Delivery, implementation, and operations of a provincial (EMR) program

Accreon provided services for the delivery, implementation, and operations of a provincial (EMR) program. The purpose of the project was to select, regionalize, and implement an EMR solution for the province and to create processes and capability for the ongoing operation of this solution. The high-level project goals were to:

  • Deliver an English and French EMR solution for the province’s healthcare service providers.
  • Integrate the EMR solution with the provincial Electronic Health Record (EHR) infrastructure.
  • Implement the EMR solution to the province’s healthcare service providers in their place of business.
  • Create operational processes and capabilities for the EMR solution.
  • Operate the EMR solution for the timeframe of the project, and transition the EMR solution to the newly established company for on-going operations and user support.

Critical Success Factors included:

  • Meeting project timelines to allow Physicians the ability to leverage funding deadlines for implementation of an EMR.
  • Developing participation, enrolment, and fulfillment process, documents, and communications to enable Physician enrolment in the EMR program.
  • Completing Privacy Impact Assessments and Threat Risk Assessments for the EMR solution.
  • Regionalizing, configuring, and integrating the EMR solution to the provincial EHR.
  • Configuration of a process to allow billing using the provincial EMR solution.
  • Achievement of Clinical Value for enrolled Physicians’ clinics in the province. Clinical value is defined as successfully meeting six of the 11 criteria listed below for each installation during the three months following the Go Live at each clinic.

 

Within the context of the overall project purpose and goals, the EMR project included:

  • Procurement – Selecting an EMR product and service vendor and negotiating and executing a contract, along with any associated Service Level Agreements (SLAs).
  • Enrolment and Communication – Developing participation, enrolment, and fulfillment process, documents, and communications to enable the enrolment of Physicians in the EMR program.
  • Security and Privacy Requirements – Including Privacy Impact Assessments and Threat Risk Assessments.
  • Provincial EMR Solution – Regionalizing, configuring, and integrating the solution to the EHR.
  • EMR Implementation and Training – Including all aspects of the project that occur in preparing Physicians to receive the EMR solution in their offices, as well as the onsite details necessary to create a site-ready environment.
  • Operational Enablement and Support – Transitioning the operations of the EMR solution to the newly establish company, as one of the final steps of this project.

 

Accreon’s Business Analyst performed:

General activities:

  • Worked effectively and successfully to develop positive and productive relationships with various stakeholders, including Physicians and clinic staff, the EMR vendor, and the provincial Department of Health, as well as the application development and implementation staff.
  • Identified problems and potential risks. Worked effectively to resolve problems in an efficient manner while leveraging team members for maximum efficiency and ensuring that management and appropriate stakeholders are aware of issues in a timely manner.
  • Leveraged knowledge of the EMR solution, including integrations to assist in optimizing project timelines by identifying critical activities and project dependencies as the project evolved.
  • Maximized efficiency and productivity by being flexible and team focused within a dynamic and constantly changing environment.
  • Worked closely with Physicians to identify and implement opportunities to provide an improved user experience and facilitate user productivity when using the EMR solution.
  • Used business tools within the Microsoft Office suite to develop presentations, document, and perform analysis of issues when required.

 

Project Business Analysis Strategy

  • Developed a Project Business Analysis Strategy to ensure identification of project stakeholders’ business requirements, and that these requirements are used to define and evaluate the functionality within the EMR solution. Worked with stakeholders to ensure that the strategy is compatible with the overall project goals and process, and adhered to the project assumptions, constraints, and timelines.

 

Use Case and Workflow Analysis

  • Analyzed and reviewed current state clinical and administrative use case and workflow documentation.
  • Performed a functional analysis of the EMR application.
  • Enhanced the current state use cases to create a set of future state use cases and workflow. This workflow was documented at a level of detail describing user interactions with the EMR application, and included a fit/gap component during which gaps between workflow requirements and the EMR application capabilities were identified. These gaps were documented and forwarded to the EMR application vendor for consideration as product enhancements.
  • Worked directly within Physician partner clinics to define standard workflows for the EMR solution.
  • Utilized various modeling tools, including MS Visio and Smartdraw.

 

EMR Software Base Container Configuration

  • Performed analysis of the data required for population of basic system information within EMR base containers. (EMR base containers define the standard customized content within the EMR application and are differentiated based on Physician specialty and language of work.)
  • Identified data sources and analyzed/identified any data transformation requirements required to map source data to EMR application fields.
  • Worked with Subject Matter Experts to identify critical forms used by Physicians provincially, by geographic zone, and for both official languages.
  • Developed the EMR Solution Configuration definition.
  • Defined the detailed process required for configuration of the application during implementation within a clinic, including integration requirements.

 

Testing Activities

  • Developed a Testing Strategy to document the strategic multi-organizational approach to govern the test effort, and identified the specific test planning and associated documents that were required.
  • Defined and documented QA processes for data used in integration activities.
  • Validated integration information using defined workflows.
  • Validated EMR application using defined process and workflows to ensure that both quantitative and qualitative business requirements were met.

 

Privacy Analysis

  • Analyzed Federal and Provincial privacy requirements and the production of a Privacy Impact Assessment (PIA) for the EMR solution.
  • Identified privacy risks and developed mitigating actions.
  • Presented the PIA, including risks and mitigations to stakeholders.
  • Developed privacy training materials.
  • Delivered privacy training to Physicians and IT staff based on legislative requirements for specific roles.

 

Accreon’s Business Integration Specialist performed:

General activities:

  • Worked effectively and successfully to develop positive and productive relationships with various stakeholders, including Physicians and clinic staff, the EMR Vendor, and the provincial DoH, as well as the newly established company’s application development and application implementation staff.
  • Presented technical documentation regarding system architecture issues and approaches to various stakeholders.
  • Analyzed options with respect to integration engines, including technology impacts and costing. Presented this information to key stakeholders for discussion and resolution.
  • Worked closely with integration stakeholder Business Analysts to develop a shared system requirements specification for integration.
  • Worked closely with integration stakeholder to develop a process for identification and correction of errors in shared data.
  • Evaluated various stakeholder integration requirements in order to determine the fit/gap between integration points. Develops solutions, approaches, and processes to mitigate identified gaps.
  • Used business tools within the MS Office suite to develop presentations, documents, and perform analysis of issues when required.

 

Testing/Implementation Support Activities

  • Responsible for analysis of issues, overall testing sign-off, and facilitation of communication between the EMR application vendor and integration stakeholders.
  • Validated content and integration functionality for multiple test environments representing each defined base container type.
  • Analyzed integration issues and errors to determine the cause, develop a solution with appropriate subject matter experts, technical resources, and stakeholders.
  • Reviewed technological risks identified in the EMR Threat Risk Assessment. Responsible for working with EMR application vendor and other stakeholders to evaluate and develop mitigating actions for identified risks.

 

Accreon’s Technical Writer performed:

General activities:

  • Worked effectively and successfully to develop positive and productive relationships with various stakeholders, including Physicians and clinic staff, the EMR vendor, and the provincial DoH, as well as the newly stablished company’s application development and implementation staff.
  • Developed presentations to all levels of stakeholders.
  • Knowledge of SharePoint document management and MS Office suite of tools.

 

Technical Documentation

  • Worked with Subject Matter Experts (SMEs) and Business Analysts to determine and document technical components of the EMR. This activity was incorporated with concurrent analysis of technical requirements and determining a resolution or approach while working closely with client stakeholders.
  • Developed a detailed EMR System Architecture document encompassing all technical aspects of the solution. This document is technically detailed, spanning the EMR components, technical communication structure of all integrations and viewers, HL7 messaging, approaches for connections to the EMR from Physician offices, identity management, and business continuity. This document contains textual descriptions and visual representations of complex communication and relationships between EMR components.
  • Documented detailed clinic workflow in both visual and textual formats.

 

User Documentation

  • Developed user documentation for Physicians and clinic staff.

 

Authoring

  • Developed clinic training content and published as an online training tool in Moodle.

 

Accreon provides comprehensive outsourcing services including technical and analytical design, project management, and development and implementation services in support of the provincial EMR program.

The implementation of the EMR involved many stakeholders with various project requirements and perspectives. Accreon resources recognized communication as a key component of project success and worked to develop positive and successful relationships with project stakeholders including the provincial Department of Health, Information Technology Application Vendors, Physicians, and Clinic staff.

Accreon Consultants were involved in all aspects of the implementation, and contributed the following specific activities to the success of achievement of outcomes and success factors:

  • Displayed personal commitment to the success of the project and to the goal of project completion within project timelines as a critical factor.
  • Worked closely and successfully with the DoH SMEs and technical resources to develop a successful integration between the EMR solution and the Electronic Health Record (EHR) infrastructure.
  • Were proactive in the identification and resolution of project issues at all levels of detail.
  • Analyzed the EMR application and determined the regionalization and configuration requirements based on the functionality of the EMR application and the use cases/standard workflow of Physicians.
  • Analyzed and identified detailed configuration requirements, determined data sources and implemented transformation or data cleansing activities and processes.
  • Developed processes and documentation to support enrollment, implementation, and support of Physicians and clinic staff in the acquisition and ongoing use of the EMR solution.
  • Developed and implemented operational processes and capabilities for ongoing implementation of the EMR solution within clinics and Physician offices.
  • Developed privacy training and materials for both EMR users and resources providing IT support of the EMR solution.
  • Developed a Privacy Impact Assessment for the EMR solution, including identifying risks and determining mitigating actions.
  • Developed testing approaches and implemented workflow testing.
  • Developed and implemented operational processes and capabilities for ongoing implementation of the EMR solution within clinics and Physician offices.

The EMR program was successfully implemented with 300 Physicians currently implemented, over 500 users and an ongoing implementation rate of 10 to 20 Physicians a month.

Interested in working with us?

solutions@accreon.com

©2017 Accreon Inc. All rights Reserved.
Powered by Square Thunder!