Group Project Borth MD Inc
Group Project Borth MD Inc
Group Project Borth MD Inc
19 November 2014
The practice contains the required staff available to implement the solution.
The provider office must generate a staffing plan for training, implementation, and post go-live
support in coordination with proposed timeline.
The entity currently uses an antiquated electronic medical record (EMR) that fails to meet practice
requirements. The practice is further at risk by not meeting Meaningful Use measures, with the
potential for reduced reimbursement.
The practice maintains all server and database infrastructure onsite.
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Problems and Solutions
The existing EMR fails to accurately capture billing data for accurate claim submittal.
o The proposed solution is anticipated to provide enhanced charge capture functionality.
The EMR does fails to meet mandates acted by the Department of Health and Human Services.
o The proposed solution must be a certified EHR technology.
o Maintain the functionality to collect, analyze, and export measures of meaningful use (and
their objectives).
EHR does not meet HIPAA 256 bit encryption: Encrypt old EHR by updating system, or get new
system
EHR cannot interface with new billing system: get new system, find a way to interface
Project Objectives
The project aligns with the mission and goals of the practice in standardizing treatment, payment, and
operations.
The solution will be compliant, up-to-date, comprehensible, and enhance all processes that lead to
quality patient care.
Options
The solution will integrate with existing applications utilizing a HL7 interface.
The solution will be packaged with 7/24/365 support.
Updates and enhancements will be provided at no addition cost to the practice.
o Included with licensing and maintenance agreement.
Options Analysis
The acquisition of a new solution will be beneficial in meeting all the requirements set forth by the
practice. In addition to taking the necessary measures to monitor capital spending.
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Project objectives support the migration to a new system.
The project objective is to meet regulatory compliance, integrate data, and improve patient safety.
Sufficient evidence exists to support to the transition to a new solution with long-term financial
benefits.
Based on previous analysis, it is anticipated to take in excess of six months to realize a return on
investment for the proposed solution.
There is a risk for loss of revenue if the acquired solution does not perform as advertised.
It is anticipated that the solution will require ongoing maintenance to sustain operations.
There is a moderate risk that the implementation will fail based on user rejection, budget constraints,
and/or inadequate project management.
The potential for penalties for non-compliance.
The potential for an impact on care delivered.
o Increased wait times and missing patient data
Recommendation Option
It has been determined that under the current conditions, the project will move forward as described.
o The cost/benefits out way the risk for failure.
Impact on clinical workflow is a negligible, and requires minimal training and education to prepare
staff.
The financial impact is moderate due to continual licensing and maintenance costs associated with
the purchase of the solution.
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Financial constraints may hinder the practice is a loan is required for the acquisition of the new
solution. It is the decision of the medical director to avoid loan procurement and use capital for the
purchase.
The solution is anticipated to reduce clinical documentation errors, maximize revenue capture, and
enhance administration reporting for the entire practice.
The propose process will adversely affect regular duties for all staff.
Impact on IT
Support services staff will be required to provide 24/7/365 support. A downtime support structure will
be developed to meet the needs of the end-user. Secondary support will fall to super-users
established at the time of implementation.
Acquisition Plan
Implementation Plan
By contractual agreement the vendor will provide integration testing for all software interfaces that will
transmit data between systems. Testing will include but is not limited to HL7 interfaces, COLD feeds,
and information exchanges. The vendor agrees to load legacy data as a service. In order to transfer
data the vendor will develop an extract, transfer, and load job for the database. The vendor agrees to
provide validation testing upon the customer completing of all build requirements. Upon completion of
validation testing, the customer will develop test scripts to validate that the software is work as
designed.
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Post-implementation: The vendor agrees to test all support changes, code upgrades, customer
enhancements prior to implementing in production. Please note that testing will not reveal all issues,
and should be used to identify errors that can affect treatment, payment, and operations.
Project Management
Project Responsibilities
The solution will require an interface to receive/send data from the electronic health record (EHR). At
this time a team lead has not been appointed to field project concerns.
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PROJECT CHARTER
Executive Summary
Description: Borth MD, Inc. seeks to remove their existing electronic health record
application from use; and implementing an identified solution that maintains a
diverse amount of features.
Budget: $$$
High Level Risks: Data from the existing electronic health record may not extract,
transfer, and load to the proposed system. This risk may divert resources and alter
the negotiated timeline for implementation.
Project Leadership:
Role Name
Initiative Owner Kristen Robeson
Champion Brian Chang
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Table of Contents
1. PROJECT DESCRIPTION......................................................................................................................... 9
2. OBJECTIVE............................................................................................................................................... 9
2.1 Business Driver.................................................................................................................................. 9
2.2 Proposed Solution.............................................................................................................................. 9
2.3 Clinical Benefits.................................................................................................................................. 9
2.4 Business Benefits............................................................................................................................... 9
2.5 Return on Investment (ROI)............................................................................................................... 9
2.6 Strategic Plan Alignment.................................................................................................................... 9
2.7 Project Category................................................................................................................................. 9
2.8 Is this project related to other projects?.............................................................................................. 9
3. SCOPE STATEMENT.............................................................................................................................. 10
3.1 In scope............................................................................................................................................ 10
3.2 Out of scope..................................................................................................................................... 10
4. HIGH-LEVEL SCHEDULE....................................................................................................................... 10
4.1 Estimated Duration: 6 months.......................................................................................................... 10
4.2 Major Milestones.............................................................................................................................. 10
5. RESOURCES.......................................................................................................................................... 11
5.1 Financial Budget............................................................................................................................... 11
5.2 Funding Source................................................................................................................................ 11
5.3 Staff Allocation................................................................................................................................. 11
6. RISKS...................................................................................................................................................... 11
7. PROJECT APPROACH........................................................................................................................... 11
7.1 Infrastructure Approach.................................................................................................................... 11
7.2 Security Approach............................................................................................................................ 11
7.3 Privacy (HIPAA) Approach............................................................................................................... 11
7.4 Integration Approach........................................................................................................................ 12
7.5 Business Continuity Approach.......................................................................................................... 12
7.6 Support Center Approach................................................................................................................. 12
7.7 Education Approach......................................................................................................................... 12
7.8 Ongoing Operational Support Model................................................................................................12
8. CHARTER REVIEW AND APPROVAL................................................................................................... 12
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1. PROJECT DESCRIPTION
Borth MD, Inc. seeks to remove their existing electronic health record
application from use; and implementing an identified solution that
maintains a diverse amount of features.
2. OBJECTIVE
2.1 Business Driver
Borth MD, Inc. believes that by using a more advanced technology, patients will
receive a higher quality of care. A more user-friendly environment will allow the
physicians and patients to communicate on open and clearer level which will
result and better patient care.
2.2 Proposed Solution
Implementation of Cerner Ambulatory Practice Management solution at the proposed
office.
2.3 Clinical Benefits
Enhanced provider/patient access to care documentation
2.4 Business Benefits
Clinical benefits for this project will generate increased effectiveness of
providing medical care, and facilitate new services previously not
provided.
2.5 Return on Investment (ROI)
Not provided
2.6 Strategic Plan Alignment
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3. SCOPE STATEMENT
3.1 In scope
The scope of this project includes all design, development, coding, licensing, and hosting of the
new electronic health record.
The vendor will host and complete all training that is required to successfully implement the new
system.
The following criteria:
The system must be compatible with all current terminologies, classifications, and coding
systems.
Hosting of the system should include, but is not be limited to generating reports for;
o Productivity
o Any Meaningful Use required reports
o OIG required reports
o HIPAA required reports
4. HIGH-LEVEL SCHEDULE
4.1 Estimated Duration: 6 months.
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5. RESOURCES
5.1 Financial Budget
Five year cost estimate is as follows (Figures in $K, no inflation)
Category 2014 2015 2016 2017 2018 Total
Support & Interface Fee $$$ $$$ $$$ $$$ $$$ $$$
Vendor Consultant Fee $$$ $$$
Total
6. RISKS
Data from the existing electronic health record may not extract, transfer, and
load to the proposed system. This risk may divert resources and alter the
negotiated timeline for implementation.
7. PROJECT APPROACH
7.1 Infrastructure Approach
No additional infrastructure required
7.2 Security Approach
Standard vendor approach
7.3 Privacy (HIPAA) Approach
Standard vendor approach
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7.4 Integration Approach
See scope section
7.5 Business Continuity Approach
Standard vendor approach
7.6 Support Center Approach
Vendor will develop a support matrix
7.7 Education Approach
The standard models for education include
o Train-the-trainer
o End-user training
o Post-implementation upgrade education
Champion Date
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Kristen Robeson’s Portion of the Group Project
Doctor Mark
Borth
Millie
Kelsey Borth,
Heartwick,
Nurse
Office manager
Jessica Wood,
Secretary
Chelsea Contessa
Doctor Jun Atiga Taylor Todd, PA
Hardesty, PA Johnson, PA
Doctor Mark Borth: Owner and General physician at Borth MD, Inc.
Millie Heartwick: Office Manager, makes most of the decisions for the office
Kelsey Borth: The office nurse, Doctor Borth’s daughter
Jessica Wood: Office secretary works part time to try fill in for the office manager
Doctor Jun Atiga: General physician who has specialized in Pediatrics
Chelsea Hardesty: Physician Assistant, works full time
Contessa Johnson: Physician Assistant, works part time
Taylor Todd: Physician Assistant, works part time
Bonny Hilton: Medical Assistant, hired by Doctor Jun Atiga and Doctor Mark Borth and works for
both of them.
Shelley Robertson: Medical Assistant, hired by Chelsea Hardesty only works when she is in the
office.
Joy Patrickson: Medical Assistant, hired by Contessa Johnson only works when she is in the Office
Honor Smith: Medical Assistant, hired by Taylor Todd only works when she is in the office
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EHR Implementation Roster
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System Change Request Form
Customer Details
Full Name
Login ID
Location
Phone Number
Incident Type
Assigned Group
Assigned Analyst
Details:_________________________________________________________________________
_______________________________________________________________________________
_________________________________
Summary:_______________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
_______________________________________________________________________________
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Closeout Report: Borth MD, Inc.
1. Project Summary
Borth MD, Inc. completed the initiation as of February 20 th, 2015. The purpose of this project was to
implement a complete and fully functioning EHR system that provides an update to workflow for physicians
and a patient portal that would comply with Meaningful Use. Borth MD, Inc. sought out an EHR vendor that
would utilize web-based technology to create this EHR system that would allow the hospital organization to
comply with HIPPA guidelines and have a fully electronic environment.
The project objectives were to create a virtual environment for the hospital in which the EHR system must
be visually and aesthetically appealing for the end user. Functionality was also a key objective in which the
end user must be able to easily navigate the system. The physicians also requested that their old EHR
content be transferred over to the new EHR system. Current technologies such as laptops, tablets, and
smart phones must be able to use this EHR system with ease as many physicians and staff use these devices.
Lastly, testing must be thorough and upon implementation, the EHR system must be free of any glitches or
defects.
Please see attached Deliverable Certificate for the achievement status of the project.
2. Lessons Learned
- Vendor and IT staff were able to create an aesthetically pleasing virtual environment. End users were
satisfied with the navigability and ease of use
- Training materials were provided and EHR vendor sponsored training sessions
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3. Project Metrics
- reports were available to run for various functions as requested by the physicians and staff
PROJECT IDENTIFICATION
Date of Deliverable Submitted Project Name Project Number
11/15/14 Borth MD, Inc. EHR Implementation
Completed by
Brian Chang
KEY DELIVERABLES
- Fully functioning EHR system that is visually and aesthetically pleasing
- Ease of access and familiar navigation capabilities
- Migrate current EHR content to new system
- Training materials provided and staff fully trained on new EHR system
- Testing completed and EHR running without any issues
- EHR system capable of running various reports as mentioned in the RFP
- All software and licensing turned in and verified
Signature indicates that the named deliverable(s), in the opinion of the signer:
Meets the Negotiation Contract terms
Has no significant unresolved issues
Meets the acceptance criteria
Is ready for release and payment according to Contract terms
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CONDITIONAL ACCEPTANCE
The parties Borth MD Inc and EHR Vendor agree that the RFP and Contract Negotiations
have been reviewed prior to the start of the project. EHR Vendor can conclude and agree
that all deliverables have been addressed, reviewed, and completed. Any issues or
changes that need to be done based on said deliverables may be listed below:
ACCEPTED BY
Project Manager
Program Manager
Program Sponsor
Customer/Client
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