EDM Workflow and Change Management

1. EDM Workflow and Change Management Wendy Clark, 13th March 2008

2. Outline • The Portsmouth brief • Our approach • Methods and tools – overview • Learning points

3. The Portsmouth brief • Review of processes involving health records • Identify how records are managed, accessed, referenced and amended • Provide input into the following activities: • The configuration of the EDM solution • The development of appropriate workflows and working practices for the deployed system • Identification of potential cost savings that could be realised through the rationalisation of clerical staff involved in the processing of paper-based records.

4. The approach • Generic patient journeys: • Outpatients • Planned • Unplanned • Then variations by specialty

5. Effort and delay of pulling, tidying, preparing and filing Where is it? – Tracking and searching… Records Process Patient Journey Urgent cases are seen without history Everyone wants it, only one person has it 2000+ forms in use! Current Records Process Interaction with the Patient Journey Patient History Updated History Pull File Updates

6. The approach • Tribal model for workflow analysis • Walking the process • Using Visio to create swimlane diagrams and process documents • Creating ‘storyboards’ to engage with and involve users

7. Top level “map” o/p i/p A+E emerg Speciality code pull prep file move Process models 1 2 3 4 1 2 Method and deliverables Current State DocSchedule Story-boards

8. Top level “map” o/p i/p A+E emerg To-be process models Speciality code 1 pull prep file move 2 3 Process models 4 1 1 2 2 3 4 1 2 Method and deliverables Future State Impacts Current State Final Report • Exec. summary • Intro & Background • Context • EDM Architecture, P.A.C. • Current state • Future state vision • Future state processes • Impacts, variances and migration issues • Benefits realisation • Conclusions and recommendations • Appendices… Impacts, Issuesby dept. speciality, role. Metrics Benefits Dependency Network(Visio) Top20Docs&Archi-tecture Stakeholder Map DocSchedule To-Be Stories Story-boards Operational Guidelines (MS-Word)

9. Top level “map” o/p i/p A+E emerg To-be process models Speciality code 1 pull prep file move 2 3 Process models 4 1 1 2 2 3 4 1 2 Method and deliverables Future State Impacts Current State Final Report • Exec. summary • Intro & Background • Context • EDM Architecture, P.A.C. • Current state • Future state vision • Future state processes • Impacts, variances and migration issues • Benefits realisation • Conclusions and recommendations • Appendices… Impacts, Issuesby dept. speciality, role. Metrics Benefits Dependency Network(Visio) Top20Docs&Archi-tecture Stakeholder Map DocSchedule To-Be Stories Story-boards Operational Guidelines (MS-Word)

10. Top level “map” o/p i/p A+E emerg To-be process models Speciality code 1 pull prep file move 2 3 Process models 4 1 1 2 2 3 4 1 2 Method and deliverables Future State Impacts Current State Final Report • Exec. summary • Intro & Background • Context • EDM Architecture, P.A.C. • Current state • Future state vision • Future state processes • Impacts, variances and migration issues • Benefits realisation • Conclusions and recommendations • Appendices… Impacts, Issuesby dept. speciality, role. Metrics Benefits Dependency Network(Visio) Top20Docs&Archi-tecture Stakeholder Map DocSchedule To-Be Stories Story-boards Operational Guidelines (MS-Word)

11. Features • Rapid start-up • Maximum staff engagement • Minimum impact on departments and staff • Live walkthrough environment captures “rich picture” • Time to book events in busy diaries • Maximum value from workshops from dynamic storyboards • “Best of both worlds” – detailed swimlanes and process documents, plus visual storyboards

12. Swimlanes

13. Storyboards

14. Workshop approach • Describe EDM software • Present storyboards slides (current => future) • Q&A • Work with small groups around A1 posters + post-its • Update future state storyboards and log risks, issues, benefits, FAQs

15. Some EDM issues and challenges • Stakeholder engagement is vital • Agreeing a standard EDM record structure • Workflows are complex and inconsistent • Variety of paper documents and ways of working • How and when to scan • Management of temporary notes, including tracking • Significant information governance issues

16. Contact details – Wendy Clark • Email: Wendy.Clark@tribalgroup.co.uk • Mobile: 07786 510490 • Tribal Consulting, First Floor, 154 Great Charles Street, Queensway, Birmingham, B3 3HN