1 EHR Technology Readiness Inventory

Section 1.7 Assess EHR Technology Readiness Inventory

Use the electronic health record (EHR) technology readiness inventory to identify and document all of your organization’s existing hardware, networking, software, and standards.

Time needed: 8 - 24 hours, depending on organization size Suggested prior tools: NA

How to Use 1. Complete the column marked “Existing System Architecture,” copying pages as needed for additional servers or devices. Supplement the tool with network diagrams, specifications, or policies as applicable. 2. Request information about “Optimal System Requirements” in your request for proposal (RFP). If you are not using an RFP, interview the vendor to determine optimal system requirements. Vendors may only quote minimal system requirements to show low costs, but this strategy can backfire when it proves inadequate—if the system is too slow, has insufficient storage, or replacements are needed because of poor user interface. It is generally advisable to buy optimal or near optimal components up front to avoid substantial costs soon after initial investment.

IT System Components Existing System Architecture Optimal System Requirements Description # Description # Server – Application hosted Make/model Operating system (version) CPU type & speed (GHz) RAM size (GB) Hard disk size, type & configuration Storage type & capacity Install date Network requirements Location (if not located within your organization) Supported by (identify “existing staff” or name of vendor) Add rows or copy page to inventory all servers (e.g., file, database, fax, mail, proxy, Web, FTP, exchange) Input Devices Make/model (include desktops, notebooks/laptops, tablets, smart

Section 1 Assess—EHR Technology Readiness Inventory - 1 IT System Components Existing System Architecture Optimal System Requirements Description # Description # phones) Operating system CPU type & speed RAM size Hard disk size External drive(s) Monitor Ports available Navigational devices Peripherals (e.g., wireless card, speech recognition microphone) PC applications Location (e.g., agency base, field staff) Supported by (identify “existing staff” or name of vendor) Add rows or copy page to inventory all input devices Network - LAN/WAN Operating system Routers/Switches VPN (make/model, H/W, S/W, Security Standard [IPSec/SSL/TSL]) Internet Service Provider (ISP) Broadband capability (ISDN, cable, DSL, frame relay- provider, bandwidth & speed) Satellite Trunk Lines [e.g., T1, T3] Fiber optic cable Network – Wireless Access points Transmission standard (802.11?) Encryption type (WPA, WPA2, etc.) Network monitoring tools Firewalls

Section 1 Assess—EHR Technology Readiness Inventory - 2 IT System Components Existing System Architecture Optimal System Requirements Description # Description # Anti-virus (malware) Intrusion detection/prevention Vulnerability scanning Email content monitoring Internet usage monitoring/filtering Storage Device Media Capacity Performance Archive/back up Encryption Architecture Storage management Other Peripherals High speed printers Desktop printers Sheet feed document scanners Flat bed document scanners Card scanners Docking stations Battery chargers Uninterruptible power supply Shredders Cameras, Webcams Remote monitoring devices Data Center Furnishings Location of dedicated space for servers Racks Carts HVAC Fire detection/suppression

Section 1 Assess—EHR Technology Readiness Inventory - 3 IT System Components Existing System Architecture Optimal System Requirements Description # Description # Cable protection Power supply Desks, chairs, tables Projection equipment Other: Software – General Application provision –Microsoft Terminal Services, Citrix, other Database management system Report writers Storage management system Microsoft Office General Financial Payroll, Time & Attendance (T&A) Customer Relationship Management GPS/Staff Location Tracking Email – unsecured, unencrpyted Email encryption Other: Software – Health Information Client Billing Client Accounting Client Demographics Master Client Index Client Census Physician Database Health Plan Database Electronic Document Management System OASIS Data Collection & Transmission e-485 Other Financial/Administrative:

Section 1 Assess—EHR Technology Readiness Inventory - 4 IT System Components Existing System Architecture Optimal System Requirements Description # Description # Charting Orders & Plan of Care Medication Management Alerts Reporting Interfaces (Specify Technical Standard; e.g., HL7, X12, NCPDP. Specify Terminology Standard; e.g., ICD-9-CM, SNOMED, LOINC, Omaha, RxNorm) Payroll/T&A and Location Tracking Billing and Client Demographics Referral tracking and Client Demographics Notes and OASIS Database Physician Database and e-485 Home monitoring devices and Notes Other: Security Controls Risk Analysis (Date last performed) Access controls Automatic logoff Encryption for data stored on any media and devices Authentication Passwork checking Audit logging Integrity controls Transmission controls Encryption for data during transmission Other: Copyright © 2014, Margret\A Consulting, LLC. Used with permission of author

Section 1 Assess—EHR Technology Readiness Inventory - 6