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Leadership’s Role in Building an Informatics Roadmap

Leadership’s Role in Building an Informatics Roadmap. John Wiesman Kathy Lofy Washington State Department of Health July 14, 2016. Question for the audience. What are some challenges your organization might address with an informatics strategy? Respond now using the question/chat box!.

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Leadership’s Role in Building an Informatics Roadmap

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  1. Leadership’s Role in Building an Informatics Roadmap John Wiesman Kathy Lofy Washington State Department of Health July 14, 2016

  2. Question for the audience What are some challenges your organization might address with an informatics strategy? Respond now using the question/chat box!

  3. Why invest in informatics? • “Age of information” • Public expects real-time information • Desire to use real-time data for decision making • Surveillance and assessment is a foundational public health service • Resources insufficient to maintain numerous silo-edsystems

  4. Current State • Historically, IT systems built in silos • Program requested new IT system  IT team implemented system • Very little coordination between programs • Our IT team is facing many challenges: • Maintaining 378existing applications /services/components and developing 15 more • consumes 80% of resources • Very limited depth in IT expertise per system • 33new projects in queue

  5. Our Informatics Journey Oct 2014 July 2014 Sept 2015 Jan 2016 Jun 2016  Jan 2016 

  6. Informatics Program: Where to position it? Organizational Chart

  7. IT Governance • Established an agency IT Governance group with representation from across the agency • Purpose of this group – • Assure that the use of information and technology generate business value • Prioritize IT resources • Oversee management’s performance • Mitigate the risks associated with using information and technology • Different than Information/Data Governance

  8. Why assess informatics capability?

  9. What are the characteristics of informatics capacity?

  10. Who did we “assess”? • Washington DOH programs • Local & Tribal Health Jurisdictions Disease Control and Health Statistics Prevention and Community Health Health Systems Quality Assurance Health Technology Services Environmental Public Health Office of the Secretary

  11. Assessment Results

  12. Question for the audience How would you rate your organization’s informatics capacity? Respond via the Poll in just a moment!

  13. What is an Informatics Roadmap?Mission: To improve population health through timely and actionable information Goals Objectives Actions

  14. Create an Information Governance framework that addresses multi-disciplinary information management • Establish internal and external Information Governance processes • Establish clear standards, policies (rules), and practices related to privacy, confidentiality, ethics, and security • Utilize collaborative agency decision making to support the use of agency data and visualization tools for internal use, partners (LHJs), tribes, and public

  15. Improve efficiency of intra/inter-partner data exchange and effective use of data • Streamline and automate the flow of data in and out of DOH information systems • Establish state HIE as preferred method • Improve internal data exchange • Look for opportunities to leverage MPI efforts

  16. Develop Informatics Trained and/or experienced leadership and workforce • SHINE Fellowship • 3 SHINE Fellows at DOH • Establish a workforce strategy describing the needed informatics capabilities and/or positions • Provide training opportunities in PH Informatics (e.g., Informatics – Training in Place Program)

  17. Analyze and disseminate data and information in a timely, ethical, open and transparent way • Increase availability of record level data to partners • Improve efficiency of routine descriptive and trend analyses for internal and external use • Manage information and report needs from DOH programs, ACHs, LHJs, tribes, and customers

  18. Enable and support the development of well-designed, maintained and effectively used information systems • Inventory information systems • Plan and budget for maintenance of information systems • Identify gaps in data collection, management, analysis and distribution • Improve IT governance process • Develop enterprise level architecture planning for common IT functions

  19. Funding 2/29/2016 State Medicaid Directors letter • Utilized indirect cost pool to fund first two FTE • HITECH funding opportunity (IAPD) • “90/10” CMS/state match • Recent expansion https://www.medicaid.gov/federal-policy-guidance/downloads/SMD16003.pdf

  20. How do we define success? • Improved timeliness of receiving data • Gained efficiencies • For program staff (e.g., minimal faxing/data entry) • For IT staff (e.g., fewer applications to maintain) • Increased use of data/information for decision making • Increased data sharing with partners and the public • Financially sustainable

  21. Benefits • Systematic, coordinated efforts allowed our agency to be a stronger player in Health Systems Transformation • Generated agency buy-in for shared platforms to reduce complexity

  22. Lessons Learned / Recommendations • Becoming an informatics savvy agency takes time so be patient! • Full agency support needed • Transformation of processes and culture in agency • Tools exist to help you • Importance of close working relationships between informatics, state epi(s) and IT leaders • Importance of close working relationship with state Medicaid agency

  23. Questions Amy Ferris, CFOBryant thomas Karras, MD, Travis Kushner, Meaningful Use Coordinator

  24. Additional slides

  25. Shared Technologies Collect Parse Data routing Secure data exchange • Link • De-Dup • Vocab Prepare Share Data extract to meet analysis or sharing need • Processed • Data extract • Open source Core Services Routine or question driven data analysis Analyze Provision

  26. Categorizing our IT Systems • Registry • Identifiable data used to track clinical care and outcomes for defined patient population • Example: Cancer Registry, RHINO • Case Management • Identifiable data; Longitudinal management of a case-patient • Example: WDRS • Care Delivery • Identifiable data used primarily for clinical decision support; Requires bi-directional exchange w/ healthcare system • Example: PMP • Survey • De-identified data used to track population health • Examples: BRFSS, PRAMS • Licensing • Data tracked for regulatory purposes to grant licenses • Examples: ILRS • Environmental Health Data • Example: air quality data

  27. IT perspective: Too many applications

  28. OS Surveillance Apps • Health Information Exchange (HIE) Activator (Axeway) • DCHS • Certificate Image Management System (CertIMS) • Vital Statistics (Bedrock) • Vital Records Web Access (VRWA) • Public Health Information Network Messaging System (PHIN-MS) • Electronic Surveillance System for the Early Notification of Community-Based Epidemics (PHEEDS - ESSENCE) • State and Territorial Exchange of Vital Events (STEVE ) • Public Health Issue Management System (PHIMS) • Public Health Issue Management System (PHIMS-STD) • Public Health Reporting of Electronic Data (PHRED) Classic • IOX (Informatics Office Transfer) • HIV/AIDS Data System (HADS) • Careware - ( Ryan White Client Level Data ) • Electronic HIV/AIDS Reporting System ( eHARS) • Laboratory Information Program (PHLLIP) • Newborn Screening (NBS) • Comprehensive Hospital Abstract Reporting system (CHARS UB-04) • Washington Disease Reporting System (WDRS) Previously referred to as NCDI • AIDS Drug Assistance Program-ADAP (Clients/Case Manager Website) • ADAP - AIDS Drug Assistance Program - Provide Client Software • AIDS Drug Assistance Program - ADAP Provider Website • BioNumerics (PFGE) • HIV/AIDS Data System (HADS) - Event Admin Website to manage Data Transfer To Ramsell • HIV Lab Tracking - (MS Access Database System) • HIV Lab Tracking - Import CSV/XML Lab Record to PHRED • HIV Lab Tracking - Import PHRED XML records to HIV LabTrack • STD Windows Application • Washington Disease Reporting System (WDRS) - ELR Windows Client • Washington Health And Life Events System (WHALES) • STD Surveillance Enhanced Database • EPH • Pesticide Incident/Event Reporting System ( PIERS) • Water Recreation (External) • PCH • Birth Defects Surveillance System (BDSS) • Child Health Intake Form • Washington State Immunization Information System (WAIIS) • Early Hearing-Loss Detection Diagnosis & Intervention (EHDDI) • Med-IT • WebPlus (Registry Plus) • eMaRCPlus (Registry Plus) • AbstractPlus (Registry Plus) • CRSPlus (Registry Plus) • LinkPlus (Registry Plus) • PrepPlus • Mothers, Infants, Early Childhood Home Visiting (MIECHV) • HSQA • Emergency Medical Services Trauma Registry (Collector 5) • Integrated Licensing and Regulatory System (ILRS) • Washington Electronic Prescription System (WEPS) - Prescription Monitoring Program • Washington Emergency Management Information System (WEMSIS) • Trauma Central Site

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