Downloadable Index and Table of Contents

Toolkit Introduction Downloadable Toolkit Index and Table of Contents for Your Practice Office

Index and Table of Contents for Chiropractic Offices

STEP 1: Access your Practice Readiness. The first step in EHR implementation is to conduct an assessment of your current practice and its goals, needs, and financial and technical readiness. With an accurate view of your level of preparedness, your practice can design an implementation plan that meets the specific needs of your practice. These are the HIT toolkit documents and templates which will help you through Step 1 of this process.

EHR User Track Track 1 – Track 2 Track 3 Track 4 – Tool Description Core Do – Large – Upgra Adv EHR HIT Toolkit Item (Check Toolkit Menu File cuments or Adv de or R User or Toolkit (Document Name) Section for Complete Format & Small Practice eselect MU Section Descriptions) Office Office Incentives

Using the Toolkit Intro Step-by-Step Guid Narrated overview & gui PPT X X X X Materials e to Using Toolkit de to using HIT Toolkit f & Where to Begin or any size office Toolkit Index & Ta Table of contents for usi Word D X X X X ble of Contents for ng the right tools within oc Chiropractic Office HIT Toolkit appropriate f s or your office size & EHR needs Downloadable Download XLS X X X X Toolkit Index and recommended Toolkit Table of Contents EHR User Track for your for Your Practice EHR user needs Office How to Use Toolkit Summary geared for Word D Opt. X Opt. Opt. users completing entire oc toolkit process Getting Started - Assessment & Readiness Section 1.1 The Business Case Narrated presentation hi PPT X X X X 1. for EHR and How ghlighting benefits of usi Assess Meaningful Use Fi ng EHR and EHR Meanin ts Into Equation gful Use Program & Ince (20 minutes) ntives 1.1 Understanding Complete background to PDF Opt. Opt. Opt. Opt. EHR Incentives final rule and financial Final Rule for incentives for EPs Eligible Providers presented by Dr. Paul Kleeberg, May 2011 1.1 HIT Project Govern HIT Project Governance Word X ance structure, organization s Doc tructure and roles 1.1 Visioning & Strate 3 different file formats Word D Opt. gic Planning for reviewing the conce oc 1.1 Visioning & Strate ptual elements & compo PPT gic Planning nents of EHR. Although

Toolkit Index and Table of Contents - 1 1.1 Visioning & Strate geared toward larger EH Webinar gic Planning R/EMR client server syst ems, covers HIT related t erms 1.1 Overcoming Barrie Overcoming barriers to Word D X X X rs adopting EHR oc 1.1 Myths & Realities Addressing the myths & Word D X X realities of EHR oc 1.1 Implementing Syst Summary & introduction Word D X X X ems Overview to the various stages of oc EHR implementation 1.1 Communication Pl Communications plan & Word D Opt. X X an (Overview) Template for staff and p oc atients before, during & after adoption 1.1 Communicating wi Planning message Word D X X X th Patients about E strategy for oc HR communicating with patients about EHR 1.1 Organizational Rea Useful templates for doi Word X X X diness Assessment ng self-assessment or su Doc rvey of office, staff readi ness for EHR and attitud es toward adoption 1.1 HIT Attitudes Asse Survey & checklist for Word D X X X ssment assessing staff readiness oc and attitudes about EHR/HIT 1.1 Financial Assessme Useful template and sel Word D X X X nt f-assessment for evaluat oc ing key factors of financi al readiness for adopting an EHR 1.1 Financing Resourc Information to different Word D X X X es types of finance purchas oc ing options & resources, including evaluation che cklist 1.1 IT Staffing Invento Checklist & template for Word D X ry office use with on-site IT oc staff resources 1.1 IT System Inventor Checklist & template for Word D X X X y identifying/documenting oc existing or needed IT har dware 1.1 Application Interfa Advanced template & an XLS Opt. X X ce Inventory alysis of existing applicat ions & interfaces 1.1 HIT Security Risk A Advanced template and XLS Opt. X X X nalysis considerations in Securit y Risk Analysis 1.1 Contingency Plan Checklist & template for Word D Opt. X X X Assessment Contingency Planning an oc d Disaster Recovery 1.1 Computer Skills Su Survey template & chec Word D Opt. X X rvey klist to determine staff c oc omputer skills

STEP 2: Plan Your Approach. Planning draws on the information gathered during the assessment phase, to outline the practice’s EHR implementation plan.

Toolkit Index and Table of Contents - 2 EHR User Track Track 1 – Track 2 Track 3 Track 4 – Core Do – Large – Upgra Adv EHR HIT Toolkit Item Tool Description File cuments or Adv de or R User or Toolkit (Document (Check Toolkit Menu Section Format or Small Practice eselect MU Section Name) for Complete Description) Office Office Incentives

Planning Your Approach Sectio 1.2 HIT Steering Co Resource and roles for Word D Opt. X X n 1. mmittee starting HIT Steering Teams or oc Plan Committees 1.2 HIT Project Doc Sample meeting agendas, mi Word D Opt. umentation nutes and templates oc 1.2 Clinical IT Lead Description of leadership roles Word D X Opt. ership for HIT or informatics oc 1.2 Project Manag Useful overview & resource m Word D X Opt. ement aterial for larger offices (with oc staff) on Project Management description, roles, & process 1.2 Project Manag Project manager job Word D X Opt. er Job Descripti description oc on 1.2 HIT Goal Settin Guidance & template for plan Word D X X X g ning and goal setting consider oc ations 1.2 SMART Goal Pl Overview of SMART Goal Syst Webinar X X X anning em: Specific, Measurable, Ac (45 minutes) hievable, Realistic & Timely 1.2 Change Manag Informational resource & assis Word D X X X ement tance on change management oc 1.2 Key Clinical Pro Templates and guidance for d Word D X X X cess ocumenting key clinical proce oc (High-level) ss & functions 1.2 Workflow and Word D Process Redesi oc 3 different file formats gn reviewing the conceptual ele 1.2 Workflow and PPT ments & components of workf Process Redesi Opt. X Opt. Opt. low process mapping & redesi gn gn. Note: Advanced activity t 1.2 Workflow and Webinar ools & resource materials Process Redesi gn 1.2 Chart Conversi Templates, guidance & consid Word D X X X on Planning erations for managing paper c oc hart conversions 1.2 Business Case: Advanced template & worksh XLS X X X Total Cost of O eet to assist in readiness calcu wnership and R lations for analyzing costs of t eturn on Invest echnology + benefit of acquiri ment ng technology

STEP 3: Select or Upgrade to a Certified EHR. There are a number of steps involved in choosing the right EHR system for your practice. Eligible health care professionals and hospitals must use certified EHR technology in order to achieve meaningful use incentive payments. Looking to choose the right system for your practice or Incentive Program eligibility? Start here.

EHR User Track

Toolkit Index and Table of Contents - 3 Track 1 – Track 2 Track 3 Track 4 – Core Do – Large – Upgra Adv EHR U HIT Toolkit Item Tool Description File cuments or Adv de or R ser or MU Toolkit (Document (Check Toolkit Menu Section Format or Small Practice eselect Incentives Section Name) for Complete Descriptions) Office Office

Overview Documents (before you select) Sectio 1.3 HIT Code of Con Informational resource to revie Word Opt. X X n 1. duct w prior to engaging EHR vendo Doc Select rs 1.3 Vendor Selectio Temporary high-level overview Word X X X n and Understa document. ***Watch for futur Doc nding the Mark e updates & notifications etplace 1.3 Vendor Selectio This web link is temporarily no PPT n and Understa t available***Watch for future nding the Mark updates & notifications etplace Remaining items in Section 1.3 are designed to assist with the preparation and facilitation of a Request for Proposa l (RFP) process. Not all Tracks require a formal RFP process (although RFP recommended when appropriate, reviewing tools will assist with establishing unique practice criteria & needs) 1.3 Requirements A Temporary high-level overview Word X X X nalysis: document. Note: Functional r Doc Begin with an A equirements on page 2 ***Wa nalysis of your P tch for future updates & notifi ractice cations

1.3 Request for Pro General RFP template includin Word X X X posal: g (a) high-level functional requ Doc Preparing an RF irements of certified EHR and P (b) questions & operational co nsiderations 1.3 Key Differentiat General template examples an Word X X X ors d guidance to preparing key dif Doc Defining Key Cri ferentiators teria 1.3 RFP Analysis Guide for sending out RFP & a Word X X X nalyzing results Doc 1.3 PMS Functionali Information & template differe Word X X X ty ntiating EHR and PMS function Doc Differentiating ality. Functional template spe PMS and EHR cific to PMS as needed 1.3 Input Device Pla Planning for hardware and inp Word X X X nning ut device capabilities when ma Doc Hardware/Input king recommendation or selec Requirements ting EHR 1.3 CCHIT- Certificat Link to check latest informatio Link X X X ion Commission n and ONC-ATCB certified prod for Health Infor ucts mation Technol ogy Selecting a Vendor: Tools to help in selection process for your Vendor of Choice 1.3 Vendor of Choic Guidance & checklist for overa Word X X X e ll acquisition (Selection) Proces Doc s 1.3 Due Diligence: Template & checklist to arrang Word X X X Demonstration e product demonstrations Doc Plan 1.3 Due Diligence: Template & checklist to arrang Word Opt. X Opt. Site Visit Plan e site visit plan Doc

Toolkit Index and Table of Contents - 4 1.3 Due Diligence: Template & checklist to Word X X X Reference conduct reference checks Doc Check Plan 1.3 Contract Checkli EHR vendor pre- and post-neg Word X X X st otiating tasks & tips you shoul Doc d be aware of when negotiating vendor agreements or contracts

STEP 4: Conduct Training and Implement an EHR System. EHR implementation involves the install of the EHR system and associated activities, such as training, go-live and pilot testing.

EHR User Track Track 1 – Track 2 Track 3 Track 4 – Tool Description Core Do – Large – Upgra Adv EHR U HIT Toolkit Item (Check Toolkit Menu File cuments or Adv de or R ser or MU Toolkit (Document Section for Complete Format or Small Practice eselect Incentives Section Name) Descriptions) Office Office

Project Planning & Workflow Section 2.1 Project Planni Overview of basic elements Word D Opt. Opt. Opt. 2. ng of Project Planning using Mi oc Implement crosoft word. 2.1 Project Plan Project Plan Template XLS Opt. Opt. Opt. 2.1 Issues Manag Guidance & Template for m Word D X X X ement anaging issues before, durin oc g & after implementation 2.1 Workflow an Resource for addressing wor Word D X X X X d Process Imp kflow & process changes du oc rovement ring implementation 2.1 Policy and Pr Checklist & Template identif Word D Opt. X Opt. Opt. ocedure Chec ying Policy or Procedures w oc klist hich may need review or up dates All EHR System vendors will provide some level of implementation guidelines and checklists for use during Impl ementation Phase. Remaining tools in Section 2.1 can be used as reference or supplemental (gap) resources to assist with additional materials or Templates you may need. 2.1 Forms and Re Use this tool to determine w XLS Opt. Opt. Opt. Opt. ports Analysis hat data you collect – and b y whom – to identify reports you generate 2.1 System Build 3 different file formats Word D doc reviewing tool to help with oc 2.1 System Build understanding tasks perfor PPT ppt med during a system build; Opt. X Opt. 2.1 System Build geared toward larger EHR sy Webinar Webinar stems or Client-Server base d solutions 2.1 Space Plannin Planning for space or physic Word D Opt. X Opt. g al layout considerations; incl oc uding equipment, security & practice flow 2.1 Change Contr Overview of Change Control Word D X X X ol management process; geare oc d toward larger staff or mult i-site offices 2.1 Security Risk High-level overview includin Word D X X X X Analysis and g links oc HITECH Requi

Toolkit Index and Table of Contents - 5 rements 2.1 Workflow Bre High-level overview of Breac Word D X X X X ach Notificati h Notification workflow oc on in HIPAA C overed Entitie s 2.1 Vocabulary Data related definitions (e.g. Word D X X X unstructured data, discrete oc data) 2.1 Incorporating Resource and Template to h Word Opt. X Opt. Opt. Clinical Practi elp incorporate needed or r Doc ce Guidelines equired clinical practice gui delines into EHR system fun ctionality 2.1 Incorporating Resource & Checklist of con Word D Opt. X X X Clinical Decisi siderations, factors and use oc on Support of CDS alert notifications in your practice 2.1 Training Plan Checklist & Template for ad Word D X Opt. Opt. ditional training considerati oc ons in larger office or staff e nvironments 2.1 Testing Plan Checklist & Template of EHR Word D X Opt. Opt. tests typically performed oc 2.1 Rollout and T Checklist & Template for lar Word D X X urnover Strat ger or multi-site offices to c oc egies onsider Implementation or Go-Live strategies (e.g., Pha sed or all-at-once) 2.1 Go-Live Chec Checklist for Go-Live plannin Word D X X X klist g oc

Toolkit Index and Table of Contents - 6 STEP 5: Achieve Meaningful Use. The final phase of EHR implementation is effectively utilizing your EHR system in a meaningful way, improve quality of care and optimize your practice. For Eligible Professionals participating in EHR Incentive Program this includes successfully attesting and demonstrating meaningful use of EHR, and reassessing what you have learned from training and everyday use of the system.

EHR User Track Track 1 – Track 2 Track 3 Track 4 – Tool Description Core Do – Large – Upgra Adv EHR U HIT Toolkit Item (Check Toolkit Menu File cuments or Adv de or R ser or MU Toolkit (Document Section for Complete Format or Small Practic eselect Incentives Section Name) Descriptions) Office e Office

The majority of EHR vendors provide system tools including assessment wizards, dashboards or other reporting features to capture and monitor Meaningful Use, Quality Measures and other key clinical data/reporting requir ements. Section 2.2 provides additional resources to assist with EHR Incentive Program and Meaningful Use Att estation process. Section 2.2 Introduction to Comprehensive easy-to-n PDF X X X X 2. Medicare EHR In avigate Beginner’s Guide t Achieving centive Program o EHR Incentive Program, MU for Eligible Provi published by CMS ders 2.2 Quick Guide to t Overview, guide and links PDF X X X X he Clinical Quali to understanding Clinical ty Measures Quality Measures (CQM), published by CMS 2.2 Chiropractic MU Eligible Provider Meaningf XLS X X X X and CQM Requir ul Use Checklist & Excepti ements & Excep ons for Chiropractors tions **Watch for Updates** 2.2 Pre-Attestation Meaningful Use Pre-Attest Word D X X X X Review ation Review & Checklist f oc or EP’s 2.2 Attestation Audi Checklist of recommende Word D X X X X t Tracking Tool d documents to retain for oc MU Audit Section 2.3 provides supplemental resources which may be needed or to assist in achieving meaningful use or s upport effective utilization of EHR system Section 2.3 Continuity of C Understanding CCD/CCR Word D Opt. Opt. Opt. Opt. 2. are Document (Continuity of Care Docum oc Effective ents or Records) Use and S Use tructure 2.3 Optimization Resource & Checklist for Word D Opt. X X Opt. Strategies for P making cultural shift from oc oint of Care Ch paper to electronic chartin arting g 2.3 Optimization St Resource, Checklist & Tem Word D X X X Opt. rategies for CD plate for integrating effect oc S (Clinical Decis ive CDS support in your pr ion Support) actice 2.3 Optimization St Advanced Resource & Tem Word D Opt. Opt. Opt. rategies for Reg plate document understan oc istries ding & optimizing registrie s and registry functionality 2.3 Utilizing EDMS Checklist and consideratio Word D As Needed As Neede As Need Opt. and Hybrid Rec ns implementing Electroni oc d ed ord Risk Manag c Document Management ement Systems (EDMS) into EHR s ystems 2.3 HIT Upgrades Upgrade management ove Word D Opt. X Opt. Opt.

Section 1.1 Adopt – Assess – Toolkit Index and Table of Contents - 7 rview & definitions; appro oc priate mainly to larger, clie nt-server, or non-hosted s ystems 2.3 Quality Measur Guidance, Links & Templat Word D X X X X ement, Reporti es for PQRS (Physician Qua oc ng and Improve lity Reporting System) ment Resources in Toolkit Section 3.1 and 3.2 address elements of Health Information Exchange (HIE) and Interopera bility Section 3.1 HIE Readiness Resource for Understandi Word X X X X 3. ng HIE, and Assessing your Doc Inter- Readiness. Published by operate MN Dept of Health but incl usive of applicable terms & links 3.1 HIE Data Excha HIE Data Exchange Worksh Word D X X X X nge Priorities eet oc 3.1 HIE Technology Introduction to technology Word Opt. X Opt. Opt. used in HIE Doc 3.1 HIE Goals and Information on various he Word Opt. X Opt. Opt. Governance alth information organizati Doc ons 3.1 HIE Interoperab Health Information Exchan PPT Opt. X Opt. Opt. ility ge Guidance for Minnesot a’s Health and Healthcare Providers – MDH 3.1 HIE Data Data stewardship & fair he Word Opt. X Opt. Opt. Stewardship alth information practices Doc 3.1 Personal Health Overview of PHR Technolo Word D Opt. Opt. Opt. Opt. Record Technol gy oc ogy 3.1 HIE Policy and Temporary high-level over Word D X X X X Procedure for P view document. ***Watc oc HR h for future updates & not ifications

Section 1.1 Adopt – Assess – Toolkit Index and Table of Contents - 8 STEP 6: Continue Quality Improvement. This final phase refers to reassessing what you have learned from everyday use of the system and emphasizes continuous evaluation of your practices goals and needs post-EHR implementation and driving continual improvement toward improved quality-of-care.

EHR User Track Track 1 – Track 2 – Track 3 – Track 4 – Tool Description Core Do Large or Upgrade Adv EHR HIT Toolkit Item (Check Toolkit Menu File cuments Adv Prac or Resel User or Toolkit (Document Section for Complete Format & Small tice Offic ect Incentives Section Name) Descriptions) Office e

Former Section 2.3 documents provides resources to assist with tracking your unique practice goals; including ope rational efficiencies, staff-user and patient-user satisfaction for sustainable, effective use of your EHR system in yo ur practice. Additional materials & guidance will be continually added to this section. Section 4.1 Monitoring Goa Template to help measure Word D Opt. X X Opt. 4. l Achievement how/if EHR activities & ad oc Continue option goals are being achi Quality eved 4.1 HIT Adoption Template & Worksheet to Doc Opt. X Opt. Opt. Milestone measure HIT Adoption Results activities & achievement 4.1 Benefits Realiza Template & Worksheet to XLS Opt. X X Opt. tion calculate non-monetary be nefits of HIT, operational & process improvement 4.1 Intervention Str Guidance & Workflow diag Word D Opt. X X Opt. ategies ram to diagnosing problem oc s in achieving effectiveness or efficiency from EHR syst em 4.1 HIT User Satisfa Sample EHR User Survey Word D X X X ction oc 4.1 HIT Patient Sati Patient Satisfaction Templ Word D X X X X sfaction ate & Survey for analysis b oc efore and after adoption 4.1 Routine System Guidance & Checklist for o Word D X X X Opt. Maintenance C ngoing IS (information syst oc hecklist em) maintenance

Additional notes and recommendations:  Refer to Support section on Toolkit Menu for support and contact information for assistance with these tools.  Continual program updates, modifications to resources and resource documents are part of ongoing process for quality improvement practices and Toolkit value. We highly recommend chiropractic offices sign up to Receive Toolkit Updates (also under Support section), bookmark Toolkit Main Page or check back frequently for most current documents and latest information.

Adapted from Stratis Health’s Doctor’s Office Quality – Information Technology Toolkit, © 2005, developed by Margret\A Consulting, LLC. and produced under contract with the Centers for Medicare & Medicaid Services (CMS), an agency of the U.S. Department of Health and Human Services.

For support using the toolkit Stratis Health  Health Information Technology Services 952-854-3306  [email protected] www.stratishealth.org

Section 1.1 Adopt – Assess – Toolkit Index and Table of Contents - 10