Getting Ready for Stage 2

DVHIMSS Spring Education Event

June 14, 2012

Karen Ohl

Main Line Health System

Main Line Health

Main Line Health System• Four Acute Care Facilities• Standalone Rehab Hospital• Drug and Alcohol Treatment Center• Five Free Standing Outpatient Facilities

Department Structure• Centralized Information Services Department

serving all facilities reporting to CIO

Main Line Health: Key Statistics10,280 Employees 1,933 Medical Staff Members

1,168 Licensed Beds 12,536 Cardiovascular Discharges

65,824 Admissions 803,459 Outpatient Visits

7,456 Births 148,188 Emergency Visits

15,510 Inpatient Surgeries 19,339 Outpatient Surgeries

2008

6

Main Line Health: Applications Environment• Primary Vendors:

• Siemens - HIS, Radiology, Pharmacy, MAK, Patient Accounting, OPENLink Interface Engine. Soarian for Results, Clinical Documentation, Workflow, Order Entry and CPOE, EHR, Critical Care

• Cerner – One facility uses Cerner clinical suite for CPOE, documentation, and ancillary systems. In process of converting to Soarian

• NextGen – Practice Management and EHR• McKesson - Enterprise Radiology & Cardiology PACS, Medication dispensing

(robot-rx), Cardiology Information System (CIS)• PeopleSoft HR, GL, Materials and AP• Health Information Exchange (HIE) - MobileMD• Variety of other vendors for departmental and specialized functions. Over 130

applications in inventory

Agenda

Identifying Best Practices for implementing meaningful use initiative

Program Management Strategy

Staffing and Communication

Tracking and Reporting

Final recommendations

Attested for Meaningful Use Stage 1 in February 2012

Overall Best Practice Recommendation in implementing Meaningful Use

• Do not approach as only an IT project

Establishing an ARRA executive steering committee.

Assigning operational and IT owners to every objective.• Focus on Long Term Goals (how to get to Stage 3)

Don’t work in silos, establish multidisciplinary project teams• Maintain open and constant communication

Adopt internal tracking and trending tools• Make MU part of department agendas• Establish system to improve compliance• Monitor metrics and celebrate success

Adapted from HIMSS webinar by McKesson on Beyond Meaningful Use Data

Driven Clinical Improvement: retrieved January 19, 2012

Best Practice Recommendations

Program Management Structure

Do not approach as only an IT project

Assigning operational and IT owners to every objective.

Focus on Long Term Goals

Program Management Structure: Stage 1

Developed Meaningful Use Program Strategy

Had a master project, “ARRA Initiative”, in our MS SharePoint Project Management system.

Tracking issues as well as progress of each objective was done at the ARRA program level.

Each objective was assigned a Operational Business Owner as well as an IT owner.

Initial gap analysis for each objective was done completed with these owners

Established PROJECTS within the PROGRAM

Some individual objectives in stage 1 were managed as projects within the Program

CPOE

Problem List

Medication Reconciliation

Quality Measures

Program Management Structure: Stage 1

Maintain clear communication path between PROJECTS and PROGRAM to ensure that work related to objectives:

Align MU objectives with MLH goals and strategic initiatives.

Continue involvement of objective owners

Quality Measures evaluation

Program Management Structure: Planning for Stage 2

Program Management Structure: Planning for Stage 2

Projects in progress or proposed for Stage 2

ePrescribe- Medication Reconciliation

Patient Portal

Health Information Exchange

Business Intelligence

Workflows

Care Plans

Best Practice Recommendations

Staffing and Communication Plans

Establishing an ARRA executive steering committee.

Assigning operational and IT owners to every objective.

Don’t work in Silos, establish multidisciplinary project teams

Maintain open and constant communicationMake MU part of department agendas

Staffing Plan / Communication for Stage 1

Staffing and Communication Planning for Stage 2

Expand the IT MU workgroup to be a

“Multidisciplinary MU workgroup team”

Define of MU objective and deliverables.

Review all final objective documentation and signoffs for completion.

Conduct project quality review to ensure objectives are on target and work is following program guidelines.

Methods of Program Communication

Reported progress using a “MU report card” to executive steering groups

Used our MS Project Management SharePoint workspace to store and share all documentation and information

Provided updates at various department meetings.

Methods of Program CommunicationPlanning for Stage 2

Stage 2 increase communication at department meetings

Present MU objectives as they relate to strategic plan and other initiatives taking place in the organization.

Best Practice Recommendations

Tracking and Reporting Methods

Adopt internal tracking and trending tools

Establish system to improve compliance

Tracking and Reporting in Stage 1

Tracked key milestones for each objective Technically available

Objective being used in Production Environment

Objective Met Threshold

Signoff

Function Live Hosp 1 Hosp 2 Hosp 3 Hosp 4 Reports

Adoption

Tracking and Reporting Planning for Stage 2

Plan to follow similar model as established in Stage 1.

Possibly use Business Intelligence software to generate the dashboard of objective thresholds.

Final Objective Summary Reporting Stage 1 and Plan for Stage 2

Summary per objective to capture key information about how we met the objective

Description of what was done

Links to any training materials or policy/procedures that may have been created or updated

Signoff from owners

Copies of final reports

Screen prints of any new fields

Reference materials

Best Practice Recommendations

Monitor Metrics and Celebrate success!

Celebrate your Success Recognize that implementing Stage 1 was a result of the

great efforts of many different individuals, project teams, workgroups and leadership committees working together.

Take time to acknowledge this achievement and build your team relationships. These teams will be working together for a long time.

Stage 2 Candy Gram Survival Kit Rubber band to remind you to be flexible Paper Clip to hold things together especially when they seem to be

getting out of control Gum to keep your stick to it attitude. It is worth a MINT! Starburst to give you an extra burst of energy Bandaid when the schedule gets rough. Smarties to give you the “smarts” to interpret the rules Candle to remind you there is light at the end of the tunnel (just not until 2015) Spoon for when you have to stir things up Hot Chocolate to remind you to relax Snickers to remind you to laugh 100,000 bar $because you are worth a lot to the team M&Ms for a memorable and “meaningful” Stage 2 implementation!

Final thoughts on recommendations we will follow again for Stage 2

Know the regulations

Utilize CMS and ONC websites

Work with your vendors

Network- MU user group

View each objective with not only “Technology in mind but People and Process”

Educate and Communicate

Help “connect the dots” how does MU objectives benefit and support other initiatives being worked on in the hospitals

Thank You !

Karen Ohl - Project Manager Main Line Health

Questions &

Discussion…