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Social Service Agencies - Health Information Technology Toolkit

Health Information Technology Toolkit Training

Social service agencies with robust e-health and health information technology (HIT) capabilities will improve the quality of patient care, in the delivery of health care overall, while positively impacting the organization’s bottom line. Key to this success is the use of a comprehensive electronic health record (EHR) system.

Social service agencies can use Stratis Health’s Health Information Technology Toolkit for Social Service Agencies to implement a comprehensive EHR system, overhaul existing systems, or acquire individual HIT applications. The toolkit can help social service agencies effectively engage in e-health activities by optimizing the use of an EHR and facilitating information sharing through health information exchange (HIE) and other forms of HIT. If additional information (tools) are needed to augment your e-health strategy, please refer to one of our other toolkits such as the Behavioral Health toolkit for additional tools that may be beneficial to your organization.

The tools focus on e-health functionality, people, policy, and processes for success in the social service agency environment. They can help you plan and make the right choices for your agency to achieve success in today’s health care environment.

Tools include:

  • Brief statement of purpose - know why and when to use each tool
  • Instructions for use – a guide for effective use of each tool
  • Option to customize – customize tools for your own needs and to help you perform tasks

Getting Started

The toolkit has three experience levels. Read through all the tools to understand how you should be planning your future actions to establish an enabling IT platform with interoperable EHR and effective HIE—and to know what your competition may be striving for.

Understand and determine your social service agency’s current level of experience with HIT and e-health projects. Develop an organizational strategy for advancing e-health based on using all of the tools for your agency’s experience level. Complete lower levels before proceeding to the next higher level. Construct your own timeline based on the applications, technology, and operational activities being undertaken. Each tool indicates how long it takes to implement.

Experience Level

easy - level 1 Level 1: For all organizations.
intermediate - level 2 Level 2: For organizations with more resources.
difficult - level 3 Level 3: For organizations interested in advanced topics.

Overview

The Overview section introduces you to the structure and navigation of the social service agency toolkit and the documents within the toolkit. The tools within the social services agency toolkit are applicable to either a new HIT implementation or HIT replacement/upgrade effort.

View/Hide the Overview tools

 

# Tool Use Purpose Experience Level
1 Toolkit Overview of EHR and HIE Tools for Social Services This is an inventory of all the tools. (4-page Word doc) Inform 1easy - level 11
2 Overview of e-Health Provides an overview of e-health. (5-page Word doc) Inform 1easy - level 11
3 State Mandates for e-Health Identifies activities undertaken by states (with a focus on the state of MN) to promote e-health activities. (4-page Word doc) Inform 1easy - level 11
4 Issues and Concerns Associated with e-Health Reviews concerns about e-health. (5-page Word doc) Inform 1easy - level 11
5 e-Health Glossary A link to The Minnesota e-Health Glossary to help clarify terms or abbreviations. (1-page Word doc) Inform 1easy - level 11

1. Assess

The Assess section provides tools to kick off the e-health planning process. The tools in this section include surveys, inventories, and assessments of your staff's current attitudes toward information technology, computer skills, and technical infrastructure. Use these tools to assess your organization's readiness for an e-health project.

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# Tool Use Purpose Experience Level
1 HIE Projects Describes the state of Minnesota’s objectives for the Minnesota Health Information Exchange. (28-minute webinar) transcript (7-page PDF) Inform 3difficult - level 33
2 Readiness Assessment for e-Health Adoption in Social Services Assess organization's readiness for e-health initiatives. (3-page Word doc) Action 1easy - level 11
3 Interoperability for EHR and HIE Defines standards for interoperability. (4-page Word doc) Action 1easy - level 11
4 EHR Technology Readiness Inventory Identify and document existing EHR hardware in order to assess and budget required hardware. (6-page Word doc) Action 1easy - level 11
5 Sample Authorization for Release of Information This tool provides an example patient information release form. (1-page Word doc) Action 2intermediate - level 22
6 Financial Assessment, Financing Resources, and Acquisition Models Describes various sources of funds that may be available for e-health initiative. (7-page Word doc) Action 1easy - level 11
7 EHR and HIE Beliefs Assessment Understand your organization's readiness to adopt HIT. (5-page Word doc) Action 1easy - level 11
8 Readiness Assessment for e-Health Adoption in Social Services Identify skills needed to plan for HIT. (3-page Word doc) Action 1easy - level 11
9 HIE Technology Readiness Inventory Describes HIE technology and assesses organization's readiness to participate in HIE. (4-page Word doc) Action 1easy - level 11

2. Plan

The Plan section tools provide a basis for planning a successful e-health project. Many HIT vendors do not support planning, instead relying on the organization for the majority of planning. Investing the time and resources up front will mean spending less time and resources during implementation—and will reap greater value.

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# Tool Use Purpose Experience Level
1 Planning for HIE and e-Health This tool provides an overview of key elements to help plan for HIE or other e-health initiatives. (6-page Word doc) Inform 1easy - level 11
2 Effective Project Management Describes the principles of project planning. (59-minute webinar) transcript (12-page Word doc) Inform 2intermediate - level 22
3 Workflow and Process Analysis and Redesign for HIE and Other HIT Highlights workflow and process improvement elements for consideration during implementation. (8-page Word doc) Action 2intermediate - level 22
4 Workflow Redesign and EHRs Describes how to use various techniques and tools to document process workflows. (42-minute webinar) transcript (9-page Word doc) Inform 2intermediate - level 22
5 Requirements Analysis and Prioritization for HIE and HIT Define the HIT requirements specific to your organization. (4-page Word doc) Action 1easy - level 11
6 Exchange of Clinical Summaries via CCR, CCD, C-CDA Defines how clinical data may be shared with providers and clients. (3-page Word doc) Action 2intermediate - level 22
7 Total Cost of Ownership and Return on Investment for HIE and e-Health Documents cost components for an e-health initiative. (2-worksheet Excel spreadsheet) Action 2intermediate - level 22

3. Select

The Select section provides the foundation for a solid HIT selection process by helping you understand the marketplace and conduct all aspects of vendor selection and contracting. The extent to which you need to review the marketplace depends on your overall IT strategy. If you are part of a corporate structure, the selection process may be performed for you. However, the assessment, planning, implementation, maintain, and optimize tools still will be important for you to use.

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# Tool Use Purpose Experience Level
1 Overview of HIE and HIT Vendor Selection Describes the steps to take and provides tools to use in acquiring e-health services and applications. (8-page Word doc) Action 1easy - level 11
2 Vendor Selection Code of Conduct Review your code of conduct or adopt one. (2-page Word doc) Action 1easy - level 11
3 Vendor Issues - How to Partner Identifies ways to work effectively with vendors. (59-minute webinar) transcript (14-page Word doc) Inform 2intermediate - level 22
4 Participation Data Sharing Agreements Identifies data sharing agreements that you may need to execute. (2-page Word doc) Inform 2intermediate - level 22

4. Implement

The Implement section builds upon the previous tools to help you address the specific application, technology, and operational elements that have been acquired and will now be implemented. These tools help with the tactical issues to be addressed in any implementation, including sample project plans, issues logs, training plans, and testing plans.

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# Tool Use Purpose Experience Level
1 Implementing Systems Overview Defines project planning requirements for an HIT implementation. (6-page Word doc) Inform 1easy - level 11
2 HIE Using Direct or CONNECT Describes the Direct protocol and how to get started using it. (4-page Word doc) Inform 2intermediate - level 22

5. Maintain

The Maintain section provides tools for ensuring that your e-health investment is meeting the goals established at the beginning of the project. Regular maintenance activities will ensure that your organization is getting the most return from its investment in e-health. The tools in this section highlight maintenance activities that should be incorporated into your operational activities.

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# Tool Use Purpose Experience Level
1 Ongoing System Maintenance, Administration, and Data Quality Management This tool provides guidance on system maintenance, system administration, and data quality management. (5-page Word doc) Inform 1easy - level 11
2 Ongoing HIE Communications Describes how to communicate with your HIO and partners. (4-page Word doc) Action 1easy - level 11
3 Monitoring SMART Goal Achievement to Assure Value From EHR and HIE This tool provides guidance to ensure that goals of the HIT initiatives are being met. (5-page Word doc) Action 1easy - level 11

6. Optimize

The Optimize section focuses on gaining optimal value from specific functionality within EHR and HIE. Fine tune skills and explore ways to improve the use of the EHR and HIE. The Optimize tools provide tips from users who have already made the journey—and recognize that the journey is ongoing.

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# Tool Use Purpose Experience Level
1 Optimization Strategies for Quality Improvement Describes how quality improvement can be improved through HIT. (4-page Word doc) Inform 2intermediate - level 22
2 Privacy and Security Risk Assessment Assess needs related to compliance with HIPAA Security Rules and data breach notification laws in Minnesota. (4-page Word doc) Inform 2intermediate - level 22

Feedback Welcome

In an effort to improve the quality of the toolkit, we are seeking your feedback. Toolkit documents that are under revision are marked as “Working Draft” while we update the documents. Please send your feedback for improvements to the toolkits to HITtoolkits@stratishealth.org.