1. EDM Workflow and Change Management Wendy Clark, 13 th March 2008

2. Outline  The Portsmouth brief  Our approach  Methods and tools – overview  Learning points

3. The Portsmouth brief  Review of processes involving health records  Identify how records are managed, accessed, referenced and amended  Provide input into the following activities:  The configuration of the EDM solution  The development of appropriate workflows and working practices for the deployed system  Identification of potential cost savings that could be realised through the rationalisation of clerical staff involved in the processing of paper-based records.

4. The approach  Generic patient journeys:  Outpatients  Planned  Unplanned  Then variations by specialty

5. Current Records Process Interaction with the Patient Journey Patient Journey Patient History Updates Updated History Pull File Records Process Effort and delay of pulling, tidying, preparing and filing Everyone wants it, only one person has it Where is it? – Tracking and searching… 2000+ forms in use! Urgent cases are seen without history

6. The approach  Tribal model for workflow analysis  Walking the process  Using Visio to create swimlane diagrams and process documents  Creating ‘storyboards’ to engage with and involve users

7. Method and deliverables Current State Story-boards 1 2 3 4 Process models 1 2 Doc Schedule o/pi/pA+Eemerg pullprep move file code Speciality Top level “map”

8. Final Report Exec. summary Intro & Background Context EDM Architecture, P.A.C. Current state Future state vision Future state processes Impacts, variances and migration issues Benefits realisation Conclusions and recommendations Appendices… Benefits Dependency Network (Visio) Operational Guidelines (MS-Word) Stakeholder Map Impacts, Issues by dept. speciality, role. Metrics Impacts Method and deliverables Future State Current State 1 2 3 4 To-be process models 1 2 Top20 Docs & Archi- tecture Story-boards 1 2 3 4 Process models 1 2 Doc Schedule o/pi/pA+Eemerg pullprep move file code Speciality Top level “map” To-Be Stories

9. Final Report Exec. summary Intro & Background Context EDM Architecture, P.A.C. Current state Future state vision Future state processes Impacts, variances and migration issues Benefits realisation Conclusions and recommendations Appendices… Method and deliverables Impacts Future State Current State 1 2 3 4 To-be process models 1 2 Top20 Docs & Archi- tecture Story-boards 1 2 3 4 Process models 1 2 Doc Schedule o/pi/pA+Eemerg pullprep move file code Speciality Top level “map” To-Be Stories Benefits Dependency Network (Visio) Operational Guidelines (MS-Word) Stakeholder Map Impacts, Issues by dept. speciality, role. Metrics

10. Final Report Method and deliverables Impacts Future State Current State 1 2 3 4 To-be process models 1 2 Top20 Docs & Archi- tecture Story-boards 1 2 3 4 Process models 1 2 Doc Schedule o/pi/pA+Eemerg pullprep move file code Speciality Top level “map” To-Be Stories Benefits Dependency Network (Visio) Operational Guidelines (MS-Word) Exec. summary Intro & Background Context EDM Architecture, P.A.C. Current state Future state vision Future state processes Impacts, variances and migration issues Benefits realisation Conclusions and recommendations Appendices… Stakeholder Map Impacts, Issues by dept. speciality, role. Metrics

11. Features  Rapid start-up  Maximum staff engagement  Minimum impact on departments and staff  Live walkthrough environment captures “rich picture”  Time to book events in busy diaries  Maximum value from workshops from dynamic storyboards  “Best of both worlds” – detailed swimlanes and process documents, plus visual storyboards

12. Swimlanes

13. Storyboards

14. Workshop approach  Describe EDM software  Present storyboards slides (current => future)  Q&A  Work with small groups around A1 posters + post-its  Update future state storyboards and log risks, issues, benefits, FAQs

15. Some EDM issues and challenges  Stakeholder engagement is vital  Agreeing a standard EDM record structure  Workflows are complex and inconsistent  Variety of paper documents and ways of working  How and when to scan  Management of temporary notes, including tracking  Significant information governance issues

16. Contact details – Wendy Clark  Email: Wendy.Clark@tribalgroup.co.uk Wendy.Clark@tribalgroup.co.uk  Mobile: 07786 510490  Tribal Consulting, First Floor, 154 Great Charles Street, Queensway, Birmingham, B3 3HN