Knowledge Management Event Concurrent session Stream 2 EMR Implementation Workflow Toolkit and Process Overview 19 November, 2013 Brian Sankarsingh

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1 Knowledge Management Event Concurrent session Stream 2 EMR Implementation Workflow Toolkit and Process Overview 19 November, 2013 Brian Sankarsingh EMR Project Transition Lead

2 What are we doing today? Understanding Workflows What is an EMR Workflow Why workflows Understanding High and Mid level workflows The Workflow Toolkit Workflow Process Overview 2

3 What is an EMR Workflow Workflow is fundamentally about the organization of work It is a set of activities that coordinate people and / or software Workflows are fractal - this means a workflow may consist of other workflows (each of which may consist of aggregated services) The EMR workflow model encourages reuse and agility, leading to more flexible business processes 3

workflow may consist of other workflows (each of which may consist of aggregated services)

4 Why EMR workflow? Three key benefits that the EMR workflow model can bring are: A set of related workflows that can be used to gain insight into the flow of work Through monitoring we can know which individuals are contributing work to which business process and is very useful when trying to understand costs and workloads Through optimization we have a model of the work being undertaken, and being able to use the model to interpret behavior, together make it possible to reason about how to optimize the business process 4

flow of work Through monitoring we can know which individuals are contributing work to which business process and is very useful

5 What governs workflow Workflow can be managed through: 1. Policies as HICs centres are asked to follow various policies (Privacy, Record retention etc.) 2. Business rules used to help centres focus on reporting, data quality and total quality management 3. Software functionality software design can play a big part in workflows 4. Roles and responsibilities individual roles and responsibilities and the structure of communications within departments 5

Business rules used to help centres focus on reporting, data quality and total quality management 3.

6 Levels of Abstraction and Task Complexity 6

7 Example of a High-level complex workflow No focus on decisions or detail Shows simple, high level steps of an otherwise complex workflow but nevertheless captures the spirit of the workflow Can be beneficial when used to help simplify very complex, and unpredictable activities 7

workflow but nevertheless captures the spirit of the workflow Can be

8 Example of a Mid-Level workflow Begins to decompose the mid-level fairly complex workflow Drills down into decision making Represents simple alternative paths and mid-level complexity 8

9 Objectives of the EMR Workflow Help identify workflows in context of the unique services and processes that exist within each centre Identify the NOD modules required for managing each workflow Help centres adapt the identified workflows to other areas/teams Help the team compare and redesign existing workflows based on the current set 9

required for managing each workflow Help centres adapt the identified workflows to

10 What do we cover in the EMR Workflow Toolkit WORKFLOW DESCRIPTION New Client Registration (Intake) Each centre has its own unique Intake process, this workflows explores the various NOD options available to a centre to accommodate their particular process Booking an Appointment A workflow for booking an appointment at your centre. This workflow includes the booking of an interpreter Ordering Lab work and This workflow looks at both the Ontario General Lab Requisition and other 3 rd Party Diagnostics requisitions. Scanning may be a part of this workflow Incoming Test Results This workflow specifically seeks to drive out the centre process for dealing with test results, however it is also impacted by the scanning workflow Referrals (External) The workflow uses NOD functionality for managing the external referral process form when the letter is sent to the specialist to when the report is received. The workflow is split into swim lanes for detailing the Admin and Provider processes Referrals (Internal) Both the Internal and External the referrals process uses the same NOD functionality, this workflow looks specifically at the how it might be used internally Medication Refills The process of receiving a request for medication refills through to the provider response Countersignatures A workflow for handling countersignatures where one is required Client visit A full client visit end to end Internal Communication Tasks and Messages Scanning The scanning process 10

This workflow includes the booking of an interpreter Ordering Lab work and This workflow looks at both the Ontario General Lab Requisition and other 3 rd Party Diagnostics requisitions.

11 Process overview 11

12 Do you want to contact us? 12

Office Efficiency. Barbara Tauscher, MHA, FACMPE Director of Operations The Oregon Clinic GI South Portland, Oregon

Office Efficiency. Barbara Tauscher, MHA, FACMPE Director of Operations The Oregon Clinic GI South Portland, Oregon Office Efficiency Barbara Tauscher, MHA, FACMPE Director of Operations The Oregon Clinic GI South Portland, Oregon Introduction-Why this Topic? The Oregon Clinic GI Division, 3 separate GI practices working