IT Projects on a Regional Scale Fiona Miles

IT Projects on a Regional Scale Fiona Miles Health Information System Project Manager

Overview w w GHICTA Project Manager Role HIM involvement Projects Challenges Advantages

Who is GHICTA? w GHICTA is a regional body established between 12 health services and 3 PCPs from the Grampians, Pyrenees, Central Highlands, East and West Wimmera regions w GHICTA is responsible for developing, implementing, sustaining and reviewing a Regional ‘whole of health’ Information and Communication Technology Strategy to the benefit of its members

GHICTA Coverage

Key tasks of Project Manager w Fulfil the role of ‘business systems expert’ liaising between healthcare workers, managers, IT consultants and administrators within the Alliance and external vendors w Perform a key role in the coordination, maintenance and development of regional information systems, standards, business practices and application of technology

Skill requirements w w w w Strategic thought Project planning and management Problem solving Risk avoidance and management Experience with application of technology Innovative in this ever-changing environment Ability to manage multiple projects Communication

GHICTA Projects w w Data Warehouse Project Birthing Outcomes System (BOS) Medical Record Tracking (MRT) PMI Consolidation Project

Data Warehouse w Timely extraction of PMI and episodic data from patient management system w Facilitates interfacing with other systems w Currently used for BOS and RIMS w Consistent system throughout region w Provides a back up of patient management system

Birthing Outcome System w w 7 health services have implemented BOS Key people involved at health service level Financially supported by GHICTA First BOS site in Victoria to trial and implement the use of tablet devices and remote access technology w Use of auto faxing to external agencies

Medical Record Tracking w Four health services implementing MRT w Implementation of Patient Management System has been stagnant for 5 years w Financially supported by GHICTA w Significant impact was expected and has been received by all agencies

PMI Consolidation w Coordination of 5 campuses at one health service to merge their PMI w Facilitates implementation of additional patient management functionality and clinical information systems at the health service w Encouraged the review of other processes and procedures at each campus

Challenges of Remote Implementation w w w w Difficulties accessing staff Lack of remote access to systems Not part of organisational structure Division of responsibility & knowledge Challenge maintaining staff enthusiasm Difficult to monitor staff acceptance Extensive travel

Advantages of Coordination w w w w Consistent configuration approach Economic use of expert resources Central coordination of project Coordinated training, rollout and support Brainstorming and sharing of ideas Central liaison with vendor & IT consultants Improved network between key staff Assistance for smaller agencies

Challenges of Clinical Implementation w w w Overriding clinical responsibility Meetings and training interrupted Lack of IT expertise/experience Communication difficult due to different shifts Access to PCs and Printers

Change Management w w w w Demonstrate benefits and ensure buy in Communicate with staff at all levels Encourage positive staff to influence others Provide support & encouragement Be available and visible Maintain enthusiasm through key drivers Review associated procedures Change at a manageable pace

Advantages of HIM Involvement w Knowledge of broad cross-section of processes w Understanding of data collection, reporting and documentation requirements w Existing relationship with clinical, administrative and IT staff w Understanding of clinical terminology w Ability to document w Record management skills

Questions