Leveraging Technology For ICD-10 Program Management Using MS SharePoint Poster Presentation by Maithili Vadula

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1 Leveraging Technology For ICD-10 Program Management Using MS SharePoint 2010 Poster Presentation by Maithili Vadula

2 ICD-10 Project using SharePoint: Project Background: New structure for coding diagnosis (see ICD 10 is 7 digits and alphanumeric and provides greater specificity Characters multi-axial and provides laterality Expandable - new placeholders for future code expansion Over 155,000 codes compared to 17k in ICD-9. The expansion of codes reflects current medical knowledge Federally mandated target Date for conversion is Oct 1, 2014 Scope of Project: Vendor and home grown applications remediation including code conversion, crosswalk, test, deployment and revenue tracking Project Impact: All areas of Healthcare: Patient registration, care, discharge, billing, claims and reimbursement PLUS stakeholders in these areas such as vendors, industry and federal commissions Project Success: Successful conversion, usage of ICD-10 codes, reimbursement, claims tracking and reporting with minimum disruptions in revenue flow or user functions

3 ICD-10 Program stakeholders Stakeholders/Users: Clinicians and clinical support staff Application and Infrastructure vendors Revenue Cycle Managers Coders, Billers, & Payers Insurance companies and billing clearinghouses Information technology teams Duration: 2 years 6 months Approx. effort: Budgeted for 22,000 hrs and ~1.6 million for IT efforts only. Additional 800K for training and post live support

4 Tool to manage ICD-10 Program ICD-10 conversion is a very large undertaking for HFHS and required a robust planning and communication tool that could host, extract, analyze and display data dynamically from project initiation to closure and address the complex HFHS requirements consisting of: Multi-facility, multi-geographical, varied technology platforms across the network Practice disparity between employed versus private practice physicians Stakeholder communications and technology skills disparity Leadership requests for dynamic dashboards and lists with exportable data MS SharePoint (SP) 2010 was selected as the ideal tool to manage the ICD-10 program as organization already has licenses, trained IT on-site and offshore staff as well as clinical and operational comfort with the tool having used it previously in another large program EMR implementation

5 ICD-10 SP Solution Overview Clinical users IT Vendors Coders/ Billers Revenue Cycle PMO/ Leadership Repository Collaboration Administration Test Repository Interface, Process Diagrams (dynamic updates from Visio) Customization Templates Knowledge Management Change Control Requirements/ Design/Build Code Reviews Customer Requests Training/ Testing Metrics Server Management Structure /Version Management Standards Access Management Monitoring/ Reporting Alerts (dynamic) Dashboard (dynamic) Project Schedule (dynamic) Reporting (dynamic)

6 ICD-10 Program/Project Management using SP MS SharePoint 2010 is being effectively used in all processes of project management and in the knowledge areas of charter,scope, cost, risk, control, quality and communications management. Currently not used for HR, Time or Procurement management

7 SharePoint ICD-10 Program Homepage Dynamic Dashboard Reporting 7

8 Dynamic Master Program Schedule (Pre-CMS Announcement) ICD-10 Program Execution Plan I. Phase: ICD-10 Remediation Revenue Cycle Vendor applications Homegrown applications 2012 Jan Feb Mar Apr May Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May 2013 Jun Jul Aug Sep Oct Nov Dec Data source: MS Project Plan/Access Data analysis/reporting: SP reports Dynamic update from MS Project to SP As project schedule and dependancies change this master program is updated automatically II. Phase: ICD-10 Integration Testing Revenue Cycle Vendor applications Homegrown applications III. Phase: ICD-10 Go-live and Cut Over IV. Phase: ICD-10 Post Go-live Support Requirements Build Testing / Execution Program Management 8

9 Remedation Assessment Summary Dynamic Dashboard of Phase 1 Remediation Required No remediation Data Source: SP Access Database 125 applications are targeted for remediation assessment & review 89 applications require remediation 36 do not require remediation because they are either being replaced, retired, upgraded or are compliant 9

10 What does it take? Establish an ICD-10 SP site with a unique URL, secure with intranet access Dedicate server or servers specific for SP Establish functional user categories and access Establish ICD-10 SP physical structure ( logo, tree, nomenclature, visual presentation etc) Appoint a site administrator for version control, monitoring, change management and site access Train leadership on SP dashboard reporting

11 ICD-10 Stakeholder Usage of SP HFHS ICD-10 Program Managers and PMO rely on SP for 80% of all their communication for all phases of program management in addition to MS Project, Office Professional, Outlook and Visio ICD-10 team use SP exclusively for lists, data, code review, cross walks, calendar, and team communications Stakeholders view documents, update issues, take action and extract data into Excel Leadership monitor SP for dashboard updates Project Managers use SP to manage issues, risks, documents, data, budget, testing scripts and results along with leadership approvals

12 Challenges to change? Initial resistance to SP 2010 can be overcome by training, benefits communication and Leadership enforcement SP 2010 technology is robust and can be used and adopted at all levels based on the organizational needs

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