IGHealthRate Best Practices

Transcription

1 IGHealthRate Best Practices Welcome to IGHealthRate! As your organization begins using the IGHealthRate assessment tool, it is important to follow the AHIMA IGAdvisor s recommended best practices. Following these best practices will allow your organization to use the tool more efficiently and effectively, meanwhile leveraging as much benefit from the tool as you begin to develop and adhere to your Information Governance (IG) strategic plan. Your organization has already qualified for use of the IGHealthRate tool and therefore you have already achieved the first two recommendations of the AHIMA IGAdvisor s best practices. Now, it is time to leverage your qualified IG leader, executive sponsor, and other available resources to achieve the other recommended best practices. Preparing your organization for the IGHealthRate assessment There are a few steps that should be taken in preparation for the IGHealthRate assessment. These best practices will allow your organization to stay organized and include the right people during the process. 1. Establish a qualified IG leader A qualified IG leader must be identified to ensure the program s success, ensure accountability, and align IG responsibilities. The IG leader will facilitate the IGHealthRate assessment process and coordinate ongoing efforts that result from the IGHealthRate assessment and any other IG strategies. In addition, the IG leader will facilitate the ongoing IG oversight group, committee, or council meetings in order to determine next steps, plan guidance, establish work groups, and prioritize IG-related projects. This individual is responsible for seeking approvals and/or funding from the executive sponsor, tracking accomplishments, measuring success factors and reporting progress. The leader is responsible for making sure the work groups and IG oversight group, committee, or council are meeting deadlines, measuring success, and identifying new ways to improve the IG program. 2. Establish an executive sponsor IG initiatives require support from the top level of the organization as well as the organization s governing body. Executive sponsorship supports program initiation and its ongoing success. The executive sponsor understands how Information Governance can support the organization s strategic goals and how the IGHealthRate tool will help to achieve those goals. The executive sponsor will also ensure that proper funding and other resources are available for ongoing IG initiatives and projects. The executive sponsor ensures quick conflict resolution and serves as a mediator between stakeholders.

2 3. Identify appropriate stakeholders and schedule meetings for each competency discussion IG is an enterprise-wide initiative that requires the input and collaboration of a multi-disciplinary group of stakeholders from the various functional business units within the organization. It is important to include this broad range of stakeholders to discuss IG topics as a way to identify where gaps or areas of opportunity exist between the business units/departments. There may be differences in opinion in regard to some of the individual maturity markers; therefore it is imperative that respectful discussion and debate occur and that all opinions are incorporated into the level assigned to the individual maturity marker. Below is a list of the meetings that will need to be coordinated for the initial baseline assessment. Of note, there is time allocated for introducing information governance and reviewing the final results. These meetings are particularly important to help the workforce understand what IG is, what IG encompasses, individual roles and responsibilities within the IG program, the strategic direction of IG, the individual s role in the assessment process, and the current state of the organization s IG program. a) Introductory Presentation/Assessment Kick Off (1 hour) b) Enterprise Information Management (EIM) (1 hour) c) Data Governance (DG) (1 hour) d) Information Technology Governance (ITG) () e) Analytics () f) Privacy and Security (1 hour) g) Legal and Regulatory () h) Strategic Alignment () i) IG Structure () j) Awareness and Adherence () k) IG Performance () l) Review of IGHealthRate Results and Next Steps () The next page displays a list of recommended participants per competency. The IG leader should participate in all meetings.

3 Competency Participants Meeting Time IG Structure Executive Sponsor CMIO CIO or IT Director HIM Director Quality Management Strategic Alignment Executive Sponsor Enterprise Information Management CMIO CIO or IT Director HIM Director Quality Management CIO, COO or IT Director (total cost of ownership, architecture, business continuity, storage management, business intelligence) HIM Director (retention, disposition) CMIO Physician Practice Lead Business Unit Managers/Leads (HR, revenue cycle, contracting, supply chain, finance) Data Governance CIO / COO/ Data Governance lead Decision Support Business Intelligence Analytics IT Governance CIO / COO) Decision Support Business Intelligence Analytics Analytics Executive Sponsor IT Business Intelligence Analytics Privacy and Security Privacy and Security Officer or Team Legal and Regulatory Legal HIM Director Compliance Physician Practice Lead (if applicable) Awareness and Adherence IG Performance Executive Sponsor Compliance HIM Director Quality Management (mandatory reporting) Finance (regulatory response) Director Education/Chief Learning Officer Director HR CIO/ COO or IT Director HIM Director Quality Management 1 hour 1 hour 1 hour

4 The assessment process Now that the competency meetings have been coordinated and scheduled, and information governance has been introduced to the appropriate organizational stakeholders, it is time to discuss! Follow these best practices during the assessment for a more efficient process. 4. Standardize the assessment naming process Once you click Start New Assessment, you will be required to name the assessment. It is a best practice to standardize the assessment naming process so that IGHealthRate report users/viewers can quickly find the specific assessment at a later date. It is important to note whether the assessment is a baseline or not, as well as establish a standardized method for categorizing all other assessments. Of note, the assessment dates are automatically displayed below the assessment name and therefore the date does not need to be included in the assessment name. Examples of naming conventions include: ABC Health Baseline Assessment OR ABC Health Baseline Assessment #1 ABC Health 90 Day Assessment OR ABC Health Assessment #2 ABC Health 180 Day Assessment OR ABC Health Assessment #3 5. Set your baseline assessment IGHealthRate gives you the ability to set a baseline for your organization. Before you complete your baseline assessment, simply check the Make Baseline box below the competency pane as shown below.

5 The baseline assessment is used to compare progress against future or subsequent assessments as well as peer organizations. It is difficult to measure progress without a true depiction of where the organization began. Comparing progress against the baseline assessment score will demonstrate IG successes, increase motivation for the staff that are working on these IG initiatives, and establish new goals for the next assessment. 6. Use a common screen or projector to display the markers To ensure that everyone is discussing the same maturity markers, it is a best practice to use a common screen or projector during the assessment process. It also helps to eliminate multi-tasking on individual computers. The maturity markers will be the basis for the discussions and therefore it is essential that everyone is on the same page.

6 7. Use help text Each maturity marker has associated help text to guide your organization when determining the appropriate score. Simply hover over the maturity marker s name and help text will appear. 8. Select the appropriate maturity marker In an effort to get the most accurate depiction of an organization s current state of IG, it is important to understand the marker levels (1-5). Below are the 5 levels that each maturity marker is based upon: Level 1: At Risk This level indicates an environment where information governance concerns, requirements, and opportunities are not addressed at all, are addressed minimally, or are addressed in an ad hoc manner. Organizations that identify primarily with these descriptions should be concerned that their programs will not meet legal or regulatory scrutiny, may not effectively serve the business needs of the organization, and may impede patient care and service delivery. Level 2: Aware This level indicates that an organization is in the early stages of information governance. The approach is siloed at the business unit level. Organizations that identify primarily with these descriptions should be concerned that their programs will not meet legal or regulatory scrutiny, may not effectively serve the business needs of the organization, and may impede patient care and service delivery. There is also an increased risk for adverse outcomes and privacy breach. Level 3: Aspirational This level indicates a program where the essential requirements that must be addressed to meet the organization's legal, regulatory, and business requirements are present in basic form. This approach is characterized by defined policies and procedures and the implementation of processes specifically intended to improve information governance. Organizations that identify primarily with Level 3 descriptions still may be missing significant opportunities for streamlining business, improving the care experience, and controlling costs, but they have the key basic components of a sound program in place and are likely to be at least minimally compliant with legal, operational, and other responsibilities. Level 4: Aligned This level describes an organization that has established a proactive information governance program throughout its operations. Information governance issues and considerations are routinely integrated into business decisions. The organization is compliant with good practice and easily meets its legal and regulatory requirements. The organization that identifies primarily with these descriptions should begin to pursue the additional business and productivity benefits it could achieve by increasing enterprise-wide information availability, mining its information for a better understanding of patients' and consumers' needs, and otherwise transforming its organization through increased use of their information. Level 5: Actualized This level describes an organization that has integrated information governance into its overall infrastructure and business processes to such an extent that compliance with program requirements and legal, regulatory, and other responsibilities are routine. This organization has recognized that effective information governance plays a critical role in patient outcomes and consumer services and cost containment, competitive advantage, and patient and consumer service, and it has successfully implemented strategies and tools to achieve these gains on an integrated basis. This organization is a leader in building and sustaining vibrant, secure, and ensuring information is trustworthy and actionable across the medical ecosystem.

7 You may find it helpful to start your discussion at Level 3. Discuss the requirements under Level 3, and if the group agrees that all are met, move up to Level 4. Keep moving to the right until a requirement in whole or in part are not met. At that point, move back to the left and identify the level in which all requirements are met for the entire organization. The group discussions will help to facilitate which marker level should be selected. However, there may be a time where best practices will help your organization choose between two levels. For example: If your organization finds that you meet some but not all criteria in a particular level, it is best practice to select the lower of the two levels. Make a note of this in the Competency Notes box at the bottom of the screen so that your organization can quickly address the remaining criteria and move up to the next level. There may even be times when stakeholders have a difference in opinion regarding the appropriate marker level to assign. If an ongoing discussion does not help to determine which level to select, select the lower of the two levels. Make a note of this in the Competency Notes box at the bottom of the screen so that your organization can quickly address the remaining criteria and move up to the next level. The Competency Notes box under each competency can be used to document why you scored a particular marker as you did, or to list items that you need to follow up on. Please note that you have the option to print the assessment with or without the notes once the assessment is finalized. 9. Finalize the assessment Once all of the maturity markers have been assigned the appropriate level, it is time to get the assessment results. Select the Get Results button.

8 Selecting the Get Results button will finalize the assessment and take you directly to the results summary and dashboard. Please note that once you select the Get Results button, the assessment is final and cannot be re-opened or changed. If you wish to cancel the assessment, select the Cancel Assessment button in the bottom left corner of the assessment screen. You will receive the following warning after selecting the Cancel Assessment button: After the assessment and the ongoing progress Now that the assessment has been completed, it is time to review the results and dashboard summary to determine next steps and the strategic direction that the IG program will take. 10. Utilize the Coaching feature The ability to review results and assess your organization s current state is necessary to determine next steps and your strategic plan. The IGHealthRate tool takes this a step further and provides coaching for each competency and the individual maturity markers. The coaching feature was developed from industry best practices and was designed to guide an organization from one level to the next level of maturity

9 Simply click Coaching Detail to turn on the coaching functionality. To turn off the coaching view, click Hide Coaching View. 11. Print or save the assessment results You can also print the assessment results or save as a PDF by selecting Print This Competency or Print Full Assessment and choosing the appropriate printer options. To save as a PDF, change the destination to Save as PDF. If you would like to include all coaching details in the printed report, be sure that the coaching view is turned on. You can also choose to include any of the Competency Notes that were documented during the assessment process in the printed report. Simply fill in the circle next to Print Notes.

10 12. Reassess IGHealthRate should be used to reassess your organization s information governance program as projects are completed, or major accomplishments are achieved. It is a best practice to reassess every 90 days; however your organization may choose to reassess more frequently as progress is made. Completing and sharing reassessments with your stakeholders, will keep your program moving forward and your IG oversight group, committee, or council and work groups engaged. Many organizations will choose to only focus on one or two competencies as they begin moving forward with IG. On the home page assessments tab, use the Copy Assessment feature to quickly copy forward the most recent assessment and update only sections where your organization has made progress. To copy forward a previous assessment, you will choose the most recent assessment and click Copy Assessment. All previous information will be brought forward for updates. Name your assessment following the standardized convention noted in Best Practice #4. The system defaults to copying forward all of the competencies. Simply uncheck the ones that you do not want to copy forward and select the COPY button at the bottom of the page.

11 13. Develop and sustain the IG program Remember, IG is an ongoing and continuous process. Use IGHealthRate to engage stakeholders, assess current state, establish goals and start project work, implement change, document return on investment, reassess, and do it all again! Good luck on your Information Governance endeavors. AHIMA is here for your support and guidance. Contact Us Please send all questions to or your designated IGAdvisors contact. The IGAdvisors can assist your organization with the assessment, analysis, strategy, and program implementation to develop your IG roadmap and provide guidance and recommended next steps. Please contact for more information about the scope and pricing of the IGAdvisors consultative services.