E.H.R. Medical Device ImplementationTrinity Healthcare

Alexandra Leaden, Dernell Wade, Hong NguyenNational University

HTM 660 Systems Management and Planning Professor S. Leonard

26 March 2013

Molokai

Trinity Healthcare is situated in a small and quiet town, within miles of beautiful beaches in Molokai. It is an island in the Hawaiian archipelago, making it the fifth largest of the main Hawaiian Islands and the 27th largest island in 27th largest island in the United States.

It is our mission to improve the health of those we

serve with a commitment to excellence in all that we

do. Our goal is to offer quality care and programs

that set community standards, exceed

patients' expectations and are provided in a caring,

convenient, cost-effective and accessible manner.

Trinity Health Care - Mission

Trinity Healthcare‘s vision is to be the best health system in the state of Hawaii.

But being the best means being technologically advanced.

Trinity will attain this position by transforming the health care experience through a culture of caring, quality, service,

technological innovation, and excellence.

Vision and Values….Technology

Trinity Healthcare has three (Ka Pua, Malu Lani, and Punahele) hospitals, totaling a 600-bed capacity.

The hospitals utilize software that is outdated or broken (still utilizing paper charting) which poses security/privacy risks for patients and staff.

The hospital has not adopted meaningful use compliance by implementing an electronic medical record system.

The present EHR system lacks functionality and interoperability which promotes a lack of efficiency in all three hospitals.

Out of the three hospitals, we will implement the devices and iHealth application at the largest hospital, Ka Pua Hospital, with a 300 bed capacity.

Background

The purpose of the electronic medical device implementation is to create a safe and functional work environment for patients and staff members to receive and provide quality health care, respectively.

The implementation of the chosen EHR – iHealth and all corresponding devices will allow staff members to better secure electronic patient information and minimize security risks.

Through the phases of Current State, Pre-work, and Future State, our objective is to implement one workstation device unit per bed as well as three workstations per department for our 300 bed facility in order to support the iHealth application.

Purpose

Dernell WadeProject Manager manager assigned

Thorough knowledge of Project Management principles and methodologies.

He is skilled at developing and leading multi-dimensional projects.  

Ability to effectively lead teams and meetings.   Ability to develop, propose and manage project budgets.

WHO is your Project Management team??

Alexandra LeadenSystems Analyst

Provides analytical, planning and coordination support Responsible for reviewing, interpreting, analyzing and

illustrating data Provides analytical and database PC support.  Serves as information systems liaison with vendors,

Information Services, end users, etc. Responsibilities include Business Development support, database creation, development, monitoring, reporting and maintenance.

WHO is your Project Management team??

Hong NguyenCINL (Clinical Informatics Nurse Liaison)

Oversees the decisions and operations of nurses and other clinical personnel, providing services within the context of Trinity Healthcare; provides support, feedback, training and disciplinary actions; are in charge of developing programs and procedures that will help the medical institution grow in a short-term and long-term level.

Provides on-going training and support to physicians, nurses, and ancillary staff in clinical applications.  Coordinates purposeful, daily communication and problem resolution to the clinical end-user of the clinical information systems.

WHO is your Project Management team??

Monitor (22 inch) Computer (thin client) Barcode scanners (Wrist ID) Tableside document

scanners Mouse Washable keyboard (wired) Cart

EHR Device Implementations: Workstations

NOTE: Trinity Strategic Sourcing Department will be utilized to purchase best quality hardware while holding to the recent system wide saving initiatives.

Well-designed and implemented devices for the iHealth application can improve quality of health care and patient safety. Devices enable clinical staff to promote effective communication and increase patient safety through proper and efficient input of health data.

These devices will be Windows 7 standard with an extended licensed guarantee through Microsoft for a total of 2 years. Devices will be refreshed in 5-10 years, new current and future state assessments to take place for thin client updates only.

What we are Bringing is VALUE

Currently, Trinity Healthcare has performed an analysis and identified the risks: underutilization of devices, over implementation (space), faulty engineering, lack of clinical training and training space, and finances (lack of proper planning and budgeting).

Risks

Dependent on effective phased communication to all employees before, during, and after the EHR implementation.

Dependent on approved training and implementation schedules.

Financial plan to be approved prior to implementation.

Technical Dress Rehearsal and Go-Live Dates (Month in Between) prior to the main kick off meeting.

Post Live - formal signoffs will be signed – support will be transitioned to the local desktop IT group.

Assumptions & Dependencies

Conduct Workflow and Process Analysis (Dernell)

With the new implementation of electronic medical devices, Trinity will be able to improve workflow, simplify tasks, eliminate redundancy, improve quality, and improve user satisfaction.

System Installation (Alexandra)

Trinity will install the hardware (workstations), software (iHealth application), and network infrastructure to support the new information system and build necessary interfaces. After installation, Trinity will pilot the system in a unit or area before rolling out the system enterprise-wide to evaluate the system’s effectiveness, address issues and concerns, fix bugs, and then apply the lessons learned to other units within Trinity before authorized personnel will even start using the system.

Plan, Conduct, and Evaluate Staff Training (Hong)

Training is an essential component of the system implementation. One approach is to train the trainer. Where the vendor will come in and train those that would become super-users, who would eventually train other co-workers in their respective departments.

Implementation Process

Convert Data and Test System (Dernell)

Converting data is necessary when implementing a new IT system or medical devices. The data must be accurate and current prior to converting. Once the data has been tested to be cleaned and present no threat to the new system, the new system will need to be tested. (Dress Rehearsal)

Communications (Hong)

Communicating the progress of the implementation process is very important to the board of directors and staff members. The progress will determine whether or not the system will work efficiently with our company’s needs thus communicating this information is crucial in the implementation process.

Preparation for Go-Live Date (Alexandra)

After the all components are performed, a go-live-date must be established. This date informs the organization of the transition from the old system to the implementation and use of the new one. This go-live-date will most likely fail if the proper individuals are not prepared to intervene when needed if problems arise.

Implementation Process

The End