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Clinical Record Scanning

Clinical Record Scanning. A patient centred approach Cathy Dooling Manager, Health Information Service Annie Manning Clinical Record Scanning Project Officer. Today’s Presentation. GV Health – who are we, what do we do? HIS – why did we decide to scan? How did we choose our system?

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Clinical Record Scanning

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  1. Clinical Record Scanning A patient centred approach Cathy Dooling Manager, Health Information Service Annie Manning Clinical Record Scanning Project Officer GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  2. Today’s Presentation GV Health – who are we, what do we do? HIS – why did we decide to scan? How did we choose our system? How did we implement this system? What can 3M Document Creation system do? What would we do differently What next? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  3. GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  4. GV Health – who are we, what do we do? Major referral centre for northern Victoria and southern NSW Population base of 160,000 280 beds – multiple campuses Services offered – acute, surgical, medical, paediatrics, obstetrics, gynaecology, ICU and psychiatric services GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  5. Model of Care Delivery • Focus on the needs of patients or groups of patients • Right information, right patient, right time • Working together • Co-ordinated systems • Seamless transition between care providers GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  6. GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  7. GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  8. Health Information Service – why did we decide to scan? Issues • Lack of storage space • Missing records, misfiles and records removed without being tracked • Fragmented paper records in multiple locations GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  9. Health Information Service – why did we decide to scan? Options Relocate records to another area in GV Health - increased space Purpose build a clinical record storage area and or additional HIS space Increase HIS staffing Re-locate records to current off-site storage 24 hour turnaround and increased cost Scan the record into an electronic repository Develop full electronic medical record GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  10. How did we choose our system? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  11. How did we implement this system? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  12. How did we choose our system? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  13. How did we implement this system? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  14. Project Control Group Implementation Committee Fabulous four – Implementation Team Manager,HIS Manager, Application Systems Clinical Record Scanning Project Officer HIS Operations Manager GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  15. How did we implement this system? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  16. How did we implement this system? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  17. How did we implement this system? • Project team • Building work queues • Pre-populating fields • HL7 messaging • System testing GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  18. How did we implement this system? • Training session • Project implementation staff – 3 HIMs and Systems Implementation • Super Users – from each area • End user – ongoing training GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  19. The day prior to “Go Live” GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  20. Go Live ChartScan Go live 10/11/2008 – staggered over several days Help desk established 3M and Project Team attended each department at Go live time Help desk calls and issues reviewed at the end of each day GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  21. Go Live ChartView 17 November 2008 Issues: Slow uptake of scanned record over time Clinician resistance to be faced Solutions: Responsive project team to address any issues as they arise Directly approach anyone/everyone who indicates problem with either module Executive support GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  22. Where are we now? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  23. What can 3M Document Creation system do? GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  24. ChartScan GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  25. ChartView GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  26. Lessons Learned Lessons learned Don’t under resource the project- make sure there is administrative support. Change management – dedicate resources to communication Be prepared to change Don’t assume everyone has basic computer skills – check and educate Make sure you and the vendor are on the same page IT support – need dedicated team member/s for the project Understand the product before you start Get clinician involvement – find at least one clinician champion Be responsive to requests Don’t make project team too big – have a core team and involve others as needed Utilise the support offered by the vendor Be able to demonstrate that you have communicated to all relevant staff – keep copies of all communication GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  27. Future Development GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

  28. Acknowledgements This project has been reliant on help and assistance from many staff across GV Health and 3M. Special thanks for their ongoing hard work, support and enthusiasm must go to: Kerryn Healy CEO Paul Jewell HIM Rob Sands Manager, Application Systems Anne Irwin 3M David Crawford 3M Julia Harshbarger 3M Jim Shannon 3M Jane McElwee 3M And all the members of the Project and Implementation Committees at GV Health GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

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