EHR Implementation Roadmap

Practice Name: Date:

HealthInsight Facilitator: EHR Team Leader:

Physician Champion:

Milestone Checklist Practice Tasks To demonstrate measurable movement along the Tools and Services Stage Recommended for successful movement along the EHR Implementation Roadmap Provided by HealthInsight EHR Implementation Roadmap (Indicate the date when each milestone is completed) . Complete HIT readiness assessment . Outlook Associates guide . Assess current workflow (identify pain points) Date Milestone . Key EHR articles . Begin or continue regular staff meetings (at least monthly) . List of success factors

T . Assign physician champion HIT readiness assessment/enrollment form completed . Barriers and solutions N

E . Organize an EHR selection/implementation team Readiness/next steps reviewed worksheet M . Assign an individual (EHR team leader) or team to lead . EHR in Trenches videos S Physician champion assigned S practice changes E

S . Commit to: Team leader assigned for practice changes . Complete onsite assessment S o Full provider engagement to enter data . Facilitate staff discussions A Current workflow processes assessed o Workflow changes necessary to maximize results . Conduct workflow analysis Give signed participation agreement to HI liaison . Read Outlook Associates guide, chapters 1-7 . View EHR in Trenches videos Proposed implementation target date . List clinic goals and priorities (include functions and specific . Sample implementation plans provider needs) Date Milestone and timelines . Translate identified EHR goals into available EHR system . Key features list functions and features Clinic has identified goals, priorities and any staff concerns . Example goals

G . Identify staff at lower levels of readiness, address their EHR goals and associated system functions are listed . Sample RFI/RFPs N

I concerns . ROI spreadsheet tool

N Business plan developed, includes such items as: . Develop a timeline and project plan . Financing options N

A . Gain support from team members and staff, prepare staff - Target implementation schedule/timeline L

P for changes - Estimates of EHR budget and ROI . Peer interaction with Optional: successful clinics . Write RFI/RFPs - Measurable EHR goals . Facilitate staff meetings . Complete a cost/benefit analysis and ROI for an EHR system

. Schedule structured demonstrations . Vendor selection tools and . Evaluate vendors and create short list of 2–3 vendors Date Milestone rating references . Review EHR systems by: . Sample case scenarios o Run vendors through a clinic-specific case scenario Negotiate contracts and financing . Contracting tips N

O o Going on at least one site visit EHR vendor selected I T o Obtaining at least three vendor references Hardware vendor selected . Assistant with individual C

E . Identify/ select vendor for hardware, office wiring, and vendor demonstrations

L Vendor selected for office wiring and cabling needs that

E necessary network support for all services and products not

S are not included in EHR package included in EHR . Negotiate contracts including all aspects of implementation, training, and technical support . Continue workflow assessment and changes . Draft EHR system implementation plan and timetable . Sample data testing . Assign data manager/administrator Date Milestone documentation . Assure data conversion and testing completed . Sample chart data N Implementation plan completed

O . Create data recovery and security plans conversion templates I

T . Assure interfaces completed and tested for: Contracts completed and signed . Individual assistance A

T o Practice Management System . Follow-up on your progress

N Data manager assigned . Identify additional workflow E o Laboratory

M o Other (Equipment, Radiology, Referrals) Data conversion and testing completed adaptations E

L . Determine a “go-live” date Interfaces tested and working properly P

M . Train staff I “Go-live” completed and celebrated . Celebrate success and address problems Vendor will be the primary driver of this stage, so they should be thoroughly engaged in all aspects of implementation. . Conduct post go-live reviews of implementation . Guidelines for reporting . Conduct additional staff training as needed Date Milestone quality indicators

N . Evaluate EHR system goals met to date

O Post go-live reviews for EHR goals, implementation and I . Verify vendor has provided technical infrastructure to . Assistance trouble shooting T capture clinical measures for quality reporting additional staff training completed reports A

U . Run sample population based quality reports Schedule additional staff training L

A . Work directly with your clinic liaison to track your progress

V Data capture verification completed with vendor E Population based quality report generated Assess full use of EHR system and address lags . Commit to continuous review of clinical and administrative . Best practice solutions to processes improve performance data . Systematically increase the number of EMR functions used Date Milestone T

N by providers and staff. Reanalyze clinical and administrative processes . New workflow analysis E . Identify and target additional care management and process M

E improvement opportunities Functions used increases monthly V . Use EHR to optimize practice of evidence-based medicine O Review performance reports R . Participate in user groups P

M . Continue creating quality reports

I Identify quality improvement opportunities Redesign work processes to use EHR clinical decision support tools with each patient encounter

HealthInsight prepared this material under a contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human Services (DHHS). The Page 2 of 2 contents presented do not necessarily reflect CMS policy. PUB# 8SOW-OM-TN-12