ACCMA EMR PRACTICAL GUIDANCE SEMINAR CHOOSING AN EMR and MEANINGFUL USE. April 1 st and 2nd, Presented for ACCMA by David A.

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1 ACCMA EMR PRACTICAL GUIDANCE SEMINAR CHOOSING AN EMR and MEANINGFUL USE April 1 st and 2nd, 2011 Presented for ACCMA by David A. Ginsberg Agenda Preparation Steps Selection Tips Evaluation forms Questions and danswers Copyright PrivaPlan and Associates, Inc

2 Selecting an EMR There are actually several stages to a successful selection andimplementation Our guidance has not varied since our first ACCMA seminars several years ago First steps are preparation Readiness Assessment Needs Assessment Workflow analysis Success tips These help guide your understanding as to whether it is time to go forward, what key features you need and so forth For example if you have competing corporate priorities like a merger, office relocation, or change over in key staff you should consider a delay Remember you can wait! Copyright PrivaPlan and Associates, Inc

3 Success Tips Getting all your staff together on the selection and Process and Evaluation tools The scenario driven demonstration How to have an effective hands on demonstration Making the final cut and decision Negotiating the agreement key points especially in light of the HITECH Act and incentive funding Negotiating an effective implementation and training Timeline Regional Extension Center help Success Tips Don t make the mistake your peers have made Involve all staff! The EHR ultimately is used by everyone! If you have a computer guy get them involved early toothey may know of current gaps to be remediated Involve staff in the needs, readiness and workflow assessments Involve all the staff in the evaluations Copyright PrivaPlan and Associates, Inc

4 Once you are ready to select Remember the value of a scenario driven review Look at key features that you will do repeatedly and that replace your key workflows: Order Entry Assessment and Plan Looking up labs and other reports Selecting an EMR If you are a primary care physician, CALHIPSO has resources for you Use evaluation forms We have some for your review and use today Copyright PrivaPlan and Associates, Inc

5 Evaluation Tips Do you need an evaluation tool? The answer is yes if you plan on looking at more than one system And you should look at more than one system What does an evaluation tool do? It lists key features and your ranking of how well they work so you have a standardized way to compare Remember billing, scheduling, clinical notes, decision support, eprescribing, user interface, how easy the system appears to work, multiple ways to enter a note, company strength and so forth Evaluation Tips How many vendors should you look at? We find that more than four or five creates confusion and they blend together Three is optimal How do you get to this list? You can use peer references, the CMA HIT list, a consultant or ask us! In some cases and if you belong to an IPA they will have a preferred list Often it is a matter of matching the vendor to your needs Copyright PrivaPlan and Associates, Inc

6 Evaluation Tips Start with web based demonstrations Narrow your selection to two vendors if possible after that Schedule an on site demo and book physician/provider time! Ask the vendor to bring a tablet PC and be prepared to support a hands on demo Schedule at least one hour for your physicians and providers to use the system you y can do teams (for example back office staff and their physician) Get right into using the system no need for the vendor to brag about how great they are Select two or three common patient scenarios and use those Evaluation Tips After the hands on presentations ask the vendors for a formal proposal You can use an RFP or just a short needs list which the vendor can integrate after their visit Bring the stakeholders together and determine if you are ready to make a decision, need another demonstration or want to see another vendor There is nothing wrong with taking your time or delaying the process this is the biggest decision a practice will make! Copyright PrivaPlan and Associates, Inc

7 Selection Tips Use the evaluation tools, compare pricing and make a decision Then request a thorough implementation plan with dates be sure to coordinate those dates with existing vacations, busy times for the practice and so forth Vendors are getting busy too so be sure the plan is realistic Selection and Agreement Tips There are some new key provisions The Vendor must commit to certification that meets the Medicare/Medicaid Incentive Rule standards not just those currently in place The Vendor must commit to functionality sufficient for you to meet meaningful use The Vendor must commit to financial penalties if they fail to meet these Copyright PrivaPlan and Associates, Inc

8 Selection and Agreement Tips The Vendor must commit to HIPAA standards and especially to accept the CMA/PrivaPlan Business Associate Agreement Commitment to participation in health information exchanges, no charge interfaces to popular reference labs and so forth Negotiation Tips The Vendor must also commit to penalties if they miss their implementation deadlines And of course push for the best price possible! Remember to factor in enough training more than the vendor usually suggests We like to have a 30 day, 90 day and 6 month follow up (on site) tune up! Copyright PrivaPlan and Associates, Inc

9 Contact information David Ginsberg i Q & A Individual Questions? Copyright PrivaPlan and Associates, Inc