Select, Implement, or Change a Resource & Patient Management System

Navigate tribal healthcare and RPMS systems to increase tribal revenues and improve community service levels.

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Your Challenge

  • As a CIO of a tribal organization, you have been asked to find an IT solution using an Resource and Patient Management System (RPMS) suite or module that improves tribal health care quality, enhances access to care, reduces medical errors, and modernizes administrative functions.
  • Your tribe is currently using IHS’ RPMS healthcare services or system and is looking to renew its contract with IHS or replace the IHS RPMS system.

Our Advice

Critical Insight

  • Stakeholders will want to have a starting point, or benchmark set of numbers and metrics, against which to measure the success of the project. Involve all project stakeholders early to identify and obtain historical or proposed healthcare usage, capacity, patterns, RPMS data, and metrics (even if manual).
  • Perform a thorough tribal healthcare context analysis (including SWOT, envisioning, and metrics) and use these as inputs to develop business and technical requirements.
  • Think strategically about the costs associated with the project. When you take the time to critically evaluate the costs associated with an alternative/"non-IHS (Indian Health Service)" RPMS version or module, don’t be surprised if the costs are the same as or very close to IHS’ RPMS. Don’t forget about modules and services that IHS does not provide or non-IT infrastructure items such as the need for barcode printers and scanners to track health services related inventories.
  • Have an organization transition plan focused on people, processes, and technology. You want to make sure you reduce down-time, while leading your staff through role and accountability changes. Make sure to communicate these changes effectively because this is a stressful transition cycle.

Impact and Result

  • Maximize your success and credibility by making a solid business case for your RPMS project by understanding the value it provides to the agency and community and be prepared to support it.
  • Prepare for key objections and challenges by defining the tribal agency and community context for your RPMS deployment and making sure your technical requirements can satisfy your business requirements.
  • Develop a comprehensive request for proposal based on your requirements and score your responses using a standard methodology.
  • Effectively guide the organization through the healthcare services and RPMS project by carefully planning the change, communications, and your project timeline prior to implementation.

Contributors

  • Donnie Parish, CIO – Health Information Technology, Cherokee Nation Health Services
  • Mick Souder, Director, Management Information Systems, Southern Ute Indian Tribe

Want to Participate in Our Research?

  • Analyst Interviews: Share your best practices, opinions, tools or templates with your peers.
  • Webinars: Interactive session to keep us focused on topics you want to tackle.
  • Upcoming Workshops: Accelerate your project with an onsite, expert analyst to facilitate a workshop for you. Contact us for more details.

Become a Participant


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Get to Action

Start here – read the Executive Brief

Read our concise Executive Brief to find out why you should implement an RPMS solution, review Info-Tech’s methodology, and understand the four ways we can support you in completing this project.

  1. Understand the healthcare models, deployment options, and requirements, and initiate the RPMS project

    Define the current and desired healthcare and RPMS state and requirements, and structure the RPMS project.

  2. Analyze the RPMS financials and build the business case

    Gather and analyze RPMS funding sources and financials and build the project business case.

  3. Analyze RPMS requirements, shortlist vendors, develop an RFP, and select an RPMS solution

    Build the RFP, evaluate responses and proposals, conduct vendor demonstrations, and select an RPMS solution.

  4. Plan the RPMS implementation

    Develop the user acceptance testing and change management plans and the implementation timeline. 

  5. Deploy the RPMS and monitor success

    Deploy the RPMS and measure the success and value of the RPMS project.

Guided Implementation icon Guided Implementation

This guided implementation is a ten call advisory process.

    Guided Implementation #1 - Define your RPMS state

  • Call #1: Understand your business context.

  • Call #2: Determine your technical requirements.

  • Guided Implementation #2 - Build the business case

  • Call #1: Review your project financials.

  • Call #2: Review your business case.

  • Guided Implementation #3 - Select your RPMS solution

  • Call #1: Review the RFP.

  • Call #2: Review the RFP responses and contract.

  • Guided Implementation #4 - Develop the deployment plan

  • Call #1: Develop the implementation plan.

  • Call #2: Finalize the plan.

  • Guided Implementation #5 - Implement and monitor success

  • Call #1: Review the initial project implementation.

  • Call #2: Monitor the RPMS.

Onsite Workshop

Module 1: Evaluate Your Current State

The Purpose

  • Understand your organization’s and environment’s current state.
  • Assess your needs and requirements.

Key Benefits Achieved

  • Understand where you are and where you want to go.
  • Document your business needs to incorporate them in your business case.

Activities: Outputs:
1.1 Assess your current state.
  • SWOT Analysis
  • Current State Assessment
1.2 Document challenges and opportunities.
  • Stakeholder Vision
1.3 Evaluate and document your technical requirements.
  • Baseline RPMS and project metrics and goals
  • Business requirements

Module 2: Complete the Business Case

The Purpose

  • Develop a business case that you will use to gain buy-in for your project.

Key Benefits Achieved

  • Increase project traction through a well-thought-out business case.
  • Gain a deeper understanding of your project’s ROI.
  • Solidify your KPIs.

Activities: Outputs:
2.1 Assess project financials.
  • Financial Analysis
2.2 Develop your success metrics.
  • List of KPIs
2.3 Complete your business case.
  • Business Case

Module 3: Develop Your RFP

The Purpose

  • Create an RFP for your RPMS solution.

Key Benefits Achieved

  • Maximize the number of RFP responses that are relevant to your project and organizational needs.
  • Improve the likelihood of selecting the right vendor and solution for your needs.

Activities: Outputs:
3.1 Develop an RFP.
  • RFP
3.2 Develop your RFP scoring methodology.
  • RFP Scoring Tool

Module 4: Build Your RPMS Deployment Plan

The Purpose

  • Create a strategy for deploying your RPMS solution.

Key Benefits Achieved

  • Increase the likelihood of an effective project rollout.
  • Reduce the probability of execution errors.
  • Have an actionable plan with concrete timelines for your rollout.
  • Drive organizational buy-in.
  • Effectively communicate your rollout.
  • Reduce employee stress associated with change management to increase productivity.

Activities: Outputs:
4.1 Develop your organizational change management (OCM) plan.
  • OCM Plan
4.2 Develop test and acceptance plans.
  • Test Plan
4.3 Identify implementation/conversion risks.
4.4 Build a timeline.
  • Implementation Plan

Workshop Icon Book Your Workshop

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 road map in place to complete your project successfully.

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