ePR News V1, I2 (Jan. 28, 2013)

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Patient Record

“The right information to the right people, at the right time.”

Programs, Web 2.0, HTML… A language spoken by the ICAT!

January 28th, 2013, Volume 1, Issue 2

The Information Communication and Automated Technology Committee (ICAT) is leading the way into tomorrows technology today.

The ICAT Committee, previously known as Information Systems Implementation Steering Committee (ISISC), oversees the development and implementation of both clinical and non-clinical electronic projects across Providence Care conjoined with the Information Management (IM) Strategy.

The ePR Project is one of the many projects governed by the Committee. The Committee understands the complexity of the ePR project and monitors the progress and timelines. It takes into account the impact on patient care, business and clinical practices, workflow, processes and ensures compliance to standards.

Technology advancement brings its share of practices and organizational changes and the ICAT committee ensures that every aspect is taken in consideration for an efficient implementation.

The ICAT has overseen and monitored many projects to date: • ePR Project • Internet and Intranet Project • Electronic Staff Scheduling • Wireless Access Project • Office 2010 upgrade • Exchange 2010 upgrade

Moving forward with the completion of the project, still more to be done!

The official launch date “go-live” planned for February will be pushed to a later date in 2013.

A project of this magnitude affects everyone at Providence Care. It needs to be well prepared and implemented in order to reflect the standard of care at Providence Care.

Starting to design and build an electronic patient record from scratch is an unique project and the ePR team has made enormous steps forward.

The ePR team needs some more time to not only test and bring the system to a point of excellence, but also to provide learning opportunities and understanding of the new system to every staff member.

It will also allow the operational areas of the organization to fully understand the impact and put plans in place to adjust for those changes. The ePR team intends to meet this challenge and is committed to completing Phase 1 in 2013.

The new “go-live” date will be announced soon.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Did you know?

Who we are Just one of the team members behind the Lab, Rad and Workload Module

Providence Care sends their laboratory samples to multiple external locations for testing.

Some samples are tested “in-house” such as point of care testing done at the bedside (e.g. blood glucose, illicit drug testing, and urinalysis). The majority of samples from SMOL are sent to KGH Labs for processing and MHS samples are sent to LifeLabs. After-hours and STAT samples from MHS are processed at KGH Labs.

Some specimens (such as those taken to test for infectious and communicable diseases) must be sent to Public Health Labs for processing.

Currently, the three external laboratories receive paper requisitions. With the coming electronic patient record (ePR), most requisitions will be replaced by Computerized Provider Order Entry (CPOE).

Electronic orders and results will flow between Providence Care’s laboratories and KGH or Life Labs electronically via a complex system of interfaces. The goal of the Lab implementation team is to decrease this complexity by presenting a seamless flow of order entry and result retrieval to end users of the system. The time spent per sample will be greatly reduced!

Tanya McDonald is the Project Lead for the laboratory, radiology and workload aspect of the ePR Project.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Lab module team and QuadraMed are working like busy bees

From left to right: Tanya McDonald, Project Manager, Dianne Lejeune, QuadraMed Implementation Consultant and Janet Stokes,Applications Coordinator, Decision Support

Back in December, an Implementation Consultant (IC) from QuadraMed, Dianne Lejeune, was on site for three full days to work on the Lab build with Tanya McDonald, Project Manager and Janet Stokes, Applications Coordinator, Decision Support with input and advisement from Joyce Hodgson, Senior Medical Laboratory Technologist and Lynn Jackson, Laboratory Patient Technician.

For the first two days, the team focused on outlining the future state workflows by documenting every lab scenario and more specifically how each scenario will change as a result of having electronic orders and results. Special attention was given to the role of end users in each step of the process from order entry, through to specimen collection, documentation, dispatch, and the result retrieval in the system.

All of the scenarios were reviewed to ensure a logical data transfer between end users and the laboratories.

The main focus of day three was on the build itself. Since Kingston General Hospital (KGH) already has a version of the ePR implemented, the team looked at the consistency between our information needs and KGH data collection for those specimens that are sent to KGH for testing.

Those three days of intensive focus paid off for the Lab team. Next steps will include testing the functionality of the tables while continuing to build and to prepare for the Lab interfaces. By testing components of the build throughout the process, the team is confident that the attention to detail will reduce the chance of error, administrative burdens and the time spent per specimen.

QuadraMed is the healthcare software and service provider for our new electronic patient record.

QuadraMed is guiding us as we build a new system to replace Meditech, our current patient care system.

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Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews continued from “Lab module team and QuadraMed are working like busy bees” Once Phase 1 of the ePR is completed, physicians, laboratory staff, nurses and other clinicians will be able to: • • • •

Enter all laboratory orders electronically (Computerized Provider Order Entry ) View results electronically including graphing and trending of common orders.

Track the order at each step of the procedure Be alerted of abnormal and critical results electronically

QuadraMed IC, Dianne LeJeune, will be back on site to work alongside other modules in order to facilitate the building of Providence Care’s electronic patient record.

A clinical project focusing on person-centred care

Develop your computer skills!

With the implementation of the electronic patient record (ePR), most staff members will be interacting with computers.

“Basic Computer Skills Training” conducted by Barb Robinson, Clinical Education Coordinator, is now offered to everyone who wants to refresh their skills or update their knowledge.

For more information, visit our ePR webpage.

Hurry up, this opportunity for all staff ends in February.

Have you ever wondered why ePR is referred to as a clinical project?

The electronic patient record (ePR) Project has been, and continues to be, a clinical project putting the client/patient/resident at the heart of the system design and build. Since the new patient record will be computer-based, Providence Care technological advancements are better enabling the advancement of the ePR project. The new tools and devices ensure people will have access to the new system anytime, anywhere.

Register now by contacting Barb Robinson at 613-548-5567 x 5912 robinsob@providencecare.

Focusing on person-centred care leads the way to creating a patient record close to our organiztional values. All the information to be built in the upcoming patient care system are based on the best care and practices.

A clinical focus closely aligned with Information System (IS) support will ensure the best use of technology for the future electronic patient record!

Contact Us ePatient News is designed and produced by the Providence Care Communications Department in association with the Providence Care ePatient Record Project Team and Decision Support Department. If you would like to suggest a topic for us to cover or you have questions about the ePatient Record, please send us an email at ePR@providencecare.ca

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