Chapter 7 Selecting a Healthcare Information System

1. Chapter 7 Selecting a Healthcare Information System

2. The competitive advantages associated with health information systems are contingent upon the technology, the degree to which technology meets the organization’s needs, the strength of the information services staff, and the speed and method by which the system is implemented. Some Thoughts

3. Some Thoughts Some benefits of a new system are immediate but economic benefits may not be evident for years Awareness of the mistakes made by others can be used to guide decisions The staggering costs associated with purchase and implementation make a wise choice critical

4. There is no “right” choice but the best place to start when selecting a healthcare information system with the strategic plan because it sets goals and determines technology needs Some Thoughts

5. Life Cycle The process for the selection and implementation of an information Ongoing process of developing and maintaining an information system 4 main phases that cover the life span of information systems

6. Life Cycle

7. Life Cycle Phases Needs assessment System selection Implementation Maintenance

8. Needs Assessment Initiated by someone with a vision of the future Analyzes the organization needs Looks at segments in the organization Identifies deficits and issues The selection committee uses data to generate a list of possible solutions

9. Steering Committee Members Key to process Membership Board members (ensure congruence with organizational strategic plan) Representatives from all departments impacted (↓possibility of missing potential problems) Must include end-users Chair should be a member of administration

10. Steering Committee Structure Large enough to make a good decision but small enough to be effective and efficient Who will make the final decisions? Multilevel committee Upper level makes final decisions Lower level makes recommendations

11. Committee Considerations Steering Committee members must receive release time from other responsibilities Want users with functional expertise, good communication, and ideally a computing background May use input from consultants

12. Consultants May be used for any part of the selection or implementation processes Effective use requires clear definition of the contractual relationship and expected outcomes May be used to analyze all available information and make recommendations

13. Analysis of Current System Thorough understanding is essential Must determine what information is used, who uses it, and how it is used May use questionnaires, observation, and interviews Must weigh strengths and weaknesses

14. System Requirements User needs—“Musts” and “Wants” Technical criteria Administrative criteria Registrationcriteria Medical Records Criteria Order Entry/Results Reporting Accounting Criteria

15. “Musts” and “Wants” Determination of system requirements from what end users identify as essential or “nice” to have to do their work Selection committee develops and uses a weighting system to rank criteria identified by workers

16. Technical Criteria Hardware and software needed for the desired level of system performance Type of architecture (does it work with other systems) Response time Downtime Test and training environments Support for other technology

17. Administrative Criteria Compliance with regulatory and legal requirements Report capabilities Ease of use Purging and restoring data

18. System Selection Second phase of the Life Cycle Phase begins once decision made to purchase a new system Critical to the success of the project Requires the collection of additional information and awareness of funds available for the project

19. Sources of Information Trade shows and conferences Publications Professional organizations Trade journals User groups Internet and World Wide Web Site visits Request for information/proposal/quote

20. Request for Information (RFI) Brief document sent to vendors that states plans to purchase and install a system Asks the vendor for a description of the system, its capabilities, and perhaps: About the company Number of installed sites Technical capabilities Updates

21. Request for Proposal (RFP) Formal document sent to vendors that describes system requirements sought Detailed Solicits proposals from vendors that describe their capabilities to meet the “wants” and “needs Responses are used to narrow the choices

22. Analysis of RFP Responses Receipt of RFP Responses is the beginning of the “Evaluation” phase Consider Was it submitted by the deadline date? Is it a professional effort? Were the vendor representatives responsive? Does the proposal address the RFP or is it a standard bid?

23. Request for Quote (RFQ) Statement of need that focuses upon pricing, service levels, and contract terms Skips marketing hype often received in response to RFP

24. After the system selection and recommendations negotiations are done through legal and purchasing representatives Request for Quote (RFQ)

25. Future Directions The system life cycle is ongoing Each repetition of the system life cycle process increases the body of knowledge that will help organizations with future choices Increased knowledge will also help to shorten the selection process