IT Projects on a Regional Scale

1. IT Projects on a Regional Scale Fiona Miles Health Information System Project Manager

2. Overview • GHICTA Project Manager Role • HIM involvement • Projects • Challenges • Advantages

3. Who is GHICTA? • GHICTA is a regional body established between 12 health services and 3 PCPs from the Grampians, Pyrenees, Central Highlands, East and West Wimmera regions • GHICTA is responsible for developing, implementing, sustaining and reviewing a Regional ‘whole of health’ Information and Communication Technology Strategy to the benefit of its members

4. GHICTA Coverage

5. Key tasks of Project Manager • Fulfil the role of ‘business systems expert’ liaising between healthcare workers, managers, IT consultants and administrators within the Alliance and external vendors • Perform a key role in the coordination, maintenance and development of regional information systems, standards, business practices and application of technology

6. Skill requirements • Strategic thought • Project planning and management • Problem solving • Risk avoidance and management • Experience with application of technology • Innovative in this ever-changing environment • Ability to manage multiple projects • Communication

7. GHICTA Projects • Data Warehouse Project • Birthing Outcomes System (BOS) • Medical Record Tracking (MRT) • PMI Consolidation Project

8. Data Warehouse • Timely extraction of PMI and episodic data from patient management system • Facilitates interfacing with other systems • Currently used for BOS and RIMS • Consistent system throughout region • Provides a back up of patient management system

9. Birthing Outcome System • 7 health services have implemented BOS • Key people involved at health service level • Financially supported by GHICTA • First BOS site in Victoria to trial and implement the use of tablet devices and remote access technology • Use of auto faxing to external agencies

10. Medical Record Tracking • Four health services implementing MRT • Implementation of Patient Management System has been stagnant for 5 years • Financially supported by GHICTA • Significant impact was expected and has been received by all agencies

11. PMI Consolidation • Coordination of 5 campuses at one health service to merge their PMI • Facilitates implementation of additional patient management functionality and clinical information systems at the health service • Encouraged the review of other processes and procedures at each campus

12. Challenges of Remote Implementation • Difficulties accessing staff • Lack of remote access to systems • Not part of organisational structure • Division of responsibility & knowledge • Challenge maintaining staff enthusiasm • Difficult to monitor staff acceptance • Extensive travel

13. Advantages of Coordination • Consistent configuration approach • Economic use of expert resources • Central coordination of project • Coordinated training, rollout and support • Brainstorming and sharing of ideas • Central liaison with vendor & IT consultants • Improved network between key staff • Assistance for smaller agencies

14. Challenges of Clinical Implementation • Overriding clinical responsibility • Meetings and training interrupted • Lack of IT expertise/experience • Communication difficult due to different shifts • Access to PCs and Printers

15. Change Management • Demonstrate benefits and ensure buy in • Communicate with staff at all levels • Encourage positive staff to influence others • Provide support & encouragement • Be available and visible • Maintain enthusiasm through key drivers • Review associated procedures • Change at a manageable pace

16. Advantages of HIM Involvement • Knowledge of broad cross-section of processes • Understanding of data collection, reporting and documentation requirements • Existing relationship with clinical, administrative and IT staff • Understanding of clinical terminology • Ability to document • Record management skills

17. Questions