Using the Stratis Health Toolkit for Social Services

Transcription

1 Using the Stratis Health Toolkit for Social Services Phil Deering Social Services Presentation January 29, 2014

2 Thoughts About Social Services and E-Health in Minnesota Presenter: Annette Sandler Aging and Disabilities Services Director Jewish Family and Children s Services of Minneapolis In this video, recorded in January, 2014, Ms. Sandler discusses the MN e-health mandates as well as the challenges and opportunities that await local public health providers and their clients in the era of e-health.

3 Using the Stratis Health Toolkit to Implement E-Health Presenter: James Dungan-Seaver, IT Manager, Hamm Clinic, St. Paul, MN In this video, recorded in January, 2014, Mr Dungan-Seaver discusses the challenges and rewards the Hamm Clinic encountered when implementing and EHR. He explains how he used the Stratis Health Toolkit and ends with some suggestions for others who are on the e-health journey.

4 Using the Toolkit

5 Why a Toolkit? We heard from Annette Sandler that your profession faces a number of challenges associated with using interoperable electronic health records. Tools in the kit address many of those challenges. Tools teach you how to fish. They don t fish for you. 5

6 Toolkits Begin with Overview Tools Each Toolkit has an Overview Tools section, which: Explains the entire toolkit Provides an explanation of the MN Mandate for interoperable records Defines terms in a glossary 6

7 Kit is Based on a Methodology Methodology: A product software implementation method is a blueprint to get users and/or organizations running with a specific software product. 1 This methodology has been used for many years and has proven effective in many settings. 1 od 7

8 Methodology: 3 Sections 6 Steps Adopt Assess Plan Select Use Implement Maintain Optimize Optimize Toolkit has tools for each of these steps 8

9 Emphasis is on Adopt Tools Number of Tools in Each Section 10 tools 23 tools 33 (50% of all tools just to get started!) Adopt tools Use tools Optimize tools 9

10 Productivity Why Go Slow to Go Fast? Implement HIT Implemented and Supported Little or No HIT Choices, planning, and execution determine extent of slide Leadership and management determine how long you re in the valley of despair. Valley of Despair Time Possible Future Good choices and management determine level of productivity and satisfaction Slide from Terry Hill of NRHRC, derived from Dr. Norman Okamoro, University of Hawaii 10

11 One More Caution Beware of Puppies! 11

12 Favorite Adopt Tools Financial Assessment Very directive with great questions that help you understand your organization Determine readiness to take on the financial commitment Determine sources of funding 12

13 Favorite Adopt Tools Communication Plan Most important single change management technique Gives examples of type of communication Provides a matrix that you can use 13

14 Favorite Adopt Tools Due Diligence Helps you analyze vendor responses Allows you to compare apples to apples Provides a matrix that you can use 14

15 Favorite Adopt Tools Due Diligence Helps you analyze vendor responses Allows you to compare apples to apples Provides a matrix that you can use 15

16 Half Done! Onward Implement and Use! Vision strong enough Leadership in place Plans set and communicated Management demonstrated Choices well made Execution possible Conditions set to move quickly through the Valley of Despair 16

17 Favorite Use Tools Issues List Acknowledge that there will be issues Provides a consistent method to track issues Give you a matrix so you can get started 17

18 Favorite Use Tools Training Plan Helps with the most essential task of go-live Helps you make sure everyone is trained Provides a matrix for you to use 5 Training Rights Right person (role-based) Right content (workflow, not functions) Right time (as close to go-live as possible) Right amount (modules, not end-toend) Right way (webinar, classroom, shoulder-to-shoulder) 18

19 It s All About Training Good implementation of a sufficient product beats a bad implementation of a great product 19

20 Favorite Use Tools Ongoing HIE Partner Communications Focuses on one of the key benefits of e-health Helps identify and resolve issues Give you a matrix so you can get started 20

21 85% Done! Optimize System working Staff trained Clients informed and comfortable Exchange enabled You re part of the e-health world! 21

22 Optimize Eyes on the Prize Go-live is the end of the beginning Celebrate, but don t let down Leaders must stick to the plan Show up Listen Demonstrate shoulder-to-shoulder support Can t or Won t? Can t = workflow, technology, training Won t = management, motivation, incentives Better Care 22

23 Getting to e-health Three Takeaways 1. It s about change the biggest hurdle will be changing the way people work 2. Don t look at puppies until you know what kind of dog you want 3. A strong implementation of an OK product is better than a poor implementation of a great product 23

24 Optimize Tools By definition, for more experienced organizations Optimization strategies, including: Telehealth Quality improvement Clinical decision support 24

25 Step by Step Instructions On Using the Toolkit 25

26 Navigate to the Toolkit Social Services- Behavioral Health- html Home Health- 26

27 Getting Started 1) On the home page, read the intro text, or just get going. 27

28 Overview 1) Scroll down to the Overview Section 2) In the Overview Section, Click View to gain access to the documents in this section. 28

29 Document Table The Overview Table gives a list of the documents (tools), available for viewing, in the Section. For each tool in the section, you ll find a description of its: 1) Use 2) Purpose (Action or Inform) 3) Experience Level 29

30 Understanding Experience Level Use the Experience Level symbols to decide if a document is appropriate for your type of organization: Skiers will recognize these symbols. Everyone should consider all tools with a green circle. Larger organizations and those with more IT experience may want to use tools with marked with the blue square or the black diamond. 30

31 Accessing the Tools To use a tool, click the link. 31

32 Download Process A Dialog box will give you three choices: Open: Gives temporary access to the document online only. Save/Save As: Gives access to the document on and offline. Click Save As to save the document on your hard drive. When you ve saved it like that, you can print, alter, and access the document as often as you please. Note: Various browsers give slightly different options. This example uses IE. The point is to save the document to your local hard drive. 32

33 Save in an Appropriate Location Determine the location and file name. It is a good idea to save all the files in a similar location. Click the Save button to Save 33

34 Opening the File Once you ve saved the file, open it with a double click 34

35 Using a Tool All documents have these attributes: 1)Title 2)Overview: high level explanation of the tool 3)Time needed: how long you should expect to work with the tool 4)Suggested other tools: associated or prerequisite tools 5)How to Use: Tips on how to use the tool 6)Body of the tool 35

36 Using More Tools Go back to the home page and scroll down to the Assess Section.Or select another section if you are farther along 36

37 Using More Tools continued In the Assess Section, Note the View/Hide the Overview tools link. Click the link to gain access to the documents in this section. Follow the steps we ve described to get the tools you want. 37

38 It s Easy Start with Assess; proceed onward to Optimize Click on a tool Save it Use it Move on to the next tool 38

39 Eliminate Unnecessary Steps Experience level symbols match the tool with your organization s resources Time Requirements indicate level of effort Associated Tools help you find pre-requisites or similar tools How to Use lets you understand what you ll need to do with the tool 39

40 Wrap Up Find the tools you need and use them Some folks like to print the whole toolkit and save it in a binder Others are successful with finding the tools they need just in time Only bad way to use the toolkit is to not use it 40

41 Questions? 41

42 Contact: If you would like to submit a question, comment or feedback regarding these tools, please contact: [email protected] During the time period we are incorporating your feedback, the tools will be marked as working draft, via a watermark. 42

43 Stratis Health is a nonprofit organization that leads collaboration and innovation in health care quality and safety, and serves as a trusted expert in facilitating improvement for people and communities. Prepared by Stratis Health, the Medicare Quality Improvement Organization for Minnesota, under contract with Minnesota Department of Health (MDH).