ACTION ITEM: Student Health & Wellness Practice Management System, Arizona State University.

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1 April 28 & 29, 2005 EXECUTIVE SUMMARY Page 1 of 5 ACTION ITEM: Student Health & Wellness Practice Management System, Arizona State University. ISSUE: The Board is requested to approve the Student Health and Wellness Center replacing its existing enterprise practice management system with a new system at an anticipated cost of $526,000. BACKGROUND: It is necessary for the Student Health and Wellness Center to replace its existing 10 year old enterprise practice management system with a new technologically superior system as the existing system is burdened with technical and functional shortcomings. The proposed system will provide many new innovative offerings in the areas of practice management, electronic medical records, and continuity of care records, pharmacy, laboratory, radiology, acute care, patient services and billing business functionality not available and not upgradable with the current system. In summary, the new system will provide comprehensive patient scheduling, billing and electronic record keeping and all other services not available with the current system. The vision and objective of this project are to overcome technical and functional shortcomings of existing software. This new system will be an enterprise-wide solution for ASU Student Health and Wellness Services. The solution will also interface with Scottsdale Medical Imaging Inc. (SMIL) and Sonora Quest Diagnostics, and facilitate improved internal Business Process Procedures. PROJECT DESCRIPTION: The Student Health and Wellness Center desires to replace its existing enterprise practice management system with a new technologically superior system. The proposed system will provide many new innovative offerings in the areas of practice management, electronic medical records, and continuity of care records, pharmacy, laboratory, radiology, acute care, patient services and billing business functionality not available and not upgradable with the current system. Replacement is the only viable option in order for the SHWC program to move forward, especially for the eventual reconceptualization of SHWC. Significant technological deficiencies exist in the above-mentioned functional areas and technological replacements exist for productivity improvement, which will lead to higher quality of care, increase medical staff efficiency and result in potential revenue enhancements (third party billings). The vision and objective of this project are to install a functionally competitive solution, which addresses these deficiencies and overcomes the technical and functional shortcomings of the existing software. This new software will be an enterprise-wide solution for the Student Health and Wellness Center. CONTACT: Juan C. Gonzalez, Vice President Office of Student Affairs (480) juan.c.gonzalez@asu.edu

BACKGROUND: It is necessary for the Student Health and Wellness Center to replace its existing 10 year old enterprise practice management system with a new technologically superior system as the

2 EXECUTIVE SUMMARY Page 2 of 5 The solution will also interface with Scottsdale Medical Imaging and Sonora Quest Diagnostics and facilitate improved internal business procedures. The product will be available for use at the Student Health centers on all ASU campuses, Counseling and Consultation, College of Nursing and the medical office located in the ICA Building. Implementation of this replacement system will position ASU to provide a higher level of service to its customers, described further in the Project overview, and be an integral part of the future reconceptualization of SHWC. Below is an abbreviated summary of major new features available with the new system: Major New Features Available After System Replacement and Implementation Scottsdale Medical Imaging Lab(X-rays) 1. Digital X-ray image is ed to lab. 2. Radiologist reads X-ray and writes an overread report of the X-ray. 3. Over-read report is ed back to SHWC and attached to the electronic patient file. 4. SHWC medical provider receives electronic message that a radiologist report is available. 5. System operates 24/7. Sonora Quest Diagnostics (Lab) 1. SHWC send electronic message that lab specimen is available for pickup. 2. Lab processes specimen. 3. Lab s and an electronic report back to SHWC and attached to the electronic patient file. 4. SHWC medical provider receives electronic message that a lab report is available. 5. System operates 24/7. The scope of work includes the purchase and implementation of an integrated enterprise practice management system for outpatient care which integrates the patient scheduling, patient appointments, electronic medical records, record keeping, patient billing, pharmacy, laboratory, radiology, chart tracking, outside referrals, and reporting functions, with the ability to also provide automated information work-flow and computerized physician order entry. Additionally, the system will integrate with support for voice recognition/dictation transcription integration, the feasibility assessment of implementing voice recognition, dictation systems, automated transcription systems, etc. that would result in fewer charting and encounter documentation errors, and improve medical staff efficiency.

Implementation of this replacement system will position ASU to provide a higher level of service to its customers, described further in the Project overview, and be an integral part of the future

3 April 28 & 29, 2005 EXECUTIVE SUMMARY Page 3 of 5 SERVICE AND ECONOMIC BENEFITS: The Student Health and Wellness Center committee is reviewing responses to an RFP for the above mentioned product. The expected cost of the product is stated below. SHWC currently invests $85,000 or more annually for maintenance costs described above. These annual expenditures will be reduced by at least $25,000 annually after the new system is installed while providing significantly enhanced features described above. PROJECT COST & SOURCE OF FUNDS: A total implementation cost of $526,000. SHWC Local Funds consisting of renewal and replacement reserve funds for the acquisition and implementation, and reallocation of annual local operating budget funds currently committed to maintenance of the current system. SUMMARY OF PROPOSED COSTS (All Funds) Five Year Total Description FY05 FY06 FY07 FY08 FY09 5Yr Total Implementation Cost 491,000 35, ,000 Total FY Cost 491,000 35, ,000 Annual Operating Cost 60,000 60,000 60,000 60, ,000 Note: As described above, annual operating costs will be approximately $25,000 less than the annual costs incurred to maintain the current system. This $25,000 cost savings can be reallocated within SHWC for other program use. PROPOSED SCHEDULE: System replacement and implementation planned for July through December RECOMMENDATION: It is recommended that the Board approve the Student Health and Wellness Center replacing its existing enterprise practice management system with a new system at an anticipated cost of $526,000.

These annual expenditures will be reduced by at least $25,000 annually after the new system is installed while providing significantly enhanced features described above.

4 EXECUTIVE SUMMARY Page 4 of 5 University: Arizona State University Capital Project Information Summary Project Name: Student Health Practice Management System Project Description/Location: The Student Health and Wellness Center desires to replace its existing enterprise practice management system with a new technologically superior system. The proposed system will provide many new innovative offerings in the areas of practice management, electronic medical records, and continuity of care records, pharmacy, laboratory, radiology, acute care, patient services and billing business functionality not available and not up gradable with the current system. Replacement is the only viable option in order for the SHWC program to move forward, especially for the eventual reconceptualization of SHWC. Significant technological deficiencies exist in the above-mentioned functional areas and technological replacements exist for productivity improvement, which will lead to higher quality of care, increase medical staff efficiency and result in potential revenue enhancements (third party billings). The vision and objective of this project are to install a functionally competitive solution, which addresses these deficiencies and overcomes the technical and functional shortcomings of the existing software. This new software will be an enterprise-wide solution for the Student Health and Wellness Center. The solution will also interface with Scottsdale Medical Imaging and Sonora Quest Diagnostics and facilitate improved internal business procedures. The product will also be available for use at the Student Health centers on all ASU campuses, Counseling and Consultation, College of Nursing and the medical office located in the ICA Building. Below is an abbreviated summary of major new features available with the new system: Project Management Implementation Timeline: Calendar Year 2005 Project Activity January Review RFP Responses March On-Site Demonstrations April Purchasing and Finalization of Contract April Planning and Scheduling of Installation May Installation of Software May Testing and Training June Implement Practice Management System July Testing of Electronic Medical Records July Implement Electronic Medical Records August Implementation Completion and System Activation

The proposed system will provide many new innovative offerings in the areas of practice management, electronic medical records, and continuity of care records, pharmacy, laboratory, radiology, acute

5 EXECUTIVE SUMMARY Page 5 of 5 Project Roles and Responsibilities Student Health and Wellness Center Sue Elliott, Business Operations Manager, Senior James Barrow, Management Support Systems Analyst Stefanie Schroeder, MR, Chief of Medical Services Carl Labbe, Manager, Pharmacy Donna Estabrook, Manager, Medical Records Amparing Yang, Manager, Laboratory Steven Erickson, MD, ICA Team Physician Gwen Ladha, MD, Staff Physician Lori Lynn, Manager, Nursing Jeff Budge, Systems Analyst, Sr. Implementation Costs and Marginal Operating Costs in Thousands Costs in thousands ($000) Development /Operating Description FY05 FY06 FY07 FY08 FY09 Total Personnel Number of IT FTE Number of User FTE Personnel Cost IT FTE Salary Cost (Include ERE) User FTE Salary Cost (Include ERE) IT Services (Professional and Outside Consultants) Hardware Software Communications Facilities Other TOTAL Note: FTE effort and cost described above will be provided by in-house staff already supporting the current system. No additional FTE resources will be required to complete the system installation.

Gwen Ladha, MD, Staff Physician Lori Lynn, Manager, Nursing Jeff Budge, Systems Analyst, Sr.

2011/12 ANNUAL UPDATE EXHIBIT F6. TECHNOLOGICAL NEEDS NEW and EXISTING PROJECT DESCRIPTION

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