1. Piedmont Community Services
Electronic Health Record
Project Team

2. Our Current Data System (Pros)
Developed and maintained in-house
Implemented in 1995
Tailored to PCS’ operational processes.
Ability to make system changes without waiting on a vendor.
Local understanding of data storage and structures.
No maintenance and support costs.
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EHR Project Team

3. Our Current Data System (Cons)
Uses outdated technology. DOS Based
Does not interface well with new operating systems.
Databases are reaching capacity.
Does not meet EHR (CCHIT) standards.
Does not interface with:
Accounts Payable
Human Resources
Clinical Processes
Other CSB’s or DMHMRSAS
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EHR Project Team

4. New Health Data Standards Coming
In April 2004, and every year since, President George W. Bush has called for widespread use of health information technology (HIT), and for electronic health records (EHRs) to be in use for most Americans by 2014.
“Within the next ten years, electronic health records will ensure that complete health information is available for most Americans at the time and place of care, no matter where it originates.”
“HL7” refers to Health Level Seven:
Formed in the United States in 1987, HL7 has the goal of developing an international set of open standards for data format and content that allows different health information systems to easily and effectively communicate with one another.
11/13/2018
EHR Project Team

5. Work at the State Level Consumer Service Workgroup
Developing the design of an EHR.
Working with Licensure & Medicaid to assure consistency.
Modules Identified
Screening √ Completed
Assessment √ Completed
Planning
Medical
Legal / Notification
11/13/2018
EHR Project Team

6. Electronic Health Record
Screening Module
Information related to determination of eligibility for services & identification of the need for & link to services
Assessment Module
Documents physical, mental and behavioral status; life skills, strengths; service needs & preferences; community, family & other resources & supports
Electronic Health Record
Individual Planning Module
Identifies service needs & preferences; goals, objectives & interventions directed toward addressing those needs. Provides a single integrated plan for multiple problems, goals and strategies, and an integrated review of services. Documents progress and consumer outcomes, consumer participation, & discharge disposition.
Legal and Notification Module
Diverse collection of documents that address legal status, judicial history, & authorizations that support privacy & other legal mandates.
Medical Module
Documents & communicates the history, evaluation, & current status of medical functioning; significant active & chronic medical conditions, medications, orders & treatment in response to those conditions.
Demographics Billing - Appt.s Reporting

7. Electronic Health Record (Pros)
Real-Time data access.
Standardization of current “paper” processes.
Elimination of duplicate data collection.
Legible, accurate, non-redundant data.
Simultaneous access by multiple users.
Structured data entry and access.
Reminders and alerts.
Quality Assurance & Monitoring.
HIPPA compliance, reduced paper needs.
11/13/2018
EHR Project Team

8. Electronic Health Record (Cons)
Staff accepting the paradigm change to EHR.
Training and Implementation.
Cost of purchase and ongoing maintenance and support.
Full implementation takes a long time
12 – 18 months after complete implementation before seeing R.O.I.
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EHR Project Team

9. EHR Proposal
Board of Directors adopt the concept of moving toward an Electronic Health Record.
Establish a project team to oversee implementation.
Board Member(s)
Managers
Clinicians
Consumers
Support Staff / I.T. / H.R.
Finance Staff
Q.A. Manager
Begin orientation of staff to EHR.
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EHR Project Team

10. EHR Project Team Amy Givens Ann Minnix Audrey Buck Bonita Vipperman
Caroline Pilson
Darwin Honneycutt
Frances Scoggin
Greg Sykes
Kippy Cassell
Mary Kay Berger
Ray Dietz
Sam Petty
Susie Sizemore
Theresa Scott
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EHR Project Team

11. WHERE DO WE BEGIN? Organization Information Selection Implementation
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EHR Project Team

12. Organization Select Project Manager Select Project Team
Create a Successful Environment
Commitment from Leadership
Create & Educate Project Team
Mission Statement for the Project
Establish Project Plan
Define the Objective and Overall Goals
What is the highest priority
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EHR Project Team

13. Information
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EHR Project Team

14. What is an Electronic Health Record?
An electronic record of consumer health information generated by one or more encounters in any care delivery setting
It has demographics, progress notes, problems, treatment plans, medications, labs, etc.
It Automates and Streamlines the Clinician’s Workflow
The EHR has the ability to generate a complete record of a clinical encounter, as well as supporting other care-related activities directly or indirectly.
11/13/2018
EHR Project Team

15. What an EHR is NOT! An EHR is not simply a repository of data.
An EHR should not be a barrier to services
An EHR is not a simple conversion from paper chart to the electronic medium
An EHR is not simply duplicating current paper processes
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EHR Project Team

16. Goals of an EHR Quality and Productivity are Improved Reduce Cost
Automated workflow saves time
Consumer services are improved
Clinician productivity is enhanced
Quality of services are improved
Reduce Cost
Reduction in Overhead can be significant
Economic Benefits of EHR
Better manage the Health of the Consumer
Management and Quality Assurance
Support health wellness and quality goals
11/13/2018
EHR Project Team

17. New Terminology Electronic Health Record (EHR) Interoperability
Open Architecture
HL7/X12 Standards
Certification Commission for Health Information Technology (CCHIT)
Electronic Health Initiative (IHE)
Connection to Regional Health Information Organizations (RHIO)
ePrescribing
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EHR Project Team

18. Selection
Software Vendors
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EHR Project Team

19. Selection Steps
Create a Short List (The world is too big to see it all)
Determine Evaluation Criteria (cost, features, performance, etc.)
Create RFP (Request for Proposal)
Plan Site Visits
Demonstrations
Narrow down to two or three vendors
Create selection process
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EHR Project Team

20. Implementation Secure revenues - funds Start small
Basic system – demographics
Phased in approach
Set realistic goals
Communicate … Communicate
Training … Training … Training
11/13/2018
EHR Project Team