Digital Dictation Workflow & Clinical Documentation Library (CDL) Highlight Report as at 26/05/10 Accomplishments

Transcription

1 Digital Dictation Workflow & Clinical Documentation Library (CDL) Highlight Report as at 26/05/10 Clinical Documentation Library delivered Migration process of historic documents completed and migration of historic Foot and Ankle and Joint Reconstruction documents completed Outsourcing facility has been delivered and tested First Pilot in Paediatrics Unit has gone Live The electronic referral process is up and running ready for pilot Key Issues & Risks 1. There are issues with performance of the system continues confirmed by Pilot User 2. Training of the pilot units has highlighted the need to provide more PCs in theatres as some clinicians type up their own Operation Notes between operations 3. There are a number of design changes to improve the overall usability of the Clinical Documentation Library Interface (Phase 2) 4. The Pilot has highlighted some minor usability issues with the Digital Dictation workflow 1.The project team has defined required performance benchmarks with the supplier and the PCs are also being investigated 2.In the interim Computers On Wheels will be provided with the applications installed. Long term we need to consider providing more fixed computers in the limited space e.g. locked lap tops. 3.A technical expert will be seconded to work on these design changes and further enhance the Clinical Documentation Library 4.The project team are working with the supplier to ensure these are fixed Proceed with the next pilot go live Foot and Ankle Finalise development of e-learning training material. To be completed once all test issues have been resolved. Finalise Implementation plan for Trust wide deployment Our supplier is working on a number of post pilot issues to further enhance the usability of the Digital Dictation workflow system notably: 1. Auto population of clinician details in letter templates 2. The ability to transcribe memos or faxes 3. Batch printing capability Server Development and configuration 30/06/09 Agreeing templates for pilot units 19/06/09 Xanadutec end to end system implementation 13/08/09 CIMS end to end implementation 13/08/09 PHASE 1 Authorisation process 30/09/09 Auto population of Clinician details June 2010 Adding historic documents for the 3 pilot units Completion of testing (further additional fixes) Final software and hardware configuration 1/6/ /06/ /03/10 Deliver training (for 3 units) 31/03/10 Paediatric Unit Pilot Go Live (1 clinician) 19/04/2010 2nd Pilot Go Live (Foot and Ankle) 2/06/2010 Go live for remaining units July (Slipped) - Oct 2010 PHASE 2 Delivery of Scanning of referrals process Testing

2 Corporate Document Library Project as at 26/05/10 The pilot has been successful with positive feedback Training for Administration Users D Key Issues Integrate IM&T Policies 13/11/09 D Search facility D Go live IM&T Pilot 16/11/09 D Migration of HR Policies 26/02/10 D Announcement to Staff D Incorporate all policies into the Corporate Document Library. All work to be completed before the end of June Phase 2 Further development of the module to provide full workflow to support our requirement Review Pilot after staff feedback Migration of remaining 10 areas Review of Process and Set up Close Corporate\Policies on Network Drive Guidance for Directorate Policy Keepers Identification & Training for Policy Keepers PHASE 2 Completion of Workflow Development D 30/06/10 Slipped 4w June 2010 July 2010 July to August 2010 July to August 2010 To be planned

3 RNOH 1+1 Single Sign On & Context Management Highlight Report at 26/05/10 Remaining areas are as follows 1. Therapies Deferred to July Imaging (Stanmore and Bolsover Street) Deferred to June as there are a number of issues identified during testing of the RADCentre Single Sign on and Context Management functionality, which are being resolved by the supplier Additional enhancements to the system to address clinical risks and also usability issue for the clinicians to the system are still being addressed by the supplier. They will be rolled out trust wide in June 2010 Outstanding Issues Bridge Development Environment Established 18/05/09 Vergence Design Complete 22/05/09 Bridge Development Complete 24/07/09 Roll out Strategy/Planning Complete Testing Complete - Trust Acceptance of Functionality 14/08/09 19/10/09 () Pilot Phase 1 4/09/09 Bridgeworks Training 24/09/09 Pilot Phase 2 30/10/09 Push 1 2/11/09 Deployment of RNOH 1+1 (including RADCentre) to Imaging in both locations once all functionality issues have been resolved by the supplier. Push 2 13/11/09 Push 3 (Slope) 12/12/10 Push 4 (BTU &remaining Wards) 22/01/10 Push 5 (Bolsover Street & Outpatients Clinic Rooms) 5/02/10 Push 6 (Imaging in both locations) JUNE 2010 Push 7 (Therapies) JULY 2010 (Slipped)

4 Data Warehouse RNOH INSIGHT Status Update as at 26/05/10 PAS Data has been transferred into the Live Data warehouse following several months of detailed data validation. Focus is currently on checking the data entering the LIVE Data warehouse Insight Reporting Completed a design review of the reporting tool and have finalised the presentation and design standards for consistency purposes and greater ease of use and navigation. A pilot report incorporating the agreed design standards is in progress, and will be reviewed and signed off by the design review panel Activity/coding reports for the clinicians and PBR Clinical coding have been completed and are under review by the PBR Clinical coding work stream lead A Data Quality Dashboard has been created and currently under review by the Data Quality Working Group Key Issues & Risks 1. Issues with the data transfer process has resulted in missing Data in the Data warehouse. This has had a knock on impacted on the following deliverables: The transfer of RADCentre data into the Data warehouse (which was scheduled to be completed in April and has now been delayed to June) Publication of the PAS reliant Insight Reports from the LIVE Data warehouse Overall completion of the various Phase 1 work stream deliverables Data Warehouse Full sign off of PAS Data transfer into the LIVE Data warehouse following resolution of issues Progress Phase 2 of the project through follow up meetings with the relevant work stream lead PLC data Insight Reporting Roll out Insight (reports created thus far from Data warehouse) to clinicians (planned for mid June) Publication of PAS reliant Reports sourced from the Live Data warehouse 1. The root causes of the PAS data transfer process failure are being investigated and fixed. Phase 1 PAS DATA FEED Sign off of PAS Data Transfer LIVE 31/05/10 RADCENTRE DATA FEED Design re linking RADCentre data to PAS referral complete 12/03/10 Initial RADCentre Data Transfer complete 31/05/10 () Initial RADCentre Data Load validation complete 28/06/10 Net change process complete 31/05/10 Net change validation complete 09/06/10 SLPPED RADCentre Data Transfer LIVE 12/07/10 PHASE 1 BUSINES INTELLIGENCE REPORTS Insight Design Review completed 01/06/10 Roll out of Insight to Clinicians 11/06/10 Completion of Operational Workstream Reporting Solution Completion of PBR Clinical Coding Reporting Solution Completion of Clinician Workstream Reporting Solution Completion of Executive Information Workstream Solution Completion of Data Quality Workstream Reporting Solution Development of Phase1 reports and Business Intelligence Output 16/07/10 16/07/10 16/07/10 16/07/10 July 2010 July 2010

5 Orthotics Paper Lite Project as at 26/05/10 All workflow issues and testing issues resolved Pilot completed Business Continuity Plan and Service Manual commenced Set up of the Live environment completed Implementation Plan ready for Go Live Delivery of Completed Application (after testing fixes) Application Testing Sign Off Install Wireless and Network Points Interface Software D D D D Key Issues 1. Problem highlighted on transfer of demographic data relating to temporary numbers 2. Shortage of resources in the IM&T Programme Office 1.Delay the start of go live until 1 st June 2010 to ensure no issues with migration of demographic data 2.The implementation was delayed Test Interface Software Deliver training Pilot Go live D D D Go Live Jun w Post Implementation Issues and Support Jun 2010 onwards 8w Business Continuity Plan and Service Manual to be completed Full Implementation plan to be completed March 2010

6 PAS Discharge Summary Project as at 26/05/10 Drugs database has been supplied to Silverlink and this can be used to provide an initial update and ongoing changes Delays to go live caused by issues with the integration of NHS Mail being more complex than anticipated and lack of resources in the IM&T Programme Office Key Issues 1. Finalising Discharge Letter template to work within PAS 2. Embedding of process changes in areas and with personnel where Discharge Summaries are to be completed 3. NHS Mail integration is an issue 4. Integration with Clinical Document Library 1.Completed but needs review by assigned Junior Doctor 2.Meeting completed but workshop being arranged for end to end process 3.Requirements have been specified and development is required to integrate with NHS Mail 4.Further conversation required with Silverlink to put it to.pdf format Application and Process Testing D Training for Pilot Users July w Pilot Go Live July w Go live Aug w Continue to work with the PAS supplier to get the Drug Database uploaded with a process to update this regularly Completion of the discharge letter ready for final review Some standard phrases have been set but the end to end review may highlight further phrases Obtain integration with NHS Mail and Clinical Document Library Obtain clinical sign off to the process Establish training plan and deliver training Mary 2010

7 Electronic Requesting - Non Radiology - 26/05/10 Training in medical records and Sarcoma Unit has been completed and pilot study is now in the second week for image exchange requests. Two clinicians have been identified to take part in the TCI pilot and system demonstrated Issues Delay in decision on clinical codes Orthotics are implementing a new departmental system Lack of engagement from Occupational Therapy staff and lack of PCs for Physiotherapy and OT staff. Before pilot testing for TCI requesting can start need to have final list of theatre codes from coding department for the two clinicians. Pilot testing delayed for Orthotics required to allow them to bed down new departmental IT system Therapies pilot delayed until departmental restructuring is completed and required PC procurement is completed TCI pilot 7 th June 2010 Extend Sarcoma Pilot 14 th June 2010 Go Live in remaining clinical units Orthotics Pilot Physio and Occupational Therapy July 2010 onwards Early July TBC Complete Physiotherapy system configuration. Confirm clinical Orthotics, Physiotherapy and Occupational Therapy requesting Meeting with coding to discuss clinical codes required Extend the Sarcoma pilot to include a clinical team (spinal rehab) Training for clinicians and centralised booking staff for TCI pilot

8 Pharmacy System- 26/05/10 The purchasing of drugs has been moved away from UCL although there are some urgent requests still processed through UCL Test demographic load has been completed HL7 links have been set up on ics both in TEST and LIVE but awaits final testing Complete the build of the Suppliers and Drug database Complete the import of drugs on the shelf Mid June 2010 Mid June 2010 Complete Training End June 2010 Issues Drug list and contracts with suppliers was underestimated in amount of work required More effort was needed to ensure that the data provided a consistent and accurate descriptions Go Live July 2010 There is an issue with processing the HL7 message Investigations underway to resolve this issue but it is expected to be a minor problem Training is in progress and will continue Full testing to ensure system working as expected Stock taking of shelf drugs and input to the system

9 System has now been delivered Cost Mapping Structure Completed Costing side 80% Completed Linking Costing System to Junction Box completed Key Issues 1. Lack of patient data for Pathology 2. Data Quality when prostheses data is being entered by purchasing i.e. Mr Briggs, Briggs, Mr T Briggs, T Briggs Service Line Reporting as at 26/05/10 1. Trying to contact Barnet and Chase Farm 2. All consultants now have a job code which means when purchasing is ordering prostheses, rather use the name of the consultant, they now use a job code which is the same as their data warehouse code Complete Road Testing of costing Data Complete reference cost exercise Completion of feeder system integration SLR/PLICS full implementation date 18 th June th July th September st October 2010 Final Costing Data to be road tested with Director of Finance, Head of Finance, Clinicians and General Managers between 7 th June and 18 th June To go the Medical Committee at to meet clinicians to do a presentation about SLR, PLICs and SCCS including progress to date Reference Cost collection exercise due to start on 21th June Begin Process of integrating all the feeder systems with Costing System End of June to 30 September