Implementing Electronic Reporting of Point-of-Care Newborn Screening Results: The Whats, Whos, Whens, and Hows

Transcription

1 Implementing Electronic Reporting of Point-of-Care Newborn Screening Results: The Whats, Whos, Whens, and Hows Amy Gaviglio, MS, CGC Anthony Steyermark, PhD Kirsten Coverstone, AuD

2 Why Now? Hearing Screening Results Reporting Reported in a variety of ways ~3500 go unreported each year, necessitating follow-up by staff (~$25,000/year) Patient-centered system

3 Why Now? Critical Congenital Heart Disease Results include pulse ox values, heart rate, perfusion index, and pass/fail Lessons Learned from Pilot Study Take advantage of electronic reporting momentum (e.g., meaningful use)

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5 Why Projects Fail Change is hard New roles upset existing order Mandates can make enemies and do not assure compliance Poor project communication Failure to recognize risks early and take action Customer demands create a moving target If each hospital wants to do it differently it will be hard to meet goals and stay on schedule Avoiding scope creep Managing expectations Lack of resources needed to meet ambitious goals Adapted from Dr. Alan Zuckerman

6 The What s? What do you need to? Laws, Rules, etc. What are current capabilities? At the DOH At Facilities

7 State Statutes/Rules Is reporting mandated? How quickly does reporting need to occur? How does reporting fit into your workflow? Funding Availability?

8 Current Capabilities Survey Birth Facilities Devices? EMR Vendor? What results/information are in the EMR? Already messaging to the state DOH? Immunization Birth Records

9 The Who s State Offices of HIT State HIEs EMR Advisory Groups Hospital IT staff Screening staff Who

10 Working with Your Agency Offices of Health Information Technology (OHIT) e-health initiatives Informatics Staff Interoperability Coordinator Agency IT Architect Project Management Coordinator Chief Information Security Officer and CIO Ensure your reporting project aligns with Agency-wide initiatives

11 Finding the Right People Make contact with key facility staff EARLY Nursery Managers and IT Staff Other Groups MN Epic User Group MN e-health Advisory Committee State Certified HIE Providers CHIC, as one example Hospital Association (VP of Information Services)

12 Program Staff # of FTEs knowledge bases needed, etc. Understanding of current follow-up system Basic understanding of messaging Background in training Current rollout using ~ 1.5 to 2.0 FTEs 0.25 Audiologist 0.25 Management Analyst 0.5 Health Program Rep 0.5 Genetic Counselor

13 The When s When Developing a rollout plan Project Timeline

14 Rollout Program staff using test site as soon as possible Identify Pilot facilities Develop process and timeline with these sites Understand fluidity of process

15 Individual Facilities Timeline Expect 1-3 months per facility/system Entire Project (e.g., statewide implementation) Set final go-live date

16 The How s Motivating Change Project Management Training

17 Motivating Change Getting buy-in for new reporting system is essential first step Leverage organizational culture and leadership Motivation and explaining the public health context is critical to understanding a new system

18 Needs Assessment Policy Development Public Health Core Assurance These core activities provide a framework for justifying data collection and motivating participation a legislative mandate may not be enough

19 Project Management Assign Roles and Responsibilities Leader vs Manager Establish frequent check-ins Address issues quickly Modify plans Keep project moving

20 Training Start with face-to-face training Learn workflow Common questions Create onboarding videos and manual Training and on-going communication and feedback help sustain systems

21 You ve gone live but you re not done! Make birth facilities partners Congratulate Check-in regularly after go-live Be open to feedback positive and negative Reinforce good and correct bad

22 You CAN Put the Pieces Together

23 Questions? Thanks to: Kaitlin Houlihan Kirsten Coverstone Anthony Steyermark James Durbin OZ Systems