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Planning & Education Q 1 Q 1 Q 2 Q 2 Q 3 Q Planning & Education Q 1 Q 1 Q 2 Q 2 Q 3 Q 3 Q 4 J Q 1 Q 3 E. H. R. Workflow Analysis & Redesign Configuration, Go Live Testing & & Post Training Implementation Q 4 Q 4 Q 5 Q 5 E O P A R D Y

Planning & Education Question 1: Which one does not belong on the project team? Planning & Education Question 1: Which one does not belong on the project team? 1. Project Manager 2. Champion Users 3. Subject Matter Experts 4. Trainers 5. Technical Support 6. Butcher

Planning & Education Answer 1: 6. Butcher Planning & Education Answer 1: 6. Butcher

Implementation Planning – Project Team Defined Project Manager n Champion Users n Subject Matter Implementation Planning – Project Team Defined Project Manager n Champion Users n Subject Matter Experts n Trainers n Technical Support n

Planning & Education Question 2: Define the difference between a Phased vs. a Big Planning & Education Question 2: Define the difference between a Phased vs. a Big Bang implementation?

Planning & Education Answer 2: Phased - site by site install n Big Bang Planning & Education Answer 2: Phased - site by site install n Big Bang - all sites at once n

Phases of Implementation Planning & Education Work Flow Analysis & Redesign Configuration, Testing & Phases of Implementation Planning & Education Work Flow Analysis & Redesign Configuration, Testing & Training Go Live & Post Implementation

Planning & Education Question 3: Issue tracking, project plan, newsletter are examples of what? Planning & Education Question 3: Issue tracking, project plan, newsletter are examples of what?

Planning & Education Answer 3: Project documentation Planning & Education Answer 3: Project documentation

Issue Tracking Example Issue Tracking Example

Project Plan Project Plan

Planning & Education Question 4: True or False: It is necessary to provide the Planning & Education Question 4: True or False: It is necessary to provide the Project Team with a training of the E. H. R. being implemented.

Planning & Education Answer 4: TRUE! Planning & Education Answer 4: TRUE!

Planning & Education Question 5: What is the biggest hurdle staff need to overcome Planning & Education Question 5: What is the biggest hurdle staff need to overcome when they begin using an E. H. R. ? A: Using a computer B: Familiarizing themselves with the new electronic workflows C: Remembering their user names/passwords D: All of the Above

Planning & Education Answer 5: A: Using a computer Planning & Education Answer 5: A: Using a computer

Basic Computer Skills Training Basic Computer Skills Training

Basic Computer Skills Training Basic Computer Skills Training

Basic Computer Skills Training Basic Computer Skills Training

Basic Computer Skills Findings Basic Computer Skills Findings

Workflow Analysis & Redesign Question 1: Rate the importance of documenting Workflow Analysis & Redesign Question 1: Rate the importance of documenting "paper workflows" when beginning your workflow analysis? 1 -Not important 2 -Somewhat important 3 -Important 4 -Very Important 5 -Critically Important

Workflow Analysis & Redesign Answer 1: 5 -Critically Important Workflow Analysis & Redesign Answer 1: 5 -Critically Important

Workflow Analysis & Redesign Question 2: Yes or No: Is it important to consider Workflow Analysis & Redesign Question 2: Yes or No: Is it important to consider Integration between Front Office and Back office when reviewing workflows?

Workflow Analysis & Redesign Answer 2: Yes!! Workflow Analysis & Redesign Answer 2: Yes!!

Workflow Analysis Start Follow-up Work Queues Patient is scheduled with an appointment Next Responsible Workflow Analysis Start Follow-up Work Queues Patient is scheduled with an appointment Next Responsible Party processing, if necessary Patient Arrives, Registration is performed. Patient is Checked In. Physician documents the encounter Payments, Adjustments, and Denials posted to the Account. Charges Reviewed based on rules. . Payment and/or EOB is received. Clean Charges go to A/R Dirty Charges go to Charge Review Work Queue Clean Claims submitted to insurance Electronic or Paper Bill/Claim Processing occurs. Clean claims move on. Dirty claims go to Claim Edit Work Queues. Claims are reviewed by edit checks.

Workflow Analysis & Redesign Question 3: True or False: Site visits should be interactive. Workflow Analysis & Redesign Question 3: True or False: Site visits should be interactive.

Workflow Analysis & Redesign Answer 3: True! Workflow Analysis & Redesign Answer 3: True!

Workflow Analysis & Redesign Question 4: Which items do not need to be collected Workflow Analysis & Redesign Question 4: Which items do not need to be collected during the site visits: A: Staffing Numbers by Discipline B: Paper Encounter Forms C: Flow Sheets D: Lunch orders

Workflow Analysis & Redesign Answer 4: D. Lunch Orders Workflow Analysis & Redesign Answer 4: D. Lunch Orders

Workflow Analysis & Redesign Question 5: True or False: Each site should maintain unique Workflow Analysis & Redesign Question 5: True or False: Each site should maintain unique operational and clinical workflows.

Workflow Analysis & Redesign Answer 5: False! Workflow Analysis & Redesign Answer 5: False!

Configuration, Testing & Training Question 1: Rate the importance of utilizing the re-designed workflows Configuration, Testing & Training Question 1: Rate the importance of utilizing the re-designed workflows in configuring the system for testing. 1 -Not important 2 -Somewhat important 3 -Important 4 -Very Important 5 -Critically Important

Configuration, Testing & Training Answer 1: 5 -Critically Important Configuration, Testing & Training Answer 1: 5 -Critically Important

Configuration, Testing & Training Question 2: TRUE OR FALSE: System testing should be completed Configuration, Testing & Training Question 2: TRUE OR FALSE: System testing should be completed by the Project Manager.

Configuration, Testing & Training Answer 2: FALSE Configuration, Testing & Training Answer 2: FALSE

Workflows & Testing Revise Workflow Verify Develop Workflows & Testing Revise Workflow Verify Develop

Configuration, Testing & Training Question 3: YES or NO: Is it necessary to provide Configuration, Testing & Training Question 3: YES or NO: Is it necessary to provide training to the Non-Clinical staff (i. e. front office staff) prior to implementation?

Configuration, Testing & Training Answer 3: Yes!! Configuration, Testing & Training Answer 3: Yes!!

Non-Clinical Training n Front Office/Business Office Staff n Clinical workflow overviews n Primary focus Non-Clinical Training n Front Office/Business Office Staff n Clinical workflow overviews n Primary focus impact on workflows n Staff concerns about job retention need to be addressed

Configuration, Testing & Training Question 4: Fill in the blank – _____ is an Configuration, Testing & Training Question 4: Fill in the blank – _____ is an important first step in training clinical users as it provides an opportunity for them to become familiar with navigating the system as well as documenting clinical information in the E. H. R. . 1 -Abstracting 2 -Purchasing a GPS System

Configuration, Testing & Training Answer 4: Abstracting Configuration, Testing & Training Answer 4: Abstracting

Abstracting n n n Pros Meaningful information in E. H. R. at go-live Reduces Abstracting n n n Pros Meaningful information in E. H. R. at go-live Reduces reliance on paper chart Higher physician satisfaction Improves length of visit after install of E. H. R. Data collection on historical information possible n n Challenges VERY labor intensive Planning/budgeting for time spent

Configuration, Testing & Training Question 5: Re-organize by order of importance for the training Configuration, Testing & Training Question 5: Re-organize by order of importance for the training process: 1 -develop training materials 2 -configure dedicated training space 3 -schedule training 4 -schedule "Shadow Day"

Configuration, Testing & Training Answer 5: 4, 2, 3, 1 4 -schedule Configuration, Testing & Training Answer 5: 4, 2, 3, 1 4 -schedule "Shadow Day" 2 -configure dedicated training space 3 -schedule training 1 -develop training materials

Clinical Training n Abstracting n n n Provider - 4 hour sessions Nursing – Clinical Training n Abstracting n n n Provider - 4 hour sessions Nursing – 4 hour sessions Application Training n n Provider – 8 hour sessions split into 2 days Nursing – 8 hour sessions split into 2 days

Go Live & Post Implementation Question 1: TRUE OR FALSE: You need to consider Go Live & Post Implementation Question 1: TRUE OR FALSE: You need to consider reducing physicians’ schedule load as the practice adjusts to the E. H. R.

Go Live & Post Implementation Answer 1: TRUE! Go Live & Post Implementation Answer 1: TRUE!

Go Live & Post Implementation Question 2: Go live support planning should be done: Go Live & Post Implementation Question 2: Go live support planning should be done: A. B. C. D. 10 minutes before go-live The week before go-live Two months before go-live Never

Go Live & Post Implementation Answer 2: C. Two months before go-live Go Live & Post Implementation Answer 2: C. Two months before go-live

Go Live & Post Implementation Question 3: True or False: The Project Team should Go Live & Post Implementation Question 3: True or False: The Project Team should be the only group meeting daily during go-live.

Go Live & Post Implementation Answer 3: False! Go Live & Post Implementation Answer 3: False!

Go Live & Post Implementation Question 4: How soon after go live should you Go Live & Post Implementation Question 4: How soon after go live should you begin your optimization program? A. 1 Year B. 5 Years C. 1 Day D. 2 Weeks

Go Live & Post Implementation Answer 4: D. 2 Weeks Go Live & Post Implementation Answer 4: D. 2 Weeks

Go Live & Post Implementation Question 5: Once the first site is live with Go Live & Post Implementation Question 5: Once the first site is live with the E. H. R. there should be no more modifications made to system configuration. Agree or Disagree

Go Live & Post Implementation Answer 5: B. Disagree Go Live & Post Implementation Answer 5: B. Disagree

Questions Questions

Alison Meyers Business Systems/Help Desk Manager ameyers@institute 2000. org 860 -219 -0198 Kathy Cresswell Alison Meyers Business Systems/Help Desk Manager [email protected] 2000. org 860 -219 -0198 Kathy Cresswell Director of Business Operations/Applications [email protected] 2000. org 845 -255 -3435 x 312