulfil statutory reports if not build in data warehouse Provide the key operational reports (as defined in the kick off workshops) Provide data quality supporting reports to line management on a near real time basis.

Governance SystmOne is a huge very flexible system with many ways to carry out clinical recording Templates and letters are easy to create which can lead to rapid organic growth Using the clinical steering group to vet what goes into the system SystmOne is designed as an open system and it will require careful configuration if you need to restrict access to information. Process definition and training will be important as will auditing access and cracking down publicly on any abuses. – which is great… – which is not so great….. restrict access to this function

Apira Capabilities SystmOne deployment experience in; Large Community setting (LNWH NHS Trust) Secure Setting (IRC, STC, SCH, Prison) GP deployments Huge experience in clinical deployments of other systems as well which is really valuable when changing from those to SystmOne. In addition to IT Strategy & Deployment we have Functional workstreams in Information Governance & Information Security and Business Intelligence & Technical Services See us at

Any Questions? Thank you for your time and participation.