ePR News V1, I9 (July 8, 2013)

e

s w e N

Patient Record

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

Fixing the gaps and glitches

During the month of June, the ePR team with the help of some champions were able to identify gaps and glitches in the QCPR system by running patient scenarios through the system.

The team pretends to admit some patients and run test and orders through the QCPR system. They tested the Laboratory, Radiology, automatic stop orders, Pharmacy, referrals, transcription and many other aspects of functionality. While testing the system as a whole, they were able to fix some problems and address other workflow problems. QuadraMed Implementation Consultants were on site during the week of June 24th to address any problems encountered during Integrated Testing.

Here some examples of what the ePR team solved during the Integrated Testing:

• The right admission order set is now connected to the right patient

services

• The print work queue is now flowing to the right place

• The automatic stop orders are now triggered to the right stakeholder

• The Dictation system and QCPR are interacting appropriately Once the critical issues have been resolved, staff will be able to interact and receive training on the new patient care system. Eliminating and correcting problems before training will allow users to interact with a robust QCPR system.

July 8th, 2013, Volume 1, Issue 9

The ePR Journey

The ePR system will be going live in the Fall 2013.

Implementation of a system of this complexity and size across our whole organization will be a “journey” – and we want to do it well, and in a way that puts a priority on quality and safety, and that supports staff.

Loading...

The June ePR News Tim’s Card Contest winner is...

Janice Salt-Potvin

The answers to the previous contests are now on the ePR webpage.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Physician’s involvement in the ePR journey On June 19 , the ePR team was invited to the Medical Staff Association Annual General Meeting. They gave an update on the upcoming electronic patient record to the medical staff. The new system will be going live in the fall 2013, allowing real-time, secure patient information, accessible from any Providence Care computer. th

Physician involvement has been a major key to the success of the Computerized Physician Order Entry (CPOE), the creation of 14 order sets, including admission order sets for each inpatient program/service and the system design. The meeting was a great opportunity to show physicians the results of their input, but also to present the next milestones of the project. A quick sneak peak at the physician inbox, alerts and documentation process was shown to get them more familiar with the design and information layout.

Going through this journey to improve patient care requires everyone’s involvement to ensure that this state-of-the art system will meet our organizational needs.

Coming soon: retrofitted medication carts from Information Services On every Nursing unit, it is common to see a nurse working with a medication cart throughout the daily patient care routine. With the upcoming electronic patient record, these carts will change their look to support the new patient care system.

The IS department is now upgrading all the carts before the system goes live.

A laptop will be added to all 33 nursing medication carts at MHS and SMOL so patient’s information can be entered in real-time while the nurses do their daily activities.

A mounted maneuverable arm will support the laptop, leaving the top of the medication cart uncluttered. The laptop height and distance range will be adjustable. Recharging the laptop will be as easy as charging the cart. The battery will allow the computer to run for approximately 20 hours, and a regular power plug will allow staff to recharge it through a regular electrical outlet.

ITS medical cart (WOW) prototype The updated medication carts, also called work stations on wheels (WOWs), will be allowed in patient’s room, including isolation rooms, as long as hand hygiene is done prior to touching and using keyboard/screen/drawers and the cart is cleaned with CaviWipes when moving to next patient environment. An additional plastic will be added to the laptop keyboard to allow staff to wipe it easily. If staff are examining a patient or touch any surface, they must again perform hand hygiene before touching the WOW and charting their findings. Keyboards and WOWs need to be cleaned between each patient environment, not only for isolation rooms.For more information about hand hygiene and infection control protocol, don’t hesitate to contact your Infection Control representative.

The IS department is now planning Device Walking Tours with key staff members to establish unit-specific and department needs for “go-live” (i.e. number and type of devices). Don’t be surprised if you see people “walking around “ in specific areas across both hospital sites at the beginning of July. They are simply identifying every areas device needs through these walking tours.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews ePR Tactical Go-Live Steering Committee Implementing our electronic patient record is more than installing the QCPR software on staff computers; it requires the accomplishment of many milestones. Building and testing the QCPR system are only two milestones of the project; the bigger plan includes all the required components to go through this “journey” (e.g. devices, training, conversion, policy, workflow, and many others).

The ePR project needed a place where everyone could exchange information on the status of the various milestones, but also to make decisions endorsed by all the organization stakeholders. In order to do so, an ePR Tactical Go-Live Steering Committee was put together in May, including the ePR team, Departmental Directors and KGH representatives.

During their weekly meetings, the committee focuses on the go-live requirements, driving decision making as required and ensuring all the components of the project are moving forward.

The committee also takes into consideration the other large initiatives at Providence Care right now in every decision they make.The committee puts a priority on quality and safety, and is working towards a system that will support our staff.

Huddles

Heads

up

As the project is moving forward, more and more great questions are coming to the ePR team. Here are some highlights of the latest Q&A:

• Any forms requiring a patient’s signature and inter-professional and multidisciplinary forms will remain on paper until further phases are implemented.

• Depending on the order parameters, some orders will be flagged in the nursing and physician work lists at least one day ahead of time.

• MEDITECH will be turned off once all sites are transitioned to the QCPR system.

• Nurses will be expected to access the system throughout the day, in a timely manner.

• The system will also automatically review medication interactions, allergies and dosage and alert clinicians of any conflitcts.

• It will be possible to display information on eMAR and eTAR in a “week”, “day” and “shift” format.

• The WOW will be allowed in patient’s rooms, including isolation rooms, as long as hand hygiene is done prior to touching and using keyboard/screen/drawers and the cart is cleaned with CaviWipes when moving to the next patient environment.

• The new ePR system doesn’t support touch screen technology.

Therefore tablet and iPad devices will not be a possible option for use with the QCPR system at “go live”. We are hoping that future versions of the QCPR system will better support tablet and iPad technology, so we can improve the variety of equipment which can be used to input information into the system.

• At the moment, all computers are on a leased agreement and will continue to be with the implementation of the ePR.

Because the scope of the ePR project stretches across Providence Care, we will be expanding the huddles to include all of the Management Team. Stay tuned!

Read the Q&A posted in your department for more details. Don’t forget, questions and feedback are always welcome!

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews ePR Travelling Road Show From June 3-14, Heather Frost and Pam Kendall have travelled from one unit to another with a workstation on wheels (WOW).

They worked really hard showing the new patient care record to staff members from MHS Wards 13, 14, 15, 16, 24 and 26, Forensics units, as well as SMOL Gibson 2 and 3, 2 South and 3 South. The ePR travelling road show was a great opportunity to take a glimpse at key pieces of QCPR functionality via the nursing desktop. All road shows were done twice for every unit, allowing both day and evening shift staff members to take a sneak peak at the upcoming system. Putting the technology in the hands of the frontline staff was a great way to get them more familiar with it.

Sara Jacobs won a gift certificate to the SMOL and MHS gift shops

Staff truly enjoyed the opportunity to interact with the system through quick demonstrations of order entry and documentation. They were able to see the workflow of the documentation process in real time while running short simulations.

As staff were getting more enthousiastic about this new system, a myriad of questions about the system functionality were asked. Participants were eager to know more about the new system.

Staff were invited to enter a prize draw by answering a question about ePR. Anna Robinson (SMOL) and Sara Jacobs (MHS) each won a gift certificate to the SMOL and MHS gift shops. The certificates were donated by Volunteer Services and can be used at both gift shops.

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

Twitter – Follow @Providence_Care YouTube – http://www.youtube.com/user/ProvidenceCareCA Facebook – ‘Like Us’ at https://www.facebook.com/ProvidenceCareCA