Governance Body Meeting

Transcription

1 Governance Body Meeting Thursday, April 6 th, :00 PM 1:30 PM EDT

2 Governance Principles Transparency: Stakeholders will have visibility into the Governance Body s work and opportunities to provide input. Respect for Process: Governance Body members will adhere to an agreed upon decision-making process. Members will observe delineated and agreed upon roles and responsibilities. Outreach: The Governance Body can solicit opinions and presentations from stakeholders to inform its decisionmaking. Utility: The Governance Body will prioritize use of existing information technology standards and infrastructure as it pursues shared and realistic goals that benefit all parties. Representativeness: Governance Body members will represent their broader field and be responsive to the goals of the Digital Bridge partnership. Trust: Governance Body members will honor commitments made to the Digital Bridge effort.

3 Agenda Time Agenda Item 12:00 PM Call to Order Vivian Singletary, Chair Alt Purpose 12:05 PM Agenda Review and Approval Vivian Singletary 1. Describe project phase 3 progress 2. Describe and discuss adjustments to the 12:10 PM Digital Bridge Initiative Progress (10 min) ecr site implementation timeline 1. Project Status Jim Jellison, PHII 2. Communications Jessica Cook, PH 3. Charge workgroups for governance matters that regard implementation, strategy and evaluation. Materials and Preparation Governance Body decision-making procedure For approval: A. Charge: ecr Implementation Task Force B. Charge: Strategy Workgroup C. Charge: Evaluation Committee [pending] For discussion: A. Adjusted Digital Bridge ecr implementation timeline 12:20 PM Digital Bridge ecr Implementation 1. Update: Site capacities for implementation 2. Adjustments to implementation timeline 3. ecr module development efforts 12:40 PM Phase 3 Digital Bridge Workgroups: Charges and formation 1. ecr Implementation Task Force Rob Brown 2. Strategy Workgroup Alana Cheeks-Lomax 3. Evaluation Committee Charlie Ishikawa 12:55 PM May Greenhouse Meeting Alana Cheeks-Lomax 1:00 PM Adjournment Vivian Singletary

4 Digital Bridge Initiative Progress

5 ecr Project Timeline 2016 Q Q Q Q Q Q4 Governance Coordinate Workgroups (WGs) and Engage Stakeholders Requirements WG Technical Arch WG Legal WG Ongoing Curation of Functional Requirements 2018 and beyond Evolve, Extend Information Exchange Capabilities Charter Communications Plan Identify New Use Cases Refine Charter Develop Project Plan Bus. Process Matrix Task Flow Diagram & Requirements Statements Technical Arch Diagram Site Application/Criteria Defined Preliminary Sustainability Plan Measure Success Sustainability Plan Assessment of ecr Implementation Narrative Description & Trigger Sequence Diagram Sustainability WG Implementation Task Force Strategy Working Group Techno-Legal Tiger Team Model BAAs, DUAs Recommendations Evaluation Committee ecr Implementations Functional Requirements Refined Evaluation Report Document Lessons Learned Sites Selected Declare MU ecr Readiness Onboard ecrs MU ongoing production Ongoing Submission of ECRs REV 3/6/17

6 Workgroup Activities (2017) Implementation task force: oversees ecr implementation and determines if sites have met the reportable conditions business requirements. Evaluation committee: assesses resources needed for nationwide expansion and measures outcomes of the project to recommend improvements. Techno-legal tiger team: identifies and defines alternative technical and legal approaches to ecr and advises the legal SME in work. Strategy workgroup: devises strategic goals and objectives on the future of Digital Bridge and its services and recommends strategies.

7 Digital Bridge Communications Jessica Cook

8 ecr Webinar on March 24 Communications efforts: 331 registrants 192 attendees 44 survey respondents Audience breakdown: 50% state public health 15% local public health 11% HIT and health care delivery Varied understanding of ecr

9 ecr Webinar Survey Responses Is your organization currently using ecr technologies? 40% planning or considering it 25% said no What would aid your organization in building capacity for ecr implementation? 87% said funding 66% said technical guidance 44% said training Was the webinar useful? 95% said yes Some would like more technical details (e.g., sharing the RCKMS tool, how public health will consume case reports into their surveillance systems, etc.)

10 Upcoming Events Health Datapalooza, April 28, Washington D.C. CSTE Annual Conference, June 4-8, Boise NACCHO Annual Conference, July 11-13, Pittsburgh Please complete the speaker log (Google sheet) Updated fact sheet, talking points and presentation slides are in BaseCamp. Contact Jessica Cook if you have questions.

11 Digital Bridge ecr Implementation Rob Brown and Benson Chang

12 Session Objectives 1. Update Governance Body on implementation planning 2. Describe and discuss adjustments to the ecr site implementation timeline

13 Initial Preparation and Logistics for Sites PMO Integration Lead: Rob Brown (Deloitte) Site readiness calls Conducted follow-up calls with sites to introduce Digital Bridge technical partners and provide sites an opportunity to ask any questions Sites completed a questionnaire about site readiness in preparation for implementation Basecamp Maintain Basecamp for the use of standard activities with sites (i.e., agenda, meeting minutes, document collaboration and storage, etc.) Track and document progress of implementation sites SharePoint Store de-identified test data Additional preparation in the coming weeks Site kick-off calls, onboarding guide, and APHL and CSTE coordination calls

14 Initial Site Coordination Calls The PMO held follow-up coordination calls 3/20 4/3 with each of the sites: Public Health Agency Health Care Provider EHR Vendor California UC Davis Epic Houston Houston Methodist Epic Kansas Lawrence Memorial Hospital Cerner Massachusetts Partners HealthCare Epic Michigan McLaren Health Center NetSmart (HIE-MiHIN) New York Institute of Family Health Epic Utah Intermountain Healthcare Cerner

15 Continued Site Implementation Calls Summary The PMO had a second round of 30-minute calls with each site to address the following: Introducing APHL and CSTE to sites Reviewing additional site readiness questions from APHL and CSTE with each site Reviewing new phased approach being proposed to the Digital Bridge Governance Body on April 6 Outlining the basic timeline for implementation being tentatively April September 2017 and asking if there were any schedule blockers during that timeframe for each site Providing preliminary information on the Technical Implementation Task Force plans for coordinating implementation activities as well as operational collaboration tools (i.e., Basecamp for document repository/meeting collaboration, SharePoint for de-identified test data repository) Answering any questions the sites may have

16 Initial Site Implementation Calls Findings The PMO gathered the following overall findings from calls: Vendor support for payload of eicr (either 1.0 or 1.1) during the proposed Digital Bridge implementation timeframe (April September 2017) varies Michigan has plans to implement eicr fully during the Digital Bridge implementation Other sites suggested to use another CDA document (i.e., Transitions of Care) in place of an eicr until eicr support is fully built into their products Limited commitment to implement optional reportability response requirements Michigan plans to implement the requirements Houston has interest but working through vendor support

17 Initial Site Implementation Calls Findings (cont.) Several sites asked for clarification of plans from test to production case report exchange Several sites asked for more specific legal and policy guidance on data sharing agreements One site (New York City) asked about the possibility of testing reportable conditions beyond the five specific for the Digital Bridge test implementations Several sites have calendar and operational considerations they would like taken into account in phasing assignments: Kansas and Utah suggested they be assigned to the same phase due to sharing a vendor (Cerner) and collaborating on many other surveillance projects Kansas requested they finish their implementation by July 1 Massachusetts requested they be scheduled for July-August due to other system go-lives earlier in the summer

18 ecr Implementation Sites Potential Phasing For Approval Wave 1 (tentatively April September 2017) Michigan, Kansas, Utah Draft detailed timeline can be found: Wave 2 (tentatively September TBD 2017/2018) Houston, Massachusetts, New York, California Detailed timeline for Wave 2 - TBD

19 ecr Implementation Sites Suggested Phasing Rationale Wave 1 Michigan is currently prepared and willing to implement all requirements for the Digital Bridge, including eicr and reportability response Considers Kansas and Utah requests that they be phased together and Kansas request to be done by July 2017 Synergies from Kansas and Utah sites having common vendor (Cerner) Draft implementation timeline from APHL/CSTE is as realistic and aggressive as possible and resulted in new end date for Wave 1 Draft implementation timeline takes into account APHL and CSTE work on infrastructure changes and plans for scaling to handle hundreds of sites and millions of transactions Wave 2 Synergies from sites having common vendor (Epic) Wave 2 start date may shift out if unforeseen issues shift out Wave 1 timeline Additional discussions with Epic and sites are needed before end date for Phase 2 can be proposed

20 Adjusted Digital Bridge ecr Implementation Timeline Revised 3/31/2017

21 Objectives for ecr Implementation At least one site will demonstrate ecr capacity during implementations with the remaining sites having the ability to accomplish EHR implements all codes in Reportable Condition Trigger Codes (RCTC) 2. EHR has capability to update triggers 3. EHR can generate an eicr (1.1) for all conditions, based on all types of triggers 4. EHR is able to send eicr to APHL Informatics Messaging Services (AIMS) Platform 5. AIMS is able to invoke CSTE s Reportable Conditions Knowledge Management System (RCKMS) 6. RCKMS is able to evaluate eicr 1.1 and provide determination of reportability 7. AIMS is able to route Reportability Response (RR) to HC partner 8. AIMS is able to route eicr 1.1 and RR to appropriate PH jurisdiction(s) 9. PHA consumes eicr report and stores report information into surveillance system 10. EHR is able to move forward with the initial implementation in place to a production implementation 11. PH jurisdiction is able to move forward with the initial implementation in place to a production implementation

22 Phase 3 Digital Bridge Workgroups: Charges and formation

23 Session Objectives Review, approve and form Digital Bridge Workgroups 1. ecr Implementation Task Force 2. Strategy Workgroup 3. Evaluation Committee

24 Charge: ecr Implementation Taskforce For Approval Recommended Charge Oversight and coordination of technical implementation of the Digital Bridge ecr approach during project phase 3. Recommended Deliverables 1. Digital Bridge ecr implementation plan 2. ecr onboarding document for public health agencies 3. ecr onboarding document for health care providers 4. ecr implementation/configuration guide for EHR vendors 5. Implementation site communication plan 6. Updated Digital Bridge Technical Architecture Diagram (as required) 7. Test management plan 8. Updated Digital Bridge requirements (as required) 9. Implementation Architecture Diagram Recommended Membership Comprised of appointees made by DB Governance Body and implementation site representatives 1 primary, 1 secondary, 3 observers Recommended Co-Chairs Laura Conn CDC (Co-chair) Kirsten Hagemann Cerner (Co-chair)

25 Charge: Strategy Workgroup Recommended Charge The Digital Bridge Strategy Workgroup is charged with identifying and defining strategic goals and objectives for Digital Bridge, as well as devising and recommending strategies for long-term sustainability. For Approval Recommended Membership Comprised of members from the DB Governance Body and previous members from the phase 2 sustainability workgroup Max size: 10 people Recommended Deliverables Digital Bridge Roadmap Roadmap showcases the big picture plan for Digital Bridge moving beyond ecr to communicate strategy for achieving the partnership s mission and vision Digital Bridge Sustainability Plan Plan will address the Digital Bridge 2-5 year operating model, governance structure and funding model to form a basis for a formalized and more permanent partnership. ecr Sustainability Plan Plan will address the future sustainability of ecr to inform public and private decisions regarding policy, strategic planning, and infrastructure and technology investments. Recommended Co-Chairs 2-3 co-chairs for the workgroup - potentially a chair from each stakeholder group (i.e., vendor, provider, PHA) What are we looking for in co-chairs? Must have adequate time to commit to the workgroup (approximately 5-10 hours/week) Workgroup meetings Greenhouse Meeting Previous knowledge of the Digital Bridge effort Previous knowledge of electronic case reporting Knowledgeable about sustainability and previous ecr sustainability efforts

26 Draft Timeline: Digital Bridge Strategy Working Group Form Working Group Early April 2017 Plan Roadmap Session April - May 2017 Greenhouse Meeting Late-May 2017 Finalize Roadmap June 2017 Produce Deliverables #2 and #3 Aug - Dec 2017

27 Charge: Evaluation Committee Recommended Charge The Digital Bridge Evaluation Committee is charged with overseeing, coordinating and advising evaluations of the Digital Bridge ecr approach (evaluation activities) to be implemented during project phase 3 (March 2017 February 2018). Recommended Deliverables Evaluation plan Evaluation tools Interim evaluation results Final evaluation report For Approval Recommended Membership Comprised of appointees made by DB Governance Body and implementation site representatives 1 primary, 1 secondary, 3 observers Staffing MITRE will be responsible for coordinating meetings, creating meeting agendas/ minutes at the guidance of evaluators, and with input from Committee members, tracking issues, risks, and action items. Recommended Chair 1 chair for the workgroup Chair should: Have adequate time to commit to the workgroup Experience in evaluation work

28 Charge Discussion, Approval and Workgroup Formation Oversee and coordinate technical implementation of the Digital Bridge electronic case reporting (ecr) approach during project phase 3. Oversee, coordinate and advise evaluation activities of the Digital Bridge electronic case reporting (ecr) approach to be implemented during phase 3. Identify and define strategic goals and objectives for Digital Bridge, as well as devise and recommend strategies for long term sustainability. Identify and define alternative technical and legal approaches to ecr, and advise legal SME/team in work

29 May Greenhouse Meeting Alana Cheeks-Lomax

30 Greenhouse Updates Deloitte will host its second Greenhouse on May 24 th and 25 th in Atlanta Adaptive challenge Key stakeholders in the digital health care and public health communities came together a year ago and agreed upon a vision for digital health data exchange and a pilot for electronic case reporting to improve the health and security of the nation. This group seeks to reconvene to celebrate success achieved to date and identify what is necessary for long-term operational and financial sustainability of the effort. Desired outcomes - Reaffirm the vision for the future state of bi-directional information exchange and reinvigorate commitment to move forward quickly - Gain a shared understanding of what has been achieved to date, what is working and what is not - Define the value proposition for a sustainable Digital Bridge effort and agree on what is required for long-term financial and operational sustainability - Commit to next steps over the next months - Reaffirm and expand the guiding principles for Digital Bridge governance and membership - Establish agreement on the development of the next strategic use cases for Digital Bridge Anchored by the above, we will design a Greenhouse Experience geared toward answering the following challenge question: How will we ensure the long-term sustainability of the Digital Bridge?

31 Greenhouse Updates: Lab Design ACT I Our Current State Reaffirm the vision for the future state of bi-directional information exchange and reinvigorate commitment to move forward quickly Gain a shared understanding of what has been achieved to date, what is working and not ACT II What Success Looks Like: Phase III and Sustainability: ecr and Beyond Explore and align on what will be required for phase 3 success Gain inspiration from successful public-private partnerships outside of public health Explore and align on what will be required for long-term Digital Bridge sustainability Craft a value proposition for sustaining this partnership in order to effectively communicate with key stakeholders ACT III How We Move Forward Develop next steps over the next months for all parties Discuss potential hurdles and mitigation tactics Wrap up and celebrate the progress that has been made

32 Greenhouse Updates: Logistics Planning: The Deloitte team has been meeting internally with the Greenhouse team to convene planning for this in-person session. Determining Greenhouse outcomes and objectives Developing meeting agenda and meeting sessions Logistics: Hotels (room blocks), catering, meeting space and technology Additional in-person planning sessions over the course of the next 6 weeks Attendees: Representatives from all DB stakeholder groups providers, vendors and PHAs Aiming to host between attendees (still confirming final attendee list) Next Steps: Send official meeting invitations Confirm final attendee list Confirm attendee travel and lodging Finalize meeting agenda and Greenhouse sessions

33 Decisions & Actions Next meeting Thursday, May 1, 2017 at 12:00 1:30 PM EDT