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Section 1.4 Assess
EHR Technology Readiness InventoryUse the EHR technology readiness inventory to identify and document all of your facility’s existing hardware, networking, software, and standards. Even if you have very little technology or expect to have to replace much of your technology, this inventory will help you assess your technical readiness and budget for your EHR applications.
Time needed: 8 - 24 hours, depending on organization sizeSuggested other tools: NA
How to Use 1. Complete the column marked “Existing System Architecture,” copying pages as needed for
additional servers or devices. Supplement the tool with network diagrams, specifications, or policies as applicable.
2. Request information about “Optimal System Requirements” in your request for proposal (RFP). If you are not using an RFP, interview the vendor to determine optimal system requirements. Vendors may only quote minimal system requirements to show low costs, but this strategy can backfire when it proves inadequate—if the system is too slow, has insufficient storage, or replacements are needed because of poor user interface. It is generally advisable to buy optimal or near optimal components up front to avoid substantial costs soon after initial investment.
IT System Components Existing System Architecture Optimal System RequirementsDescription # Description #
Server – Application hosted
Make/model
Operating system (version)
CPU type & speed (GHz)
RAM size (GB)
Hard disk size, type & configuration
Storage type & capacity
Encryption type
Install date
Network requirements
Location (if not located within your organization)
Supported by (identify “existing staff” or name of vendor)
Add rows or copy page to inventory all servers (e.g., file, database, fax, mail, proxy, Web, FTP, exchange)
Input Devices
Make/model (include desktops, notebooks/laptops, tablets, smart
Section 1 Assess—EHR Technology Readiness Inventory - 1
IT System Components Existing System Architecture Optimal System RequirementsDescription # Description #
phones)
Operating system
CPU type & speed
RAM size
Hard disk size
Encryption type on hard disk
External drive(s)
Encryption type for external drives
Ports available and disabled
Monitor
Navigational devices
Peripherals (e.g., wireless card, speech recognition microphone)
PC applications
Location
Supported by (identify “existing staff” or name of vendor)
Add rows or copy page to inventory all input devices
Network - LAN/WAN
Operating system
Routers/Switches
VPN (make/model, H/W, S/W, Security Standard [IPSec/SSL/TSL])
Internet Service Provider (ISP)
Broadband capability (ISDN, cable, DSL, frame relay- provider, bandwidth & speed)
Satellite
Trunk Lines [e.g., T1, T3]
Fiber optic cable
Encryption type for transmissions
Network - Wireless
Access points
Transmission standard
Encryption type
Network monitoring tools
Section 1 Assess—EHR Technology Readiness Inventory - 1
IT System Components Existing System Architecture Optimal System RequirementsDescription # Description #
Firewalls
Anti-virus (malware)
Intrusion detection/prevention
Vulnerability scanning
Email content monitoring
Internet usage monitoring/filtering
Storage
Device
Device encryption type
Device capacity
Media
Media encryption type
Media capacity
Performance
Archive/back up
Architecture
Storage management
Other Peripherals
High speed printers
Desktop printers
Sheet feed document scanners
Flat bed document scanners
Card scanners
Docking stations
Battery chargers
Uninterruptible power supply
Shredders
Cameras, Webcams
Remote monitoring devices
Data Center Furnishings
Location of dedicated space for servers
Racks
Carts
HVAC
Section 1 Assess—EHR Technology Readiness Inventory - 1
IT System Components Existing System Architecture Optimal System RequirementsDescription # Description #
Fire detection/suppression
Cable protection
Power supply
Desks, chairs, tables
Projection equipment
Other:
Software - General
Application provision –Microsoft Terminal Services, Citrix, other
Database management system
Report writers
Storage management system
Microsoft Office
General Financial
Payroll, Time & Attendance (T&A)
Customer Relationship Management
Email – unsecured, unencrypted
Email encryption
Other:
Software – Health Information
Client Billing
Client Accounting
Client Demographics
Master Client Index
Client Census
Physician Database
Health Plan Database
Electronic Document Management System
Other Financial/Administrative
Assessments
Notes
Treatment plans
Medication management
E-Prescribing
Section 1 Assess—EHR Technology Readiness Inventory - 1
IT System Components Existing System Architecture Optimal System RequirementsDescription # Description #
Alerts
Reporting
Direct email
Portal
Personal health records
Health information exchange
Telepscyhology/telepsychiatry
Interfaces (Specify Technical Standard; e.g., HL7, X12, NCPDP. Specify Terminology Standard; e.g., ICD-9-CM, SNOMED, LOINC, RxNorm, DSM-5)
Billing
Client demographics
E-prescribing
Lab results
Imaging studies results
Assessments
Other documentation:
Other:
Security Controls
Risk Analysis (Date last performed)
Access controls
Automatic logoff
Authentication
Password strength checking
Audit logging
Integrity controls
Transmission controls
Anti-virus
Intrusion detection
Other:Copyright © 2014, Margret\A Consulting, LLC. Used with permission of author
Section 1 Assess—EHR Technology Readiness Inventory - 1
Copyright © 2014 Stratis Health. Updated 03-12-14
Section 1 Assess—EHR Technology Readiness Inventory - 1
