ePR News V1, I7 (May 6, 2013)

e

s w e N

Patient Record

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

QuadraMed Canadian Summit

May 6th, 2013, Volume 1, Issue 7

Readiness The QuadraMed Canadian Client Update conference was Assessment held in Montreal, Quebec on Tuesday, April 23rd.

QuadraMed clients from across Canada came together to hear the latest news from QuadraMed as well as presentations from colleagues on exciting new features/functionality they have developed and implemented in their hospital.

Some highlights included what new and exciting features/functionality will be coming in future releases of the product as well as improvements made in the QuadraMed support department to better serve their clients.

Help us find a name for our new ePR mascot This “character” has escaped from the PaJMa models.

The ePR team has decided to adopte it as their mascot. We now need your help to find it a name.

You have until May 27th to come up with a name idea and enter a chance to win a $10 Tim Card. Fill out the ballot on our ePR webpage. One ballot per person.

Who am I?

?

The ePR team is working really hard to reach the 2013 implementation goal.

The time has come to determine if we are ready for “go live” and what else it will take to make us successful in September. Healthtech consultants have conducted one on one and focus group meetings on May 1st, 2nd and 3rd with key people from across the organization. This assessment will help assist Providence Care in the development of realistic plans to get us live in the fall.

The April ePR News Tim Card Contest winner is...

Janine Herrington The answers to the April contest are now on the ePR webpage.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Creating scenarios for Integrated Testing

A patient/client’s journey from the electronic patient record perspective

Before implementing the electronic patient record across our organization, all modules need to be aggregated and tested as one single system working in harmony.

Staff from both MHS and SMOL enjoyed cake, punch and fruit while looking at some current state and future state PaJMa models. PaJMa models are detailed diagrams representing how information flows between clinicians within the circle of care as well as the technology used, utilizing the Patient Journey Modeling Architecture (PaJMa) methodology developed by Dr. Carolyn MacGregor and Dr. Jennifer Percival from the University of Ontario Institute of Technology (UOIT).

In order to test the system as a whole, simulations with real life patient journey scenarios are being developed by the ePR team.

The scenarios will reflect staff actions on a daily basis, but also peculiar situations that could be encountered during a shift.

These major reconstitutions of real life patient journeys will ensure all information is entered and triggered accordingly. For example, a medication ordered by a physician will need to flow to a pharmacist for review and then flow to the eMAR for nursing. A simple action will impact 3 different modules.

These three modules have been tested individually, but not their interactions once they are assembled.

The PaJMa Party Wrap Up was a success!

The future state models were presented for the first time at the PaJMa Party Wrap Up. ePR team members Heather Frost and Pam Kendall spent many hours meeting with front line staff to develop the current state models for each patient care unit and were pleased to be able to show staff the results of their input. The final models showed how units’ commonalities were examined to standardize and streamline processes to produce the future state models. Moreover, the future state models gave a visual representation of what will be included electronically in the upcoming patient record so staff could see how the ePR will improve the current workflow.

In case you missed the events, some models are posted in the MHS Ward 25 hallway and everyone is welcome to come see them.

You can watch the PaJMa video! It’s now online on Providence Care YouTube page.

Check out the photo gallery on Providence Care Flickr page!

Before implementing the upcoming electronic patient record, the electronic information flow in the system from one module to another, from one clinician to another, has to be verified.

Integrated Testing will start at the end of May. Doing this reconstitution will remove numerous issues and problems before launching the new patient care system.

Providence Care staff members could admire the fruit of their labour with the PaJMa Party Wrap Up. Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Allied Health Workload Measurement System Kick Off On April 9th, an Emerald Health Workload Kick-Off Meeting was held at Providence Care, to mark the beginning of the design and build for the new Emerald Health Workload Measurement System.

This user-friendly application for Allied Health workload data capture will be launched in the second half of 2013.

During this meeting, the ePR team and key Allied Health staff members collaborated with a number of Emerald Health representatives to coordinate a realistic project schedule, assign next steps to the appropriate sponsors and discuss in finer detail Providence Care’s reporting and workload instrument needs.

Thoroughly reviewing Providence Care’s reporting needs in the initial stages of software development will help alleviate downtime when we transition from MEDITECH to Emerald Health for capturing Allied Health workload. Through these discussions, it was identified that the expertise and input of numerous Allied Health staff would be vital to the success of identifying the appropriate workload instruments required in the build.

Kathy Flegg, Brent Stevens, Jasmine Czernohorsky and Danielle Hogan will be reaching out to a number of the clinical teams and managers to schedule theAllied Health workload instrument investigation meetings. These meetings are going to be scheduled in late May and will run anywhere from 1-2 hours for each Allied Working Group.

Huddles

Heads

up

We received a lot of great questions for the first huddle!

Here some highlights: • The ePR system will be fully integrated with the KGH/HDH patient record. Everything available electronically through KGH/HDH Chart Review will be accessible to us, but not alterable.

• The electronic patient record will function with both electronic allied health documentation and paper information until further phases are implemented. Phase 1 won’t include Providence Manor Computrition integration or Acuity-Plus integration.

• ePR technical support will be provided during and after “go-live”.

• A Downtime Policy is in development in case the system goes down.

• An ePR travelling show is expected to come to different units soon.

Key Allied Health staff members and ePR team members with Emerald Health staff members

Read the Q&A posted in your department for more details. Don’t forget, we never have enough feedback and questions from all of you!

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Inpatient Progress Notes added to Phase Implementing a 1 implementation hybrid electronic record The Information Communication and Automated Technology (ICAT) committee has approved inclusion of electronic progress note documentation for inpatient clinicians to the Phase 1 implementation of the electronic patient record.

The recommendation came from the ePR team in collaboration with Brenda Luffman, Diana O’Grady and Madeline Halladay and will benefit the inpatient physicians, nursing and allied health staff members.

As of Phase 1, inpatient physicians, nurses and allied health staff will be able to type their progress notes directly into the electronic patient record. The progress notes will be filed by discipline and accessible in the chart review section of the electronic patient record. It will also be possible to partially save incomplete or partially completed progress notes and return to complete the documentation at a later time. Other clinicians will then be able to access the progress notes in real time.

All clinicians who are currently dictating their notes will continue to do so with the ePR Phase 1 “go-live”. No additional dictators will be added to the system. The opportunity to convert from dictating notes to typing electronic progress notes will be evaluated after Phase 1 has been implemented.

Exchanging information with other team members will become easier by utilizing electronic inpatient progress note documentation.

Check out our team members on the ePR webpage!

A project of this magnitude needs to be well planned. Completing each phase properly is mandatory to implement a new patient record system that will reflect our organization’s values and practices.

As of Phase 1, certain aspects of the patient care system will remain on paper (e.g. forms requiring a patient signature, allied health documentation and inter-professional forms).

Following the implementation of Phase 1, the hybrid patient record will function with both electronic documentation and paper information until further phases are implemented.

As we move forward with the build and implementation of future phases of the project, every form, assessment and procedure will gradually be incorporated electronically.

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