Real Time Patient Care Project Plan

1. Real Time Patient Care Project Plan • Nursing Graduate Students • George Mason University

2. Project Statement Vital signs represent one of the most fundamental aspects of patient care within the hospital setting. Accurate data entry of vital signs allows for timely and appropriate treatments and interventions when necessary. According to Smith, Banner, Lozano, Olney & Friedman, error rates of vital sign documentation first written on paper, then entered into a paper or EMR system were 10% and 4.4% respectively (2009). A study performed by Smith et al, studied the effect of a wireless capture and transmission of vital signs via the use of a DINAMAP. The study found a significant decrease in vital sign documentation error rate at less than 1% (2009). As one of the region’s largest hospitals, Medstar Washington Hospital Center (MWHC) has begun to advance their patient care through the use of the EMR Centricity. However, DINAMAP use for vital signs is completely independent of this system, requiring manual input of vital signs for each patient’s chart. This project aims to reduce error in vital sign documentation, efficiency, and provide real-time data upload to the EMR to improve patient safety and care.

3. Project Description • This project looks to find hardware and software that will allow for the integration between DINAMAP and Centricity EMR data collection. Through this integration of technology, real-time patient vitals will be updated to their existing EMR chart, allowing for clinicians to see accurate and up-to-date patient data, allowing for timely management of treatment and interventions as necessary. This project directly meets MWHC mission of Spirit Values through the emphasis of Patient First care. The project also directly addresses a FY13 Strategic Goal of “Establish a culture of innovation to support nimble, successful practice and process changes” (Eckert, 2012). • The project sponsors will be a project team including a project manager, financial analyst, IT analyst, product research analyst, and administrator. The customer will be MWHC, or another institution using Centricity’s EMR without real-time data upload with DINAMAPs.

4. Project Scope • research and plan for the implementation of software/hardware that will aid in the real-time collection data of patient vital signs via DINAMAPs. • This project does not include other real time data collection from other sources such as monitors and glucometers.

5. Objectives • The goal of this project is to improve real time data collection in order to provide safer and more efficient patient care. The objective of this project involves the integration of software/hardware into an existing hospital EMR system, Centricity, which will automatically update data obtained via DINAMAP to the patient’s EMR. • The use of this software will allow for vitals to be collected and documented in the patient’s EMR in real time, allowing clinicians real-time access. Cost objectives • This type of technology can allow clinicians to see vital sign trends as they happen, and appropriately intervene when concerning data is noted. • This project looks to improve patient safety and decrease the number of Code Blues and Rapid Responses via early recognition of abnormal vital sign trends and interventions.

6. Project Critical Success Factors • Thoroughness of planning (including mitigation). • Administrative support/sponsorship. • Funding reliability with reliable cost analysis. • Support level from software providers. • Appropriate training. • Implementation in stages to reduce likelihood of hospital wide disruption.

7. Project Assumptions and Constraints • Contracts must be signed with software provider detailing responsibilities for software problem mitigation. • Timeline may be too constraining for success of the project. • Getting a full report from IT for compatibility issues with current EMR (Centricity) and proposed new software. • Staff members will be enthusiastic about the usage of the technology. • The amount of the funding is appropriate for the duration of the project.

8. Initial risks and issues for project • Loss of funding during project. • Loss of administrative support. • Issues with user training. • Infrastructure incompatibility (wireless features may not work well in hospital setting). • Failure of pilot testing. • Unforeseen software problems.

9. Project Structure

10. Project Governance

11. Project Stakeholders

12. Internal Project Stakeholders

13. Primary Stakeholder MEDSTAR • This organization has all of the ultimate authority of the project. • Their major requirements and expectations are that the project will be managed appropriately, finances will be spent properly, and all issues or potential risks will be reported in a timely manner. • The organization is the financial backing for the project. • The vision of the organization is to provide safe efficient patient care and medical services.

15. RACI (RESPONSIBLE/APPROVE/CONSULTS/INFORMED)

16. RACI (RESPONSIBLE/APPROVE/CONSULTS/INFORMED cont.

17. Communication Chart

18. Project Funding Authority Payback: between FY 2017 and 2018

19. Cost Breakdown/Analysis

20. Benefit Breakdown/Analysis

21. Project Milestones Stage 1 Set up meeting with Project Stakeholders to present plan and corresponding dates for training, pilot test, stages of implementation throughout hospital. Finalize funding for project Develop user training program for pilot and implementation stages Involve IT department for compatibility issues with new software and current system –mitigate any discovered issues Stage 2 Pilot testing in one unit (selecting med-surg unit) using 2 DINAMAP machines Analysis and recommendation for any necessary changes Stage 3 Training of all users will proceed in the order of implementation in predetermined stages Stage 4 Implementation of software by units Stage 5 Analysis of project

22. Project Plan Time Line

23. Points of Contact • Project Points of Contact • Project Manager • Project Administrator • Project Product Research Analyst • Project Financial Analyst • Project IT Analyst

24. Approval This charter formally authorizes the Real Time Patient Care Project, based on the information outlined in this charter. Should any of this information change throughout the duration of the project, it shall be approved by the Project Management team. Approved by: The Project Management Team Approval Date: February, 16 2014 This approval was discussed by Leah Zimmerman, Jeehye Kim, Andrea Deleault, Melissa Hewitt and Christina Savoy; and documented on The Orca’s Blackboard Discussion Board.

25. Revision History

26. References Collegiate Project Services ("n.d."). Project communications table. Retrieved February 12, 2014 from Collegiate Project Services, A Corneilus and Associations Company Web site: http://www.collegiateproject.com/articles/Project%20Communications%20Table.pdf Collegiate Project Services ("n.d."). Project management: Communication is critical. Retrieved February 12, 2014 from Collegiate Project Services, A Corneilus and Associations Company Web site: www.corneliusassoc.com Eckert, S. (2012, September 14). Roadmap to the future: 2013-2015 nursing strategic direction. Retrieved from https://www.medstarhealth.org/washington/Documents/nursing/nursing-strategic-plan-2013.pdf McGonigle, D. & Mastrian, K. (2012). Nursing informatics and the foundation of knowledge (2nd ed.). Burlington, MA: Jones &Bartlett Learning. Microsoft (2014). Office. Retrieved February 11, 2014 from Microsoft, http://www.office.microsoft.com/en-us/templates/project-team-communication-plan-TC001145585.aspx Smith, L., Banner, L., Lozano, D., Olney, C., & Friedman, B. (2009). Connected care: reducing errors through automated vital signs data upload. CIN: Computers, Informatics, Nursing, 27(5), 318-323. doi:10.1097/NCN.0b013e3181b21d65