New Brunswick EMR Program

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Muriel Daniels
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1 New Brunswick EMR Program Information Package Velante 176 rue York Fredericton Nouveau-Brunswick 1

2 Introducing your emr ENROLMENT ORIENTATION & READINESS PLANNING & ANALYSIS PREPARE TO IMPLEMENT IMPLEMENT USE Site Implementation Plan EMR Configuration Complete Enrolment Form Orientation Site Visit Preparation Workflow Analysis Site Preparation Readiness Assessment Adoption & Evaluation Site Transition Plan Evaluate Privacy & Security Receive Orientation Package Participation Agreements Data Migration Strategy EMR Training Physician enrolled Agreements signed; readiness assessed Plans approved Ready to implement EMR Status Review

3 Your Implementation Team The following pages describe the various activities involved in setting up your clinic with a new EMR. As you will see, there is a lot involved in adopting an EMR; your assigned Velante implementation team will be with you every step of the way. It s important to recognize that an EMR is more than just another piece of software running in your clinic. It will become fundamental to how your clinic operates. Enrolment Orientation & readiness Planning & Analysis Prepare to implement Implement Use Velante Team Members Your assigned Site Implementation Manager will work closely with you to keep things on track and address any issues or concerns that may arise. You will be assigned a Business Analyst who will help you understand how best to make use of the EMR in your clinic, and assist with testing and training. Your assigned Technical Analyst will ensure that all technical components necessary for your EMR solution are installed and configured. The Velante team will work with a Privacy Officer who understands Federal and Provincial privacy legislation, and will advise you in complying with those regulations. For certain tasks, Velante may involve various partners to ensure that all aspects of the EMR solution are in place and properly configured for your clinic. Clinic Team Members You and your staff have a role to play during EMR implementation, too. They will: Provide information on how your office operates, provide input on key decisions during implementation, help with on-site activities performed by the Velante team members, if necessary, participate in user training, participate in final testing, and participate in evaluations after your EMR goes live. If you haven t already, think about who among your staff will be appointed Clinic Lead. This person will be the Site Implementation Manager s counterpart, and offer leadership and guidance to other members of your staff.

4 Enrolment At the end of Enrolment, you will have: an understanding of what is involved in participating in the EMR Program, and committed to participating in the EMR Program Enrolment Complete Enrolment Form The Enrolment Form represents the primary activity in this phase. This form is used to collect basic information about your clinic and participating physicians. It also represents agreement on the terms and conditions of the EMR program. The Orientation Package is included with the enrolment form, and is intended to give you an overview of the implementation process. Velante sends a written acknowledgement of enrolment forms received, and contacts you again when it s time to begin planning for Orientation & Readiness. The Participating Physicians review and sign the enrolment form. It s at this point that a Clinic Lead is also identified. Velante staff are available to answer any questions you may have, and to process your completed enrolment form. Receive Orientation Package Physician Enrolled

5 Orientation & Readiness At the end of Orientation & Readiness, your clinic and Velante will have: established a working relationship in which all roles and responsibilities are understood, assessed the clinic s readiness to implement an EMR, and have a high-level understanding of what needs to be done, and reviewed and signed the Participation Agreement Orientation & Readiness Orientation Site Visit Readiness Assessment Participation Agreements The Orientation Site Visit is a kick off of your EMR implementation, and gives everyone an overview of the process. The Readiness Assessment evaluates: the culture within your clinic and the readiness for change, current technologies used, and capacity for change and the resources required. Once the assessment is complete, you will be provided a report of the findings. The Participation Agreement defines, in detail: data sharing requirements, obligations of physicians, Velante, and Dept. of Health, privacy policies, and program compliance policies. You will primarily be working with your assigned Site Implementation Manager. If appropriate, you also may meet your assigned Business Analyst. The Orientation Site visit will involve your Clinic Lead and all participating physicians, plus any other clinic staff who may wish to attend. We work with your Clinic Lead to complete the Readiness Assessment, while the Participation Agreement is signed by all participating physicians. Agreements signed; readiness assessed

6 Planning & Analysis At the end of Planning & Analysis, your clinic and Velante will have: a detailed plan for the tasks necessary to implement your EMR, an understanding of how the introduction of an EMR will affect the way your clinic operates, and discussed a data migration strategy, which will help you decide how you will populate your EMR with patient information. Planning & Analysis Site Implementation Plan Workflow Analysis Site Transition Plan The Site Implementation Plan details the tasks necessary for EMR implementation. The Workflow Analysis involves understanding your clinic s existing workflow and operations. The Site Transition Plan addresses the specifics of who, what, when, and how your implementation and go-live will occur. Velante can advise you on developing a Data Migration Strategy. It is important for all clinics to consider what existing patient data you will move to the new EMR. Your Clinic Lead is involved in the dayto-day work of all activities in this phase. Participating Physicians are involved in EMR software selection and provide input to the data migration strategy. Velante s Site Implementation Manager is involved in all activities in this phase, while the Business Analyst takes a leadership role for the workflow analysis Data Migration Strategy Plans Approved

7 Prepare to implement At the end of the Prepare to Implement phase, your clinic will be ready to begin using the EMR. The software will have been configured and tested, and staff will have been trained. Prepare to implement EMR Configuration Site Preparation Evaluate Privacy & Security EMR Configuration ensures that the EMR software is set up for use in your clinic. Some Site Preparation may also be required, such as installing new PCs. Your clinic is required to complete a Privacy Impact Assessment, which assesses the risks and required safeguards associated with the collection, use, disclosure, retention and destruction of personal health information. To ensure all members of your clinic staff, including participating physicians, are familiar with the EMR software, Velante will provide EMR Training. Your Clinic Lead and the Business Analyst will work together to ensure the EMR is properly configured. A Technical Analyst will work with the Site Implementation Manager and your Clinic Lead to complete activities relating to site preparation. With the aid of a checklist provided by Velante, your Clinic Lead will prepare your Privacy Impact Assessment. Training will be delivered by Trainers or the Business Analyst. EMR Training Ready to implement EMR

8 Implement The objective of the Implement phase is simple: be up and running, using the EMR in the day-to-day running of your clinic. Implement Preparation During Go-Live Preparation, the team complete workflow-specific training, conduct a final EMR functional review, and ensure that everything is in place and ready to go. This will demonstrate that all of your clinic s requirements have been met. The Go-Live activity itself is basically flipping the switch and moving all clinic staff to using the EMR for their day-today work. The Go-Live Review will be conducted primarily by the Site Implementation Manager and your Clinic Lead. Other clinic staff, including Participating Physicians, may be asked to participate. The Site Implementation Manager and Technical Analyst will work with your Clinic Lead during Go-Live.That being said, it will be all hands on deck to make sure all staff continue to be effective in their roles in delivering patient care.

9 Use During Use, Velante and the clinic will work together to ensure that you re realizing the full potential of the EMR application used by your staff. Use After your clinic has been using the EMR application for three months or so, a Post-Implementation Status Review will be conducted to assess the success of your EMR implementation. In addition to evaluating contractual obligations, this information will provide valuable feedback and lessons learned for future training and operational support improvements. The post-implementation review will be led by Velante and your Clinic Lead, and may involve other clinic staff, including participating physicians. During ongoing use of the EMR, your clinic staff can contact Velante s help desk with any questions or concerns that may arise. Adoption & Evaluation Status Review

Should you have any questions, please feel free to contact Velante directly as they are leading EMR delivery on our behalf.

Should you have any questions, please feel free to contact Velante directly as they are leading EMR delivery on our behalf. January 17, 2013 Re: New Brunswick EMR Program - Velante For several years, the New Brunswick Medical Society has been advocating an EMR Program so I am extremely happy that it is finally here. Thank you