Health Information Technology Toolkit for Home Health - Section 2. Utilize

2.1 Implement

The Utilize - Implement section builds upon the foundation of the Adopt tools to help you address the specific application, technology, and operational elements that have been acquired for the electronic health record (EHR) system or health information technology (HIT) and will now be implemented. These tools will help with the tactical issues that need to be addressed in any implementation, from sample project plans to issues logs, training plans, testing plans, chart conversion techniques, and more.

Project Plan. Project planning is designed to identify all tactical elements that must be managed during HIT implementation. For a large HIT project, the level of planning detail may be equivalent to that of a building project. (3-worksheet Excel doc)

Project Planning. Use this tool to review the implementation plan provided by the vendor, and prepare to develop a project plan for your organization that reflects milestones from the vendor’s plan and all other tasks you need to perform. (3-page Word doc)

Issues Management. During and after implementation of any information system application, many issues will arise. All issues need to be resolved using an issues management program, which includes an escalation policy, an issues log, and tracking for issues status and resolution. (3-page Word doc)

Workflow and Process Improvement. The workflow and process improvement tool highlights certain elements that organizations need to consider during implementation. (3-page Word doc)

Policy and Procedure Checklist. During the course of implementing HIT, many existing policies and procedures will likely need review and modification. New policies and procedures may need to be created. Use this checklist to evaluate policies and procedures you may need to add or modify as you implement various applications. (2-page Word doc)

Forms and Reports Analysis. Plan for system build activities that take place during actual implementation of an application and to ensure you collect the data you need to perform the work you do. (5-worksheet Excel doc)

System Build. The system build tool will help ensure your understanding of the tasks performed during system build for clinical information systems, and will enable you to plan appropriate time and resources to accomplish your responsibilities in this area. (6-page Word doc)

Change Control. A formal change control process ensures that changes requested in applications, hardware configurations, networks, and other information system components are addressed in a timely manner. (2-page Word doc)

Rollout and Turnover Strategies. Organizations might roll out clinical information system applications in a number of ways. This tool describes how an application may be rolled out if for multiple locations, as well as ways to transition individual users. (3-page Word doc)

Training Plan. Use the training plan tool to help you identify special considerations related to implementing training for EHR and other HIT. The tool describes the type of training required and provides a table to record who needs what training and to track that each person has been trained accordingly. (x-page Word doc)

Testing Plan. Although vendor products vary in the complexity of testing needed, every system must be tested to ensure that data tables and files have been loaded properly, data collected are processed and stored correctly, interfaces work, work flow is appropriate for the organization's processes, clinical decision support rules fire correctly, and reports are generated accurately and completely. This tool describes the types of tests typically performed on EHR and other HIT. (3-page Word doc)

Go-live Checklist. Use the go live tool is to ensure that you are truly ready to go live with a system after all other elements of implementation have been performed. (4-page Word doc)

Client Communications. Plan how you will introduce the new technology to clients and/or their families. Use this tool as part of your overall communication plan. (4-page Word doc)

Ongoing System Maintenance, Administration, and Data Quality Management. Guidance on the importance of ongoing system maintenance, tools to evaluate system administration, and tips to ensure data quality management. (4-page Word doc)

2.2 Effective Use

The Utilize - Effective Use section provides examples of how tools may be used for specific types of implementations. This set of tools provides tips for workflow and process improvement for various types of applications, such as for document management, physician documentation and e-prescribing use, assessment completion, point-of-care charting, etc. Resources to support quality measurement reporting are also included.

Optimization Strategies for Goal Achievement. Use this tool to determine if you are making use of the various HIT and/or EHR systems as you intended during your goal setting. (5-page Word doc)

HIT Adoption Milestone Results. Use this tool to help measure the extent to which your HIT activities are adopted by their intended users and to determine whether your SMART goals have been achieved. (4-page Word doc)

Optimization Strategies for Messaging. Use this tool to help you evaluate whether your organization is making the most effective use of the messaging systems included in your HIT or EHR system. Such systems can be used to communicate alerts and reminders, to manage resources, and even to deliver check-ins and celebratory messages for use of the HIT itself. (x-page Word doc)

Optimization Strategies for Assessment and Care Plan/Visit Documentation. Use this tool to help ensure that all assessment requirements prior to and during a client's episode of care can be documented in an efficient and effective manner. (3-page Word doc)

Optimization Strategies for Resource Assignment. Use this tool to help ensure that the HIT or EHR systems you acquire can accommodate your resource assignment needs, including the ability to make the appropriate connection points with the various resources you use. (3-page Word doc)

Optimization Strategies for Telehealth and Home Monitoring. Use this tool to identify opportunities for enhancing your HIT or EHR system with tele-services. Such services are generally delivered via low-cost means, predominantly the telephone, including dial-up Internet connections. (4-page Word doc)

Optimization Strategies for Use of EHR for Physician Oversight. Use this tool to ensure that physicians who provide oversight for your clients can use the HIT or EHR systems you adopt. (5-page Word doc)

Optimization Strategies for Client Education and Report Cards. This tool demonstrates how HIT can support enhanced client education and client access to their vital data, including the ability compare their status with normative data. (3-page Word doc) Not yet available - to be posted soon. (3-page Word doc)

Optimization Strategies for HIT in Quality Improvement. This tool suggests ways HIT can be used to support quality improvement. (6-page Word doc)

Satisfaction Surveys. Client and user satisfaction surveys can help your home health agency gauge outstanding issues after implementing an EHR system or other HIT. These surveys are a means of continuing to communicate with all stakeholders. (5-page Word doc)

Return on Investment Analysis. Use this tool to evaluate the results of your investment from a quality outcomes perspective, user/client satisfaction perspective, and from a financial perspective. (2-page Word doc)

Optimization Strategies for Hospice Services. Use this tool to understand some of the unique characteristics to look for when you are acquiring EHR system or other HIT for use in providing hospice services, as well as tips for implementation. Not yet available - to be posted soon. (3-page Word doc)

Support

Stratis Health has extensive experience in working with health care facilities to help them adopt and utilize EHR systems and to prepare them for exchanging information.

For support using the toolkit, contact: Stratis Health - Health Information Technology Services 952-854-3306, info@stratishealth.org

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