ePR News V1, I6 (April 8, 2013)

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s w e N

Patient Record

“The right information to the right people, at the right time.”

Cleaning up data in MEDITECH for the move to the new QCPR system

Moving to a new electronic patient record (ePR) includes converting necessary information from the old system (MEDITECH) to the new system (QCPR).

At the moment, Providence Care has a compilation of active inpatients and outpatients in MEDITECH that will have to be transferred into the new system.

Before transferring all outpatients in QCPR, Patient Records and Registration Services are scrutinizing all patient records to keep only the valid and useful data for the conversion. Records of patients who haven’t been actively seen in the last 6 months in a given program or service will be discharge electronically and the paper record will have to be returned to the Patient Record Department. This will ensure charts are completed and that all records are filled appropriately and centralized in the Patient Record Department.

Ensuring all active patient records are indeed active is crucial for our organization.

Since Providence Care has to submit statistics to the Ministry of Health and Long-Term Care on the number of active clients, overinflating the total number of clients could set expectations of our actual client roster. The numbers of active clients are based on the recurring visit type regardless of when they were last seen in the last year and are added into our total client count.

Cleaning up the data captured in MEDITECH will ease reporting to the Ministry and ensure valid and pertinent information is converted into the new QCPR system. It will also ensure up to date patient records are accessible for any program or service.

April 8th, 2013, Volume 1, Issue 6

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To participate, fill out the online quiz about ePR News content, accessible through the ePR webpage. Answer correctly the online quiz to enter a chance to win a 10$ Tim Card.

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Source: www.timhortons.com

PSSST...

ePR News will now be published monthly. Next edition will be published on May 6th.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Trying to make the Devices demonstrations sessions; an initiative from Information Services most out of reporting As the ePR team is building more and more aspects of the new patient care system, ePR team members need specialized training in order to take full advantage of the system’s functionality. In March, key ePR resources (Application Coordinators and Project Managers) were trained on the ePatient Record data reporting and analysis tool by Donald Kucsmas, QuadraMed Implementation Consultant.

During the three days of training, staff members learned how to build basic data reports in the system to pull data and information that is useful to all areas of the organization. The ePR team members can now build reports in compliance with internal and external reporting requirements and standards. The report and audit tool will allow QCPR (QuadraMed system) users to run multiple types of reports (e.g. patient and department activity, patient summary reports, statistical reports, auditing reports, order audit trail reports‌).

Selecting devices that will support clinicians in their everyday work requires input from front-line staff members. During the week of March 25th, Information Services with the assistance of the clinical analysts from the ePR team held multiple device demonstrations. Key people from across the organization were included as part of the Device Selection team and were invited to test and evaluate several different devices. Identifying the right devices is a key to moving forward with a computer-based electronic patient record.

During the device demonstration sessions, staff members were asked to rate each devices showcased. They were also requested to complete an overall evaluation on each individual device. Pam Kendall and Heather Frost of the ePR Team demonstrated how the upcoming electronic patient record system will display on different devices.

Attendees could interact with touch screen computers, tablets, washable antimicrobial keyboards, different workstations on wheels (WOWs) and other devices and accessories. They were also able to interact with a QCPR demo version to get a feel for the device in conjunction with the system.

All feedback and suggestions will be compiled and analyzed and presented to the Information, Communication and Automated Technology Steering Committee (ICAT) for final decision. Knowing what users want and need will allow Providence Care to make sustainable acquisitions that can help improve staff workflow. Results will be communicated to staff.

Accessing meaningful data on these core measures will facilitate physicians and clinical staff functional operations. For example, data can be pulled regarding things like who has accessed the system and/or a specific patient’s chart, orders placed for one patient during a period of time and number of visits during a period of time.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Education sessions leading to system improvements In March, electronic patient record demonstrations for Allied Health, EEG, ECT, TMS, Intake Coordinators and Discharge Planners were held at MHS and SMOL. Those demonstrations gave an opportunity for approximately 50 staff members to learn how to navigate through the new ePR system. An overview of the functionalities related to their work was also presented during the sessions. Staff members were encouraged to ask questions and provide feedback and suggestions to improve the system before the “go-live” date. Once the system is launched, minor modifications and improvements will still be possible however there will be a thorough change management process that must be adhered to.

Having future users of the ePR provide input allows the ePR team to build a system that represents their needs and their professional practices. Some questions arose during the presentations which have allowed the ePR team to make enhancements to the system. In addition, the questions have identified areas where further investigation and understanding is required prior to finalizing the system design.

Some of the improvements suggested during the presentation were able to be accommodated immediately (e.g. adding the Assistive Devices Funding Program Application Form web link, the ability to partially review allied health student documentation and complete it at another time while having the documentation viewable to that discipline only…). Questions requiring further investigation and discussion were related to inter-professional assessments and the type of security access for their respective discipline.

In case you missed it, a recorded video of the demonstration and a PowerPoint presentation are accessible through a shared folder: \\pcccsvr88\tutorials$. COPY and PASTE the link into a navigation bar (such as Windows Explorer or by clicking on My Computer in your start menu). Please note that a Citrix token is required for those who would like to watch the WebEx from an off-site location.

Send us your questions, concerns and feedback at epr@providencecare.ca.

Huddles

Heads

up

Stay tune every second week for short face-to-face “huddles” with your manager.

This is your opportunity to get the right information about ePR progress and changes that will occur with Phase 1- “go-live”. The Huddles are the perfect place to ask questions and give feedback to the ePR team directly.

The first huddle content and Q&A will be sent to your Manager by April 15th. Give your feedback, questions or concerns to your Manager or by email to epr@providencecare.ca.

Huddles updates will be published in the Heads Up section of every ePR News. Also, keep your eyes open for the ePR Q&A posted by your Manager.

Get involved in the upcoming electronic patient record and be heard!

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Expanding her professional skillset through Providence Care’s ePR Project Providence Care fosters an organizational culture that welcomes professional development opportunities for its employees. Through major projects like the ePR and Redevelopment, Providence Care has been able to provide many employees with unique, professional opportunities that will expand their skillset and help them to attain their individual career goals. Danielle Hogan, from our Human Resources department, is enthusiastic about the opportunity to contribute to the ePR Project, knowing it will ultimately enhance the quality of care we provide our clients.

Danielle’s experiences supporting business process redesign and change management initiatives are what make her a strong addition to the ePR team. In her temporary role as an ePR Project Analyst, Danielle will be supporting both the Allied Health Workload Measurement System implementation and the Laboratory and Radiology modules that will be part of the upcoming QuadraMed Computerized Patient Record (QCPR) implementation. Danielle is excited that when she returns to her position in Human Resources she will have an enriched understanding of organizational needs and appropriate strategies and best practices for change management.

Welcome to the ePR team, Danielle!

From theory to the field; student placement for the ePR Project As a teaching centre, Providence Care gives opportunities for student to practice the theory learned in school and the chance to draw experience from our talented staff members. Jolene Johnson, student in Medical Office Administration at St. Lawrence College, will be interning with the ePR project from mid-April to the beginning of May. As part of Jolene’s second year studies, she is required to find placement for two weeks in a medical office or similar healthcare setting. She chose Providence Care to fulfill her apprenticeship, under the supervision of Deborah McKee, ePR Project Manager for Patient Administration and Health Information Management. She will be focusing on medical office procedures, including chart management, managing time and tasks and prioritizing duties, appropriate work ethic and team dynamics. She will also be exploring the potential usage of MS Office software, including data entry, presentations, spreadsheets, and word processing.

Welcome Jolene to the ePR team and good luck in your student placement!

Contact Us ePatient News is designed and produced by the Providence Care Communications Department in association with the Providence Care ePatient Record Project Team and Decision Support Department. If you would like to suggest a topic for us to cover or you have questions about the ePatient Record, please send us an email at ePR@providencecare.ca

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