Pro-Active EHR Optimization Is A Necessity

Categorizing, Prioritizing, Integrating and Approving Effort

Most issues can be categorized into four areas:

1. Break/Fix

o Break/fix are issues with the software functionality that need to be fixed by either the IT analysts or vendor.

2. System Enhancement

o Enhancement issues pertain to desired functionality that is either not yet developed by the vendor or not yet implemented by the IT department.

3. Workflow

o Workflow issues arise when a process or procedure is inefficient.

4. Training

o Training issues occur when the system is functioning as designed but the end user is unaware of how to use it properly. Training may also be needed to teach advanced functionality.

After categorization, issues should be prioritized. The prioritization process should be carried out through the Program Management and Governance structure and is typically not simply an “IT” process. Understanding the issues and requests, prioritizing them against the organizational objectives and then including them in the ongoing capital and operating plans allows adequate focus, funding and validation for the work. This may be simple and quick–break/fix items, refresher training, etc. However, the focus may be more complex and cross multiple areas of the organization–new system functionality, upgrades, workflow redesign, etc. The latter often requires the organization to move back into “project mode” with a detailed timeline, project plan and in some cases, capital funding.

Optimization implementation and ongoing maintenance

Now that a structure is in place, resources are adequately funded and work is prioritized, the organization can move forward knowing that the EHR can be properly maintained, but also leveraged for its true functionality. There will be many moving parts that may involve system configuration, system upgrades, workflow redesign and end user training. Having a dedicated optimization team and project manager that interacts and coordinates with the key operational and clinical leaders is key to ensuring success, but also aides in optimizing an EHR solution that supports the organization’s objectives as well as the patient experience.

Optimum Healthcare IT provides optimization services that are customized to meet our client’s needs whether a full assessment and plan are needed or just hands on resources. An example of our streamlined methodology is shown below: