EHR Adoption - A Center Overview

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1 INCONCERTCARE EMR AND PMS MONTHLY NEWSLETTER VOLUME 2, ISSUE 5 JULY 2010 SITE ASSESSMENT OVERVIEW In order to provide insight about a center s degree of readiness for EHR adoption as well as provide education about factors for successful adoption, a Site Assessment tool/ approach is being used to assist in the EHR preparations. There are two phases of the Assessment being presented to the Centers: 1) Starter Assessment and 2) Readiness Assessment. Centers are initially provided with a Starter Assessment in which they are to review a set of areas to score themselves on a scale of zero to five regarding organizational alignment and capacity to determine whether or not they are sufficiently prepared to start the process of EHR adoption. INCC implementation staff can guide and advise staff as this is a first step in getting to know each other. The second phase is the Readiness Assessment. During this phase, the INCC Implementation team will meet onsite with the health center leadership, the center s implementation team members, and staff to interview and assess organizational capacity for one to two days. This assessment allows INCC to better understand organizational perceptions and plan for areas which may need more resources. After the assessments have been completed, a Summary of Findings document is prepared and submitted to the center to review. This document will also contain any recommendations to be shared with the center. Siouxland CHC, Peoples CHC, CHC of Fort Dodge, and Crescent CHC have completed both the Starter and Readiness Assessment to date in May, June and July respectively. The other center currently scheduled for the Readiness Assessment this summer is River Hills CHC in Ottumwa. Over the summer, the INCC Implementation team will continue to schedule assessments with all sites for this key step in their implementation. Assessments are helpful to the INCC Implementation Team in understanding the dynamics of each health center, and have been helpful in getting the local implementation teams geared up. If you need the Starter Assessment document and/or would like to schedule a Readiness Assessment at your center, please contact Kyle Haindfield at khaindfield@ianepca.com or Jennifer Cox at jcox@ianepca.com. INSIDE THIS ISSUE: BUILDING CA- PACITY NEW IMPLEMENTA- TION STAFF EMR AND A PATIENT REGIS- TRY MEANINGFUL USE WORK- SHOP PM AND EMR QUICK WEB-BASED TRAINING CMS LAUNCHES EMR INCEN- TIVE PROGERAM FINAL RULES ON MEANING- FUL USE Siouxland Goes Live!!

2 PAGE 2 BUILDING CAPACITY TO MEET YOUR IMPLEMENTATION NEEDS The INCC Implementation Team is growing. Joining Kyle Haindfield is Jennifer Cox. Jennifer started on May 25, 2010 and came from MediNotes/ Eclipsys Corporation where she had been employed since July While with MediNotes she worked on programs such as MediNotes and PeakPractice and has experience in implementing and training Electronic Health Records. Prior experience includes implementations in the credit union industry. Jennifer has a bachelor s degree from the University of Northern Iowa in Interpersonal Communications. We are pleased to have Jennifer join the Team so that we can better assist you. Jennifer is a newlywed and enjoys golfing, fishing, reading, spending time with husband Joe and working on projects around the house. Jennifer can be reached at jcox@ianepca.com, THE POWER OF A PATIENT REGISTRY AND AN EMR! There is an informative and easy to use online forum for i2itracks users. Each health center should encourage their i2itracks users to join yet you need to request an invitation to join. To be added to the forum, send an to Kristine Slveroli at i2isystems- kristines@i2isys.com and she will send you an invitation to join. The group is called the itug Google forum. Please note this is different from the listserv you are hopefully on and using that is currently through INCC. CMS LAUNCHES EHR INCENTIVE PROGRAM WEBSITE The Centers for Medicare & Medicaid Services (CMS) has launched the official website for the Medicare & Medicaid electronic health record (EHR) incentive programs. This website provides the most up-to-date, detailed information about the EHR incentive programs. The Medicare & Medicaid EHR incentive programs will provide incentive payments to eligible professionals and hospitals as they adopt, implement, upgrade, or demonstrate meaningful use of certified EHR technology. Visit the CMS EHR incentive program website at < to learn about who is eligible for the programs, how to register, meaningful use, and upcoming EHR training.

3 V OLUME 2, I SSUE 5 G ET TING S TARTED : A M EANINGFUL U SE W ORKSHO P S AFETY N ET P ROVIDERS IN I OWA P A GE 3 FOR The Meaningful Use Workshop was a success! More than 60 representatives from safety net clinics including Community Health Centers, Rural Health Clinics, Critical Access Hospitals, Family Planning Agencies, and state and local partners attended the workshop on June 11, 2010 to learn more about how meaningful use will affect their practices and how to qualify for meaningful use incentive payments. This workshop was jointly planned and sponsored by : INConcertCare, the Iowa Collaborative Safety Net Provider Network and IFMC. Although final rules have not yet been issued, participants learned more about why meaningful use is important to their practices. In addition, conference participants: received a broad overview of quality measures and data collection, learned more about the Health Information Technol ogy Regional Education Center (HITREC) services, learned how the IFMC will facilitate HITREC and help provider practices across Iowa implement EHR, gained an understanding of how the medical home aligns with meaningful use criteria, were provided with information regarding other statewide HIT initiatives that link to meaningful use, and learned about the payments associated with achieving meaningful use through Medicare or Medicaid. IMFC will host their 6th Annual Iowa e-health Summit at the Meadows Events and Conference Center in Altoona, IA on Thursday, August 5, 2010 where final meaningful use rules will be discussed. The June Meaningful Use workshop provided participants with the groundwork to better understand what their organizations will need to do to achieve meaningful use and what resources are available to assist with that work. Attendees generally indicated that they were satisfied with the workshop, learned something new, and enjoyed the presenters and presentations. The workshop sponsors listed above, including the Safety Net serving as the host, look forward to continuing to work with safety net clinics to ensure meaningful use is understood and achieved by all.

4 PAGE 4 NEED MORE INFORMATION AND ACCESS TO A QUICK WEB-BASED TRAINING? Quick Clips is a new video vault on GE s website. These free videos on Centricity are easy to use and no login is required. Courses are hosted on the following website: index.php?option=com_content&task=view&id=81&itemid=57 General Questions How do PM and EMR work together from Patient Appointment to Payment? What are some Helpful Tips for System Maintenance? How does Security work in CPS? How do EMR Orders work in CPS? Administration How do I create a Schedule Template? How do I extend an existing Schedule Template? How does Location of Care Set up impact the rest of CPS? How do I create Collection Letters? How do I add a New Referring Provider? How do I add a New Insurance Carrier? How do I add a New Resource? Payment Posting There are visits with overpayments - how do I refund? How do I move payments from one visit to another? (Conveyance) I filed claims but now need to make changes to the visit - how? How do I run a Report? Food For Thought If you don t know where you are going, any road will get you there. SCANNING SOLUTIONS AND EMR The official decision was made mid-june DocuTrak will be the scanning solution that will function with Centricity.

5 VOLUME 2, ISSUE 5 PAGE 5 JULY 13 ONC AND CMS RELEASED FINAL RULES ON MEANINGFUL USE STANDARDS AND CERTIFICATION FOR ELECTRONIC HEALTH RECORDS INCENTIVE PROGRAM The Link to the final rule (Caution 800+ pages)!! Meaningful Use Final Rule! It was posted in the Federal Register the morning of July 13th. You can find the full text of the Medicare and Medicaid Programs; Electronic Health Record Incentive Program Final Rule at: The Final Rule for Initial Set of Standards, Implementation Specifications, and Certification Criteria for Electronic Health Record Technology has also been posted and can be found at: inspection.aspx#spec_h U.S. Department of Health and Human Services Secretary Kathleen Sebelius today [July 13] announced final rules to help improve American s health, increase safety and reduce health care costs through expanded use of electronic health records (EHR). For years, health policy leaders on both sides of the aisle have urged adoption of electronic health records throughout our health care system to improve quality of care and ultimately lower costs, Secretary Sebelius said. Today, with the leadership of the President and the Congress, we are making that goal a reality. Under the Health Information Technology for Economic and Clinical Health (HITRECH) Act of 2009, eligible health care professionals and hospitals can qualify for Medicare and Medicaid incentive payments when they adopt certified EHR technology and use it to achieve specified objectives. One of the two regulations announced today defines the meaningful use objectives that providers must meet to qualify for the bonus payments, and the other regulation identifies the technical capabilities required for certified EHR technology. Requirements for meaningful use incentive payments will be implemented over a multi0year period, phasing in additional requirements that will raise the bar for performance on IT and quality objectives in later years. The final CMS rule specifies initial criteria that Bending the Curve Towards Transformed Health Achieving Meaningful Use of Health Data Data capture and sharing Advanced clinical processes Improved outcomes eligible professionals (EPS) and eligible hospitals, including critical access hospitals (CAHs), must meet. The rule also includes the formula for the calculation of the incentive payment amounts; a schedule for payment adjustments under Medicare for covered professional services and inpatient hospital services provided by EPs, eligible hospitals and CAHs that fail to demonstrate meaningful use of certified EHR technology by 2015; and other program participation requirements. Continued on Page 7 5

6 PAGE 6 SIOUXLAND GOES LIVE WITH PM On July 1, Siouxland CHC went live with the Centricty Practice Management (PM) with great success and ease after thorough preparation and hard work by their team and assistance from CySolutions. Preparation for the project included admin training and homework, onsite end user training, and finally the Go Live. The Siouxland super users did a great job of supporting their staff and helping to keep the day running smoothly. The planning, preparation and collaboration with CySolutions and INConcertCare for our Practice Management System proved to be extremely beneficial during our go-live. We had an excellent support team to assist staff with the implementation the day of and the day after go-live. It went better than we expected and staff did an excellent job of learning the new system. Our hope is that EMR goes just as well. Jessica Hughes Next up for Siouxland will be to kick off the EMR project on August 17. Immediately following the EMR kickoff, Siouxland will focus on preloading paper charts as a high priority. The EMR go live date Siouxland is aiming for is February 1, Great job Siouxland for a job well done!

7 PAGE Hickman Rd. Suite 103 Urbandale, Iowa Phone: Fax: Strawberries Continued from page 5: Key changes in the final CMS rule include: V ISIT U S ONLIN E AT: WWW. IANEPCA. COM Meaningful Use of Strawberries Greater flexibility with respect to eligible professionals and hospitals in meeting and reporting certain objectives for demonstrating meaningful use. The final rule divides the objectives into a core group of required objectives and a menu set of procedures from which providers may choose any five to defer in This gives providers latitude to pick their own path toward full EHR implementation and meaningful use. An objective of providing condition-specific patient education resources for both EPs and eligible hospitals and the objective of recording advance directives for eligible hospitals, in line with recommendations from the Health Information Technology Policy Committee. A definition of a hospital-based EP as one who performs substantially all of his or her services in an inpatient hospital setting or emergency room only, which conforms to the Continuing Extension Act of 2010 CAHs within the definition of acute care hospital for the purpose of incentive program eligibility under Medicaid. A CMS/ONC fact sheet on the rules is available at Technical fact sheets on CMS s final rule are available at A technical fact sheet on ONC s standards and certification criteria final rule is available at standardsandcertification.