successfully navigate an ehr system migration webcast
TRANSCRIPT
Presented By: Joe Sainz, Practice Director, Professional Services
Successfully Navigating a System Migration
You’ve made the decision to migrate to a new system – now what? • The critical time between when the decision is made and
when the migration actually happens may be the most important time in the process
• Good strategic planning will avoid costly headaches down the road
What you’ll learn today: • Why a comprehensive migration strategy is a MUST for any
migration • How to begin planning your implementation to successfully
achieve your goals while minimizing the risks
Agenda
• Preparing the Organization for Change • Setting Implementation and Strategic Goals • Opportunity to Change “How We Do Things” • Resource Planning • Project Charter and Governance
• Managing the Risk • Communication and Marketing • Key Project Components
• Workflow Redesign • Training • The Importance of Testing • 3rd Party Interfaces and Reporting Requirements
• Go-Live / Cut-over Planning • Post Go-Live Reviews
Preparing the Organization for Change
• Why Go Through It………
o End of Life
o Functional Deficits (Clinical)
o End User Satisfaction
o Improve the Patient Experience (Best Practice)
o Standardization (Corporate)
o Integrated Solution vs. Best of Breed
o Quality and Safety Improvements
• Let’s Change “How We Do Things”
o Re-engineering
o Clinical and Business Transformation
o Business Process Improvement
Preparing the Organization for Change
• Resource Planning
o Project Management
o Analyst (Solution Architects)
o Subject Matter Experts
o Physician Champions
o Trainers and Super-Users
o At the Elbow Support
o Technical Engineers
o Legacy Support
Preparing the Organization for Change
• Project Charter and Governance
o Project Overview
o Timeline & Milestones
o Project Requirements o Technical and Scoping
o Risks
o Project Members o Roles & Responsibilities
o Escalation Path
o Policies & Procedures
Preparing the Organization for Change
Managing the Risk
• Make it Fun! Create a Theme
• Communicate, Communicate, Communicate
• Intranet Site (Newsletters, Videos, Screensavers)
• Publish Key Dates & Milestones
• Clinical Readiness Demonstrations
• Executive Dashboard
Communication and Marketing
• Workflow Redesign
• Current State à Future State
• Interdisciplinary Approach
• Best Practice (Enhance Quality and Safety)
• Maximize Efficiencies
• Improve Care
Key Project Components
• Training
• Role Matrix
• Trainers or Super-Users
• Training Rooms
• Staff Scheduling Registration
• Simulated Training and Instructor Led
• Proficiency Testing
• Logistics
Key Project Components
• Testing
• Functional Application Unit Testing • Functionality Performs as Expected
• Integrated Testing • System Components Work Together
• Revenue Cycle Testing
• Parallel Testing (Closed Medical Record or Live)
• User Acceptance Testing
• Technical Dress Rehearsal
• System Performance and Stress Testing • Response Time…
Key Project Components
• 3rd Party Interfaces
• Interface Inventory • Real-Time HL7, Scripts, Batch, Analyzers, Medical Devices • Other Vendor Extracts
• Integration Plan • Scoping/Acquisition/Development/Testing
• Reporting Requirements
• Requirement Analysis (“Must Have”) • Development Resources • Other Ways to Get to the Information • Electronic Forms
Key Project Components
• Command Center Structure
• Cut-Over Plan Review
• At the Elbow Support
• Super Users
• Logistics Planning • Support Services
• Telecommunications
• Daily Updates
• Leadership Rounding
Go-Live and Cut-Over Planning
• Review Project After Implementation
• Review of Project Plan/Process
• Were Scope and Goals Met?
• What Did We Do Well and Improvement Opportunities
• Staffing, Training, Support, Cut-Over
• Open Issues
• Post Live Optimization
Post Go-Live Reviews
Q&A
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