Planning & Education

1. Planning & Education Workflow Analysis & Redesign Configuration, Testing & Training Go Live & Post Implementation Q1 Q1 Q1 Q1 Q2 Q2 Q2 Q2 E.H.R. J E O P A R D Y Q3 Q3 Q3 Q3 Q4 Q4 Q4 Q4 Q5 Q5 Q5 Q5

2. Planning & Education Question 1: • Which one does not belong on the project team? • Project Manager • Champion Users • Subject Matter Experts • Trainers • Technical Support • Butcher

3. Planning & Education Answer 1: 6. Butcher

4. Implementation Planning – Project Team Defined • Project Manager • Champion Users • Subject Matter Experts • Trainers • Technical Support

5. Planning & Education Question 2: Define the difference between a Phased vs. a Big Bang implementation?

6. Planning & Education Answer 2: • Phased - site by site install • Big Bang - all sites at once

8. Planning & Education Question 3: Issue tracking, project plan, newsletter are examples of what?

9. Planning & Education Answer 3: Project documentation

10. Issue Tracking Example

11. Project Plan

12. Planning & Education Question 4: True or False: It is necessary to provide the Project Team with a training of the E.H.R. being implemented.

13. Planning & Education Answer 4: TRUE!

14. Planning & Education Question 5: What is the biggest hurdle staff need to overcome when they begin using an E.H.R.? A: Using a computer B: Familiarizing themselves with the new electronic workflows C: Remembering their user names/passwords D: All of the Above

15. Planning & Education Answer 5: A: Using a computer

16. Basic Computer Skills Training

17. Basic Computer Skills Training

18. Basic Computer Skills Training

19. Basic Computer Skills Findings

20. Workflow Analysis & Redesign Question 1: Rate the importance of documenting "paper workflows" when beginning your workflow analysis? 1-Not important 2-Somewhat important 3-Important 4-Very Important 5-Critically Important

21. Workflow Analysis & Redesign Answer 1: 5-Critically Important

22. Workflow Analysis & Redesign Question 2: Yes or No: Is it important to consider Integration between Front Office and Back office when reviewing workflows?

23. Workflow Analysis & Redesign Answer 2: Yes!!

24. Workflow Analysis Start Patient Arrives, Registration is performed. Patient is Checked In. Follow-up Work Queues Patient is scheduled with an appointment Physician documents the encounter Next Responsible Party processing, if necessary Payments, Adjustments, and Denials posted to the Account. Charges Reviewed based on rules.. Payment and/or EOB is received. Clean Charges go to A/R Dirty Charges go to Charge Review Work Queue Clean Claims submitted to insurance Electronic or Paper Bill/Claim Processing occurs. Clean claims move on. Dirty claims go to Claim Edit Work Queues. Claims are reviewed by edit checks.

25. Workflow Analysis & Redesign Question 3: True or False: Site visits should be interactive.

26. Workflow Analysis & Redesign Answer 3: True!

27. Workflow Analysis & Redesign Question 4: Which items do not need to be collected during the site visits: A: Staffing Numbers by Discipline B: Paper Encounter Forms C: Flow Sheets D: Lunch orders

28. Workflow Analysis & Redesign Answer 4: D. Lunch Orders

29. Workflow Analysis & Redesign Question 5: True or False: Each site should maintain unique operational and clinical workflows.

30. Workflow Analysis & Redesign Answer 5: False!

31. Configuration, Testing & Training Question 1: Rate the importance of utilizing the re-designed workflows in configuring the system for testing. 1-Not important 2-Somewhat important 3-Important 4-Very Important 5-Critically Important

32. Configuration, Testing & Training Answer 1: 5-Critically Important

33. Configuration, Testing & Training Question 2: TRUE OR FALSE: System testing should be completed by the Project Manager.

34. Configuration, Testing & Training Answer 2: FALSE

35. Workflows & Testing

36. Configuration, Testing & Training Question 3: YES or NO: Is it necessary to provide training to the Non-Clinical staff (i.e. front office staff) prior to implementation?

37. Configuration, Testing & Training Answer 3: Yes!!

38. Non-Clinical Training • Front Office/Business Office Staff • Clinical workflow overviews • Primary focus impact on workflows • Staff concerns about job retention need to be addressed

39. Configuration, Testing & Training Question 4: Fill in the blank – __________ is an important first step in training clinical users as it provides an opportunity for them to become familiar with navigating the system as well as documenting clinical information in the E.H.R.. 1-Abstracting 2-Purchasing a GPS System

40. Configuration, Testing & Training Answer 4: Abstracting

41. Pros Meaningful information in E.H.R. at go-live Reduces reliance on paper chart Higher physician satisfaction Improves length of visit after install of E.H.R. Data collection on historical information possible Challenges VERY labor intensive Planning/budgeting for time spent Abstracting

42. Configuration, Testing & Training Question 5: Re-organize by order of importance for the training process: 1-develop training materials 2-configure dedicated training space 3-schedule training 4-schedule "Shadow Day"

43. Configuration, Testing & Training Answer 5: 4,2,3,1 4-schedule "Shadow Day" 2-configure dedicated training space 3-schedule training 1-develop training materials

44. Clinical Training • Clinical Training • Abstracting • Provider - 4 hour sessions • Nursing – 4 hour sessions • Application Training • Provider – 8 hour sessions split into 2 days • Nursing – 8 hour sessions split into 2 days

45. Go Live & Post Implementation Question 1: TRUE OR FALSE: You need to consider reducing physicians’ schedule load as the practice adjusts to the E.H.R.

46. Go Live & Post Implementation Answer 1: TRUE!

47. Go Live & Post Implementation Question 2: • Go live support planning should be done: • 10 minutes before go-live • The week before go-live • Two months before go-live • Never

48. Go Live & Post Implementation Answer 2: C. Two months before go-live

49. Go Live & Post Implementation Question 3: True or False: The Project Team should be the only group meeting daily during go-live.

50. Go Live & Post Implementation Answer 3: False!