ePR News V1, I5 (March 12, 2013)

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Patient Record

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

March 12th, 2013, Volume 1, Issue 5

A new application to simplify Allied Health workload entry

A demonstration of the new application from Emerald Health was held on February 22nd with key Allied Health staff members from Providence Care.

This new application will allow Allied Health to capture their workload when QCPR (QuadraMed Computerized Patient Record) replaces MEDITECH as our patient care system. The new web-based application will be user-friendly which will reduce workload entry time significantly.

The users learned how the data will be gathered with a few simple clicks. The new system will provide data for case costing, the reporting of Management Information Systems (MIS) A sneak peak of the new application workload, caseload statistics, and Source: Emerald Health Information Systems Ltd much more. It will allow users to (http://nurseworkload.com/features.php) better understand the volume of patient care activity they perform and to see the percentage of time spent on non-patient care activities. In addition, the system will allow us to collect data for quality & performance management indicators & benchmarks for better and more concise reporting as a by-product of workload data entry.

Taking a sneak peak at the ePatient Record through WebEx

In January, a series of online live WebEx took place for the clinical leadership of the organization. During those sessions, participants were able to take a sneak peak of what the future patient care system will look like and how it will function once it is implemented.

Through the different WebEx demos, they explored the various elements of the different modules in their current state (i.e. Pharmacy, Nursing, Radiology, Laboratory, Workload, Orders/Results Management, Patient Administration, HIM and Physician).

This opened the door to questions and clarifications by clinical leaders.

User’s feedback is key in developing a system that will meet Providence Care’s needs.

Stay tuned for more opportunities to take a glance at the new patient care system! For all learning opportunities, click here.

A WebEx is a live demonstration from a participant’s computer while hearing the presentation through the telephone.

Key Allied Health staff watching a demonstration of the new application Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Who we are One of the team members behind the Patient Administration and Health Information Management (HIM) Modules

Integrating our electronic patient record with KGH and HDH Connecting with Kingston General Hospital (KGH) and Hotel Dieu Hospital (HDH) is more than sharing a database; it is about providing access to information to authorized health care providers.

Providence Care has been and continues to work closely with KGH and HDH to develop and understand the integrated electronic patient record. The ongoing work aims to facilitate faster and better communication among healthcare providers.

The discussions are focused on developing and improving the patient care system in order to have:

• Single, confidential, computer-based patient records for all Kingston Hospitals

• Access to timely and relevant information

• Patient chart review (i.e. patient current and past history, laboratory and

radiology results, electronic Medication Administration Record (eMAR))

What Patient Administration and HIM (Patient Records) Module team are working on From pre-admission to discharge, the Patient Administration and Health Information Management (HIM) Module team ensure that all required patient information is captured and streamlined.

Deb McKee is the Project Manager for the Patient Administration and Health Information Management (HIM) of the ePR Project.

The team is working on:

• Ensuring the respect of privacy laws

• Streamlining the flow of information

• Facilitating access to the patient record

• Confirming the release of information protocol

• Implementing integrated automatic Health Card validation

• Providing access to the different system tools to the right people

• Establishing process improvement and requirements for the distribution

of transcribed dictated reports

• Identifying statistical and operational report requirements

Did you know…

…that information captured in MEDITECH will be accessible in the new patient record system.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews Learning a new patient care system Implementing a new epatient record system is more than just learning how to enter information on a patient file; it’s learning to use the program effectively and appropriately and to adapt work practices with a person-centred care approach in alignment with best practices.

Since MEDITECH users will be transferring to the new patient care system, a lot of people will have to be trained on that system. A transition period and a massive training effort will need to happen at Providence Care in order to use the sytem to its full potential.

Barb Robinson, Clinical Education Coordinator, Learning and Leadership Services, is leading the Education Plan for the deployment of the electronic patient record (ePR). Pam Kendall, Clinical Analyst, ePR, is leading the curriculum development for the education plan for nursing and allied health.

Before the “go-live” date, a massive training initiative will have to occur at Providence Care, involving most of the staff (e.g. nursing, allied health, registration, patient records, medical secretaries, unit clerks, physicians, housekeeping, FANs, etc....). With the help of ePR team members, Barb and Pam will ensure the right person gets the right training on the new system.

Keep an eye on the different opportunities to take a sneak peak of the system before the “go-live” date on the ePR Learning intranet page.

Her experiences suit her new role Barb Robinson is leading the ePR education plan for the deployment of the new patient care system conjointly with Pam Kendall who is leading the curriculum development. Barb’s role as a Clinical Education Coordinator really makes her the right person to oversee the ePR education plan. Her abilities to coordinate programs, facilitate the delivery of education and focus on promoting person-centred care give her the skills to understand a project of this magnitude.

Her experience as a Program Educator combined with working on her Master’s degree help her understand the reality of being a student. As a student, she understands the complexity of learning and working at the same time. Barb can delivered education, and enhance individual learning capacity.

Barb sees this opportunity to develop tools for the future, “the ePR project will allow me to live my role on a broader organizational perspective. Building the ePR training capacity will help me develop a process that will be applicable for other projects”. She is ready to meet the challenge and roll-out a massive education plan for the ePR project.

Providence Care____________________________________________________________________________________________________________________

e Patient RecordNews How will Kingston Health Care Network connect?

Overseeing non-clinical aspects of the ePR The electronic patient record (ePR) Project is a clinical project putting the client/patient/ resident at the heart of the system design and build. However, all the aspects build in the system are not exclusively clinical, including patient administration and Health Information Management (HIM).

The Patient Administration & Health Information Management Group ensure that admission, transfer and discharge for in-patient, out-patient and community programs.

Non-clinical information and transcribed reports are part of the design, build and implementation of the electronic patient record (ePR).

Providence Care will be connected on a comprehensive, accurate and secure shared database. The database will be accessible to authorized points of care within Kingston facilities.

HIM is also responsible for the maintenance and tracking of the paper record until all ePR phases are implemented and the patient record is exclusively electronic.

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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