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Select an Electronic Health Record

A best-fit solution balances patient and practitioner needs, cost, and capability.

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Contributors

  • Steve Eidemiller, Lead Enterprise Architect, Children’s Minnesota
  • Additional anonymous contributors

Your Challenge

  • You have been tasked with selecting an electronic health record (EHR) for your institution. It will also be your job to determine which operational processes will be affected by the new application.
  • It is life and death.
    • EHR is not a typical customer information system. EHR data is extremely sensitive. A data breach is not only financially threatening for health care providers, but also it can be life threatening for patients.
  • Limited control.
    • IT is held accountable for the risks associated with siloed health data, but IT has limited ability to control the actions of the health care professionals that created the data.

Our Advice

Critical Insight

  • Establish a definition for EHR.
    • EHR is defined differently across geographies and health practices. Get all teams speaking the same language for the selection process.
  • Buy the best for you.
    • Examine all options before buying best of breed. Keep the budget intact with a selection approach rooted in your institution’s unique requirements, not on the vendor’s overall performance.
  • EHR initiatives are about changing the DNA of the organization. Improve your processes to adhere to the EHR and not the other way around.

Impact and Result

  • Leverage Info-Tech’s comprehensive three-phase approach to EHR selection projects: assess your organization’s preparedness to go into the selection stage. Our knowledgebase is derived from thousands of hours advising with health care institutions across the globe.
  • Selection of the right tool is a critical step in delivering a safer, faster, and more meaningful experience for all players in the health care environment.
  • Enable IT to be a trusted partner in EHR selection, while health care professionals will own the requirements and be involved from the beginning.
  • Understand where the EHR market is going. Avoid paving the cow path with Info-Tech’s vendor feature-set-based approach to understanding the art of the possible for EHR.
  • Take advantage of traceable and auditable selection tools to run an effective evaluation and selection process. Be prepared to answer the retroactive question “Why this EHR?” with documentation of your selection process and outputs.

Research & Tools

Start here – read the Executive Brief

Read our concise Executive Brief to find out why your organization should care about EHRs to improve patient-practitioner experience and how Info-Tech will support you as you identify and build your EHR use case.

1. Understand EHR and launch the project

Understand EHR and its core capabilities and assess project readiness.

2. Collect requirements and shortlist solutions

Embark on the requirements gathering process and understand the EHR vendor landscape.

3. Select an EHR vendor and communicate the process

Build an RFP, invite vendors for product demonstrations, and present selection decision to relevant stakeholders.

Guided Implementations

This guided implementation is an eighteen call advisory process.

Guided Implementation #1 - Understand EHR and launch the project

Call #1 - Define EHR.
Call #2 - Define the scope of the selection project.
Call #3 - Review the four defining elements of the EHR framework as well as the enabling elements.
Call #4 - Determine your EHR best-fit use case.
Call #5 - Examine whether your team is ready to proceed with an EHR selection.

Guided Implementation #2 - Collect requirements and shortlist solutions

Call #1 - Discuss the critical stage gates for your organization.
Call #2 - Review an example EHR selection roadmap.
Call #3 - Understand the three-step requirements gathering process (elicitation, analysis, validation).
Call #4 - Establish metrics for the selection project.
Call #5 - Review major players in the EHR vendor landscape.
Call #6 - Understand how to leverage SoftwareReviews to guide selection decisions.

Guided Implementation #3 - Select an EHR vendor and communicate the process

Call #1 - Define your selection framework.
Call #2 - Create an RFP.
Call #3 - Establish vendor evaluation criteria.
Call #4 - Prepare demo scripts.
Call #5 - Invite top-performing vendors for demonstrations.
Call #6 - Validate selection decision.
Call #7 - Plan for communicating the EHR selection to the organization.

Onsite Workshop

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Onsite workshops offer an easy way to accelerate your project. If you are unable to do the project yourself, and a Guided Implementation isn't enough, we offer low-cost onsite delivery of our project workshops. We take you through every phase of your project and ensure that you have a roadmap in place to complete your project successfully.

Module 1: Introduce EHR and Define the Application Selection Approach

The Purpose

  • Introduce EHR and understand need for the project.

Key Benefits Achieved

  • Understanding of what EHR is.
  • Current state of selection framework.

Activities

Outputs

1.1

Set expectations.

  • Understanding of the workshop scope, format, and schedule.
1.2

Distinguish between overall EHR initiative and selection project.

  • Understanding of what is involved in a selection project.
1.3

Introduce EHR.

  • Unified definition of EHR.
1.4

Surface vendor landscape.

  • View into the key vendors EHR marketplace.
1.5

Introduce application selection process.

  • Understanding of Info-Tech’s approach to selection.
1.6

Discuss challenges with the existing application selection process.

  • List of current pain points for selecting applications.
1.7

Identify benefits and opportunities for the application selection process.

  • List of current growth opportunities in the selection process.
1.8

Define project objectives.

  • Definition of project objectives.
1.9

Align selection project objectives with business objectives.

  • Alignment between project objectives and organizational objectives.
1.10

Outline a target state approach to application selection.

  • Selection approach tailored to the organization.

Module 2: Understand EHR Capability Framework

The Purpose

  • Gain a firm understanding of Info-Tech’s approach to requirements gathering.
  • Examine EHR opportunities and strengths.

Key Benefits Achieved

  • Repeatable requirements gathering processes.
  • Understanding of EHR current state.

Activities

Outputs

2.1

Review requirements gathering framework (elicit, analyze, validate).

  • Understanding of the three phases of the requirements gathering framework.
2.2

Discuss current EHR pain points to be addressed.

  • List of pain point with current EHR.
2.3

Discuss EHR opportunities.

  • List of opportunities for a new EHR.
2.4

Introduce four domains of EHR business capability map.

  • Understanding of the EHR capability map.

Module 3: Elicit Top-Level Functional Requirements

The Purpose

  • Collect top-level requirements for EHR.

Key Benefits Achieved

  • Member will have a jumping-off point to dive deeper into requirements with business stakeholders.

Activities

Outputs

3.1

Map selection project objectives to EHR capabilities.

  • Alignment between selection project objectives and EHR art of the possible.
3.2

Establish top-level requirements for preventing health challenges.

  • List of top-level requirements.
3.3

Establish top-level requirements for diagnosing health needs.

  • List of top-level requirements.
3.4

Establish top-level requirements for treating patients.

  • List of top-level requirements.
3.5

Establish top-level requirements for facilitating and monitoring recovery.

  • List of top-level requirements.

Module 4: Outline a Selection Roadmap

The Purpose

  • Build a roadmap for selection and delineate responsibilities.

Key Benefits Achieved

  • Creation of initiative roadmap with metrics.

Activities

Outputs

4.1

Prioritize top-level requirements.

  • Prioritized list of requirements ready for vendors.
4.2

Build selection roadmap.

  • Tailored selection roadmap.
4.3

Roles and responsibilities.

  • RACI for the selection project.
4.4

Develop communication plan.

  • Right-sized approach for communicating the selection decision to the business.
4.5

Establish project metrics.

  • List of relevant SMART metrics for the project.

Member Testimonials

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After each Info-Tech experience, we ask our members to quantify the real time savings, monetary impact, and project improvements our research helped them achieve. See our top member experiences for this Blueprint, and what our clients have to say.

Client

Experience

Impact

$ Saved

Days Saved

Department of Health and Human Services

Workshop

10/10

$25,000

20

Department of Health and Human Services

Guided Implementation

10/10

$33,091

20