Planning, Management and Leadership for Health IT

1. Planning, Management and Leadership for Health IT Purchasing and Contracting Lecture a – Vendor Selection This material (Comp 18 Unit 9) was developed by the University of Alabama at Birmingham, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number 90WT0007. This work is licensed under the Creative Commons Attribution-NonCommercial-ShareAlike 4.0 International License. To view a copy of this license, visit http://creativecommons.org

2. Purchasing and ContractingLearning Objectives • Understand the process for selecting new technology

3. Introduction • Significance of computer-related products and their purchase on an organization • Often the largest annual capital expenditure • Ongoing maintenance 15-20% of purchase price • Imperative to select product to meet organizational needs

4. Introduction 2 • Do not buy technology for technology’s sake • Must align with organizational goals

5. Introduction 3 • Business plan is required

6. IT Business Plan

7. IT Business Plan 2 • External pressure • Competitors • Other external threats

8. IT Business Plan 3 • Internal pressure • Improve patient safety • Enhance financial reporting

9. IT Business Plan 4 • Governmental regulation • Meaningful Use • HITECH/HIPAA • CMS billing changes • Need to match IT plan to strategic goals

10. Influential Factors

11. Influential Factors 2 • Time • How much time do you have to make decisions? • Regulatory changes requiring immediate action

12. Influential Factors 3 • Resources • Personnel • IT staffing • Skill sets • Staff availability

13. Influential Factors 4 • Money • Need • Requirements • Risk level

14. Vendor Evaluation Team • Top management approval • Multi-disciplinary • Management/Executive • Functional areas • Technical areas • Consultants

15. Vendor Evaluation Team 2 • Management/Executive Representation • Executive oversight • CIO and/or CFO • Smaller purchases • Director of IT • Director of functional area • Keep executives informed on status

16. Vendor Evaluation Team 3 • Functional representatives • Functional owners • Day-to-day users knowledgeable about workflow

17. Vendor Evaluation Team 4 • Technical representatives • IT component • Support evaluation and selection • Should not drive decision

18. Vendor Evaluation Team 5 • Consultants • Supplement existing staff • Expertise

19. Vendor Evaluation Team 6

20. Identification of Vendors • Companies who can provide functionality • Leaders in a given field

21. Identification of Vendors 2 • Network of peers • Similar-sized organizations • Similar scope of use of systems

22. Identification of Vendors 3 • Trade shows • HIMSS, RSNA, others • Identify requirements in advance • Target vendors • Develop evaluation tool

23. Identification of Vendors 4 • Prior experience with vendor • Work style • Reliability and stability • Responsiveness • Trustworthiness • Use opportunity to renegotiate existing contracts

24. Identification of Vendors 5 • Consultants/research firms • Can provide valuable information • Exposed to wide range of vendors • Consultants may have biases • Research firms generally unbiased

25. Identification of Vendors 6 • Network of peers • Trade shows • Prior experience • Consultants/research firms • Cold calls

26. Purchasing & ContractingSummary – Lecture a • Purchasing right product key to success • Develop a formal process for evaluating software solutions • Involve a variety of personnel in the evaluation

27. Acknowledgement This lecture was adapted from content developed for the AUPHA Health Information Management Systems, Technology and Analysis (HIMSTA) Project and used with permission.

28. Purchasing and ContractingReferences – Lecture a References Wager KA, Lee FW, Glaser JP.  Health care Information Systems.  A Practical Approach for Health Care Management. Chapter 6: System Acquisition.  San Francisco, CA: Jossey-Bass, 2009, 143-166.

29. Planning, Management and Leadership for Health IT, Purchasing and Contracting Lecture a This material was developed by the University of Alabama at Birmingham, funded by the Department of Health and Human Services, Office of the National Coordinator for Health Information Technology under Award Number 90WT0007.