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Electronic Implementation into Healthcare

Nicole Brooke - Tuesday, February 02, 2016

Planning and Engagement is Critical to the Success of Electronic System Implementation

Electronic systems in care are a minimum prerequisite to strong risk management and quality management systems. They are costly to implement and come with high risks in terms of business operations, workforce workload and cultural division, however come with enormous benefits including:

  • Cost savings (ACFI, staffing, training, root cause analysis, compliance);
  • Automated reporting and escalation (inc. complaints, issues, clinical care);
  • Time saving and increased time with residents (after implementation);
  • Increase compliance with policies and care where workflow is used; and
  • Increased scalability when systems are integrated and embedded.
Planning and Points of Interest
 
Processes
  • Update policies, practices & processes to match the system – Don’t expect the system to make changes for you.
  • There will be lots of forms you will need that aren’t on the electronic system. Need to plan how to integrate these.
  • Meet with Department and Agency ASAP to talk through risk management and planning of processes.
  • Identify your business needs and key risks and make a system selection on this.
Business & IT
  • Software provider won’t give you all the support you need within the normal scope.
  • Assume the pipeline they promise won’t be delivered upon.
  • Review IT and Wi-Fi capabilities including server capabilities (suggest using their hosting).
  • Business continuity planning is often under acknowledged yet it is critical in the planning stage.
  • Never consider using or implementing 2 systems at once. Timing will be key to change management.
  • Minimise system integration – it will blow out your costs. However, ensure you know where the ‘true source data’ is.
Workforce
  • Plan for pressure, resistance and challenges in staff leadership capability but stay true to the organisational vision and direction.
  • Have shift champions on each shift regardless of the impact you think they will have.
  • Recruit additional casual staff (care and admin) to minimise agency and add to flexibility during implementation.
  • Plan for extensive pressure 2-3 month prior to implementation (all assessments completed max 4/day, care plans completed and past ones archived, workflows included, residents financial data, x-rays and radiology, past 3 months of notes, photos etc). Next 2 months will be staff resistance to changing practices and needing to consistently remove paper forms etc.
  • Get good baseline data as you you’ll need it to evidence the small successes.
Considerations for Systems

Software Needs:

  • Malleable and intuitive
  • User Friendly
  • Contemporary Technology Platform
  • Device friendly (flexible devices)
  • Highly intellect data configuration processor

Components Needed:

  • 24/7 Help Line
  • Onsite assistance week before and week of
  • Online training with competency based support
  • Strong security protocols
  • Flexible workflow strategies customized to you
  • True B2B transactions with Medicare 

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