1. Steps for Success in EHR Planning Bill French, VP eHealth Strategies Wisconsin Office of Rural Health HIT Implementation Workshop Stevens Point, WI August 24, 2007

3. 10 Steps to Success 1.Define goals that fit into corporate vision 2.Gain the commitment of physician champions 3.Set appropriate expectations 4.Commit to cultural and process changes 5.Create a communication plan

4. 10 Steps to Success 6.Obtain senior level commitment 7.Don’t underestimate the impact on the organization 8.Create the necessary structure 9.Create measurement structure to evaluate success 10.Create a realistic timeline and project plan

5. Define Goals Define goals that fit into corporate vision Set clear, measurable goals Define a plan of action for achieving the goals Determine how you will measure the success of the goals All staff need to have one shared vision

6. Some Goals Provide concurrent access to the medical record multiple providers Improve quality of care Enhance patient safety Support health maintenance, preventive care, wellness From “Organizing your Efforts” webcast

7. Some Goals (cont) Increased productivity Reduce hassle factors/improve satisfaction for clinicians, consumers, and caregivers Support revenue enhancement Support predictive modeling, and contribute to development of evidence-based healthcare guidance

8. Physician Champions Gain the commitment of physician champions Number one indicator for EHR success Involve the physician champion throughout the planning process Help the champion to identify and work with staff resistance Make sure the champion understands what is being required of them

9. Physician Champion Roles and Responsibilities Serving as an advocate Making the case for change Constantly communicating the message in multiple ways to multiple groups Being a role model and a facilitator or change Understanding and be adaptable to diversity of physicians

10. Physician Champion Involved throughout the EHR planning and implementation process Serving as a mentor Working to identify and manage resistance by other clinicians Showing other clinicians the value that can be attained from an EHR

11. Expectations Set appropriate expectations Complete a readiness assessment Share goals with staff Gather staff’s current expectations and utilize throughout the selection process

12. Cultural and Process Changes Commit to cultural and process changes An EHR is just a tool – the process changes provide the outcomes Identify hospital cultural concerns and address in staff meetings Begin process mapping current processes and identifying “stuck points” Identify how processes may change with an EHR

13. Communication Create a communication plan Lack of communication is often a reason for failed implementations Create a communication plan for the entire process Include patients Ask staff what they would like to know about the process, and how would they like to hear it

14. Senior Level Commitment Obtain senior level commitment Identify and support a project manager Eliminate administrative barriers to EHR adoption Identify and budget for adequate IT support

15. Impact on the Organization Don’t underestimate the impact on the organization Staff’s current computer skill sets Inventory current forms and reports necessary for moving forward Time and resources necessary for the change

16. MetaStar Resources EHR Budget Worksheet Process/Benefits map Cost/Benefit Analysis Computer Knowledge Evaluation Tool Forms and Reports Inventory

17. Structure Create the necessary structure The chief information officer CANNOT do this alone! Identify current staff that are interested in the topic or would be super users Create a multi-disciplinary team to plan, select and implement the EHR Create a meeting schedule on a consistent basis

18. Steering Committee Composition MembershipPurpose Medical director of IS, medical informaticist Coordinates physician EHR processes Representative of affiliated medical staff Liaison to physician community Representative employed physician Will be among primary physician users Representative member of house staff Will be among primary physician users Other patient care providers (i.e. PA, NP, Nurse) Coordinates nursing EHR processes Patient Care staff Provides “big picture” perspective of care processes Health information management professional Provides documentation and legal support Chief information officer Primary support for IT functions Ancillary department representatives Coordinates operational with clinical computing Others as needed: - Consultants and legal counsel - Chief financial officer - Quality, compliance, risk managers - Human resources/labor relations - IT staff - Unbiased facilitation; contractual advice - Financing options and return on investment - Patient safety and quality of care coordination - Impact on staff; training - Specifics regarding technical infrastructure Chief operation officer Executive sponsor

19. Measurement and Success Create measurement structure to evaluate success Create a mechanism for consistent measurement Celebrate successes along the way Identify “quick wins”

20. Timeline and Workplan Create a realistic timeline and project plan Identify when each phase will be completed Identify which tasks will be completed Set goal start and end dates to each task Assign person responsible Have check-in opportunities Be realistic

22. Time for Questions QuestionsComments

23. Contact Information Bill French VP eHealth Stratgies MetaStarbfrench@metastar.com (608) 441-8246 This material was prepared by MetaStar, the Medicare Quality Improvement Organization for Wisconsin, under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human Services. The contents presented do not necessarily reflect CMS policy. 8SOW-WI-INP-07-113