Voices are Heard: Inter-Professional Engagement for the Selection of an Enterprise Electronic Medical Record (EMR) Solution

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1 Voices are Heard: Inter-Professional for the Selection of an Enterprise Electronic Medical Record (EMR) Solution 2013 National Health Leadership Conference Canadian College of Health Leaders June 11, 2013 Andre D Penha Talya Wolff

2 Agenda Background and Strategic Vision Enterprise EMR RFP Overview Methodology Inter-professional Challenges Lessons Learned 2

3 UHN: Background and Strategic Vision UHN Global Impact Local Accountability We are a caring, creative, and accountable academic hospital transforming healthcare for our patients, community, and the world. Canada s largest academic health sciences centre A world leader in patient care, innovative research and teaching A network of four hospitals: Toronto General Hospital Toronto Western Hospital Princess Margaret Cancer Centre Toronto Rehab 3

4 UHN: Background and Strategic Vision 10 Clinical Programs Joint Department of Medical Imaging Krembil Neuroscience Centre Laboratory Medicine Peter Munk Cardiac Centre Princess Margaret Cancer Program Surgical Programs and Critical Care Medical and Community Care Multi-Organ Transplant Toronto Rehab Musculoskeletal Health and Arthritis Shared Information Management Services (SIMS) The IM/IT department of UHN, committed to transforming healthcare delivery by improving the patient experience, coordination of care and enhancing customer service and quality. 4

5 UHN: Background and Strategic Vision Integration with Specialized Departmental Systems Long Term Strategic Partnership UHN Vision: Enterprise EMR Journey Integration with the current Inpatient Electronic Medical Record System Integration with Provincial/Regional Partner Initiatives Product Roadmap Alignment with UHN s Growth and Advancement 5

6 UHN: Enterprise EMR RFP Overview To procure an Enterprise EMR Solution including licencing, implementation and ongoing maintenance and support services to: Support exemplary Advanced Clinical Documentation Lead in research, measurement and improvement of patient outcomes Improve communication and collaboration among patients and health care providers Improve delivery of patient care at UHN and beyond Initial focus is Ambulatory with capacity to extend to other areas in the future 6

7 UHN: Methodology SITE PROGRAM ROLE DELEGATE SME 7

8 UHN: Methodology Analyses Environmental analysis Stakeholder analysis Situational analysis Subject Matter Experts Consultation Support Fairness Advisor Legal Counsel UHN Procurement Specialists 8

9 UHN: Methodology Situational Analysis Busy practitioners Busy clinics Clinic/Surgery time Physician/Nursing/ Researcher schedules Location of meetings 9

10 UHN: Methodology Interviews Communication Strategy Road Shows Operation Meetings Interprofessional Clinical Retreat Advisory Committees Technical Summits 10

11 UHN: Methodology Evaluators by profession Physician 40 Nursing 16 Allied Health 7 Other (IPAC, SIMS, CUSP, Human Factors, Admin/Management, Labs/Medical Imaging, Program Support, Pharmacy & Clinical Research) Clinical Leadership 7 Technical 23 Technical Leadership 8 Number Of Individuals 38 Rate and Review Requirements: 139 evaluators Evaluators by site Number Toronto General Hospital 52 Toronto Western Hospital 23 Princess Margaret Hospital 26 Toronto Rehab 10 SIMS 18 11

12 UHN: Methodology Evaluators by profession Physician 12 Nursing 42 Allied Health 24 Other (IPAC, SIMS, CUSP, Human Factors, Admin/Management, Labs/Medical Imaging, Program Support, Pharmacy & Clinical Research) Clinical Leadership 7 Technical 13 Technical Leadership 3 Business 5 Number Of Individuals 36 Short list Bidder Evaluation: 142 evaluators Evaluators by site Number Toronto General Hospital 30 Toronto Western Hospital 17 Princess Margaret Hospital 31 Toronto Rehab 15 SIMS/Corporate 19 12

13 UHN: Methodology Stage 3: Inter-professional Critical Functionalities for Evaluation Referral Management Registration/ADT Scheduling Lab & Diagnostic Orders PPID, Blood Products & Specimen Collection Medication Order Management Patient & Provider Access Patient Chart Review, Data Management & Reporting Clinical Decision Support & Best Practices Interprofessional Collaboration & Clinical Documentation Facilities & Support Services Stage 4: In-Depth Clinical Evaluation Bidder Presentations Hands-On Activity Usability Testing Reference Checks Interviews Site Visits Consensus sessions held after last Bidder s solution shown Consensus reached within 1 session; 2 hour time frame 13

14 UHN: Inter-professional Solution Procurement Discipline, Site, Program Recruitment Change Management Advocates Solution Implementation Implementation & Practice Leads Requirements Gathering Interprofessional Solution Champions RFP Evaluation Subject Matter Experts Operations Management 14

15 UHN: Challenges Fairness direction Stakeholder perceptions expectations Personalities Organizational culture Scheduling Competing Priorities Time commitment to be involved Project Deadlines Previous project failures Project Challenges Broader Procurement Sector Guidelines 15

16 UHN: Lessons Learned Engage Early Engage Right People Engage Often Provide Up To Date Information 16

17 UHN: Lessons Learned Unifying force of process Building foundation for Implementation Good Decisions & Inclusion & Participation Voices heard 17

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