TRANSITION PLAN AND SCHEDULE

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Scot Booker
8 years ago
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1 TRANSITION PLAN AND SCHEDULE It All Works, Now Let s Get It in Use! Segment 3-0 Transition Plan and Schedule 1

2 Transition A phase within the HIPAA project work plan that begins when testing is completed and ends when migration to HIPAA standards is complete. Includes: Transaction sequencing Issue resolution Operations and Monitoring Segment 3-0 Transition Plan and Schedule 2

3 Session Overview 3-0 Transition Plan & Schedule 3-1 Transaction Sequencing Plan 3-2 Transition Issues 3-3 Transition: Operations & Monitoring 3-4 Session Recap Segment 3-0 Transition Plan and Schedule 3

4 Transition Plan Description Rationale Contents Creation and Maintenance Ownership Contingency Planning Segment 3-0 Transition Plan and Schedule 4

5 Plan Description Portion of overall project plan Begins when readiness is achieved Covers activities involved in the migration to the HIPAA standards Specifies each major activity Describes tasks, sequence, relationships, resources, schedule, and accountability It is NOT just an Information Systems plan Segment 3-0 Transition Plan and Schedule 5

major activity Describes tasks, sequence, relationships, resources, schedule, and

6 Plan Description (2) Defines the sequence and schedule for the phase-in of all transactions for all provider types Depicts the migration of providers from current processes to the new HIPAA standards Shows the cut-over date after which pre-hipaa formats are discontinued Segment 3-0 Transition Plan and Schedule 6

current processes to the new HIPAA standards Shows the cut-over date after

7 Rationale So many transactions! So many provider types! So many other partners! So many pathways! It is not practical to flip the switch to standard processing on D-Day for all providers and all transactions at the same time Some phasing-in is highly recommended Segment 3-0 Transition Plan and Schedule 7

It is not practical to flip the switch to standard processing on D-Day for

8 Plan Contents Description of the scope of work needed to achieve successful transition All major activities and milestones Provider and transaction sequencing, issue resolution, and monitoring Responsibilities and resources Documents strategies and decisions Includes outreach to partners Answers the question: How do I know when I am ready to begin operations? Segment 3-0 Transition Plan and Schedule 8

Responsibilities and resources Documents strategies and decisions Includes outreach to partners

9 Plan Contents Addressed By This Session Contingency Planning Transaction Sequencing Transition Issues Transition Operations and Monitoring Segment 3-0 Transition Plan and Schedule 9

10 Plan Creation and Maintenance HIPAA project office (HPO) should be responsible for plan development Involve all affected parties (steering committee, IS department, policy staff) Use previous work plans, e.g., installation of a new MMIS Use industry models, e.g., WEDI/SNIP paper on sequencing Assure plan can be used to accurately track activities and that milestones are realistic Establish continuous monitoring plan Segment 3-0 Transition Plan and Schedule 10

g., WEDI/SNIP paper on sequencing Assure plan can be used to accurately track activities and that milestones are

11 Plan Ownership HPO owns it (because it is not just an Information Systems plan) HPO assigns responsibility for tasks in the plan, and establishes reporting requirements HPO should track responsible parties against the milestones HPO works closely with I.S. and policy departments throughout project Segment 3-0 Transition Plan and Schedule 11

HPO should track responsible parties against the milestones HPO works closely with I.

12 Transition Failure Contingency Planning Necessity for plan Responsibility for plan Critical business processes Contingency options Plan detail Team training Segment 3-0 Transition Plan and Schedule 12

business processes Contingency options Plan

13 Necessity for Plan Murphy s Law - If it can go wrong, it will : Not all transactions may be ready by the compliance deadline New processes may break down after prior process has been discontinued Some providers may not be ready or are not in compliance with TPA Translator may not handle increased volume after compliance deadline Note: Obtain legal opinion on contingency plans Segment 3-0 Transition Plan and Schedule 13

may not be ready or are not in compliance with TPA Translator may not handle increased volume after

14 Critical Business Processes Identify critical business processes Define and document possible HIPAA EDI failure scenarios for each critical business process Perform risk and impact analysis of each critical business process Define minimum acceptable level of output & services for each critical business process Segment 3-0 Transition Plan and Schedule 14

impact analysis of each critical business process Define minimum acceptable level of

15 Determine Contingency Options Identify alternatives; Assess the cost and benefit for each critical business process Select and document a single contingency plan for each critical business process Define and document triggers for activating contingency plans Establish a business continuity team for each critical business process Develop compliance deadline day (D-Day) strategy and procedures Segment 3-0 Transition Plan and Schedule 15

triggers for activating contingency plans Establish a business continuity team for each critical business

16 Plan Detail For each contingency, develop a detailed plan including: Triggers Who to notify Who does what How long to continue the contingency process How to monitor recovery process Segment 3-0 Transition Plan and Schedule 16

long to continue the contingency process How to monitor

17 Assign and Train Contingency Teams Identify team leaders and members for information services and business operations Assign extra staff to Help Desk for provider problems Train teams Segment 3-0 Transition Plan and Schedule 17