RFID Vendor Collaboration and Meeting the Needs of Your Clients

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2 RFID Vendor Collaboration and Meeting the Needs of Your Clients By Raymond Lowe Providence Health and Services IS Director Saint Joseph Medical Center Ca Regional Director IS Operations

3 Today s Presentation About Providence Health and Services Organizational Strategy Vendor Strategy Governance Project Scope Subcontractor Selection On Going Support and Maintenance Examples RTLS Conclusion

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8 Organizational Strategy Every healthcare organization has a strategic plan that involves business or clinical input support by Information systems and various vendors Given the HiTech stimulus funding and ARRA meaningful use criteria, many healthcare systems are reviewing their ability to meet and obtain the funding. Hospital EMR System Physician Connectivity Models Web Portals PACs applications Infrastructure expansion (switches, network, pcs, etc) We are not looking to build systems. That s not our core business. Our business is taking care of patients.

9 Vendor Strategy Learn your customer s strategy and look for other corporate partnerships. Organizations are looking for integrators and one stop shops providing value. Who is your advocate? What are the competing projects? What are the strategic goals? What is the IT strategy and priorities? How does your project align with organizational goals?

10 Governance Every organization has some type of governance structure Understand how clinical systems and financial review for capital purchases are reviewed. Understand project requirements (Reporting, Approval) Is there a client project management office (PMO)? What are the client PMO expectations?

11 Example of Client Governance Model

12 Factors for Project Evaluations Clearly defined scope, deliverables and timelines Business Associates Agreements are in place Information Technology Checklist/requirements verified Security Plan and encryption Requirements clearly understood and documented Defined support model

13 Project Scope Considerations Infrastructure Most vendors have requirements for their system, e.g. hardware, operating system, etc What most vendor s don t consider: Compatibility with clients existing computing standards Does the client have the ability to integrate successfully? Do you have the ability to augment the services? Security and HIPPA compliance Identification of potential gaps

14 Project Scope Subcontractor Selection During the sale cycle vendors show multiple integrators Are you knowledgeable of the relationship / interdependencies? Have these been documented? Do you know their ability to deliver? Have you vetted their subsystem requirements? Benefits: Cost management, interfaces, gaps minimize impact to client for scope increase in $, schedule, resources.

15 Ongoing Support and Maintenance Include support and operating cost in the contract Clearly define escalation processes and dependencies between subsystems Establish and publish triage process Define client furnished support, e.g. specialized system administrator Consider the entire system environment hardware, OS, Application, monitoring Is support 24x7? Onsite/remote monitoring

16 Complex System and Vendors

17 RFID & RTLS Multiple Location Technologies Combined Passive RFID Reader Module WLAN Active Tag or WLAN computer provide real time location Zigbee Active Tag provide real time location Passive RFID Reader embedded in cart Passive RFID tags on patients, caregivers, medication Mobile unit is tracked using RTLS Passive RFID Reader embedded in mobile unit identifies patient, caregiver, medication and their location is inferred

18 Integration of Active and Passive RFID Passive RFID card issued to patient Use Wi-Fi network or zigbee g network Define Passive RFID Choke points Integrate with hospital Information Systems Desktop Messaging Nurse Call notification Phone Systems Utilize Active RFID Tracking for asset Management Aggregate Data

19 Real-time Location Systems (RTLS) Where RFID tags are read as they pass fixed points in a structured process, RTLS tags are read automatically and continuously, independent of the process that moves the tags With RTLS, no intervention or controlled process is needed to determine asset location Also now commonly referred to as Enterprise Awareness, Location and Condition Sensing, Enterprise Visibility Common technologies include Wi-Fi (802.11), ZigBee ( ), Infrared, Ultrasound Most common RTLS applications include: Asset tracking/management: RTLS tags communicate wirelessly with infrastructure throughout the enterprise Personnel tracking: On-site personnel tracking systems often use RTLS technology, such as RTLS-enabled badges.

20 WHAT to Consider During Enterprise Awareness Adoption 1. What is Adequate Coverage? 2. What Level Of Accuracy Do We Really Need? 3. What is Practical Deployment and Respective Maintenance? 4. What Does Interoperability Really Mean? 5. What is Considered Low Risk? 5 Critical Success Factors

21 Integrated RTLS Coverage: ZigBee Mesh Networking

22 Vendor Example

23 Conclusion Understand organizational governance Be able to articulate and accurately scope what interoperability will be needed Indentify areas of integration with healthcare system Be ready to provide consulting services. Put yourself in the Client s shoes and ask what questions would I have

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