HIM 220 Final Project Template (2)

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Mechanical Engineering

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Apr 3, 2024

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Running head: IMPLEMENTATION OF NEW EHR 1 Implementation of new EHR PuTTY Shanice McMichael Southern New Hampshire University

IMPLEMENTATION OF NEW EHR 2 This document was written for the purpose of reviewing the selection of a new EHR application for healthcare organization alpha. This document will give key details of the services that Alpha offers and discuss policies and procedures. This document will also offer the best solution that Alpha should use when choosing its new EHR system and its applications. Analysis: Organizational Overview: Organization and Services Healthcare organization Alpha is a 150-bed hospital with 5 designated intensive care beds. The emergency department is a designated level 3 trauma center. There are designated areas for outpatient surgery, orthopedic surgery, women’s health, pediatrics, and cardiology. Alpha hospital offers auxiliary services that include 5 family practice clinics, 2 internal medicine clinics, a cardiology clinic, a neurology clinic, an orthopedic and sports medicine clinic, an eye care clinic, a women’s health clinic, and a pediatric clinic. Alpha also offers outpatient rehabilitation services and a community wellness program. Analysis: Organizational Overview: Stakeholders The key stakeholders that need to be a part of the escalation process are the healthcare professionals, the IT department, and the physicians. They will be the most affected by selecting a new EHR. The healthcare professionals are the ones who will have to utilize the new EHR system and train others to do so. The IT department has to setup the new EHR system, making sure it is secure and ready for the go live date. The patient’s information must remain secure and uncompromised and also the patient’s still have to be tended to during the new EHR rollout. Design: Applications: Health Informatics Health informatic applications should provide a sense of ease, protection, and reliability for the patient as well as the healthcare staff. Florence states that the main objective of an EHR is to manage the information that the staff needs to do their work efficiently and effectively.

IMPLEMENTATION OF NEW EHR 3 (Florence, 2016) That being said, an EHR should simplify tasks such as registering and scheduling patients and verifying insurance. An EHR should provide a communication bridge between healthcare professionals and support staff. Design: Applications: Requirements There are certain requirements that an EHR must adhere to. An EHR must be HIPAA Compliant. This means that access control measures that need to be used, such as passwords. This ensures that only authorized personnel will be able to access the EHR. The EHR must be able to be used by all departments of Alpha and its auxiliary services and its affiliates. Florence states the EHR must provide patient support, clinical support, decision-making support, results management, and order entry and support. (Florence, 2016) This will ensure that all department’s auxiliaries and affiliates will be able to utilize the EHR. Design: Applications: Scope These applications will provide stability and time management tools that will allow healthcare professionals to not only be efficient in their duties but in a timely manner. For instance, having an EHR that can verify insurance is pertinent to this organization. Instead of having to call and verify insurance, being able to look it up is much faster and provides a great point of quality to the patient. An HER also inclusive with patient access portals, which allow patients to be reminded of important appointments or set up their own appointments online. Thus, reducing time to have to call and complete these tasks. Decision support tools also help because they can help identify patients for certain clinical trials or connect them to community programs and support groups. Design: Applications: Data

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IMPLEMENTATION OF NEW EHR 4 Certain secondary data needs to be part of the EHR to maintain quality of care and service and many other reasons. For instance, insurance needs to be part of the EHR to be able to be verified, to create claims, and to receive approvals for procedures, etc. The EHR needs to be connected to the national registries to be able to connect patients to those organizations and maintain awareness of their effectiveness on the patients. Having access to this secondary data lets us know what is working and what needs to be improved. Design: Applications: Health Information Exchange The different applications in the EHR will help support the HIE. Different departments and service areas will use the EHR to access data as needed. Sometimes a certain department of the HIE needs to connect to another department’s data. The EHR provides one database tha centralizes all this data. For instance, if a patient receives a diagnosis from a lab test that was given by their primary care physician, the physician may send the patient to see a specialist. The lab results are able to be accessed by the physician and the specialist from the EHR. The EHR will also allow the patient to view their own health data in the patient portal and will allow the physicians to send the patient’s prescriptions to the pharmacy. Design: Applications: Security Security features are important for the EHR. A security feature that needs to be used is having access control measures such as password access and security tokens. These provide access to specific users in a specific database. This protects the information from theft and scammers. Encryption keys need to be in place so that information that is stored or transmitted through a network is altered into unreadable text. Firewalls need to be in place to add that extra layer of security, to keep scammers out, and to make sure the health data is not stolen nor compromised. The applications within the EHR also offer security within themselves. Whenever

IMPLEMENTATION OF NEW EHR 5 an action is done, it is recorded and documented which lets administrators know who accessed the application, when, and what was done. Design: Applications: Disaster and Recovery Planning Applications must also consider security features in place in case of a disaster and as well as a recovery method. For instance, in case of a fire, flood, etc., the application must be able to keep the data securely stored and easily recovered. The best way to do this is to have a backup network or use a cloud-based application. This allows user to be able to access patient’s information to be accessed from another location that damage was not done to. This ensures that the patient’s information is not lost or damaged and is still available to continue services and care. Design: Applications: Computer-Assisted Coding A computer-assisted coding application is mandatory. AHIMA states that computer- assisted coding uses a natural-language processing engine to scan medical documentation in the EHR. (AHIMA, 2022) AHIMA goes on to say that a computer-assisted coding application identifies key terminology and suggests codes for specific treatments and services. (AHIMA, 2022) They are also reviewed by a human coder for accuracy. The human coder analyzes the CAC application to determine if the context the key words are being used in require coding. (AHIMA, 2022) Design: Applications: Capabilities A computer-assisted coding application is pertinent to an EHR. A computer-assisted coding application will provide accuracy to medical data and contribute to the organization complying with legal standards. A CAC application also relieves a company of a financial

IMPLEMENTATION OF NEW EHR 6 burden such as billing purposes. A CAC application offers a solution to codes being reviewed or billed in a timely manner. Thus, making the EHR more productive. Design: EHR Selection: EHR Identifies the certified EHR chosen for this organization and justifies why the EHR will best suit the organization’s needs The EHR that I selected is PuTTY Health v2.0. PuTTY is a secure and complete healthcare system that offers Ambulatory EMR and telemedicine services. PuTTY comes with applications that will support the auxiliary services of the organization. PuTTY is also certified by Certified Health IT. PuTTY does not have any compliance activities. Design: EHR Selection: CMS Regulations This EHR application is HIPAA compliant and meets CMS regulations. This EHR is equipped with automatic logoff controls and encryption mechanisms. This tells us that there is a few protection applications set in place and that security measures are taken while using this EHR system. This ensures that the EHR has applications to maintain privacy and stay in compliance within the database. Design: EHR Selection: Type of EHR This EHR system is equipped with applications to address the services and extensions that this organization offers. This EHR is equipped with clinical decision support and electronic prescribing to help assist and support our physicians and clinical staff. PuTTY is equipped with a computerized order entry application along with an application for vital signs. These applications are vital to this organization and pertinent to its individual needs such as being a Level III Trauma Center. Design: EHR Selection: Patient-Centered Technology

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IMPLEMENTATION OF NEW EHR 7 PuTTY also has applications centered around patients. PuTTY has applications such as patient reminders and patient specific educational resources to assist that patient. This EHR also offers electronic discharge summaries which makes it easier and more convenient for the patient to have. Other applications to support patients such as public health surveillance are also a part of this EHR. Design: EHR Selection: Peripherals PuTTY is a cloud-based database which means that the database is downloaded from the internet and worked on from there. I would recommend selecting computers with hard drives, mice, and keyboards. I also recommend having printers and scanners available. Laptops may have to be issued to physicians or certified staff who may have to reach patients remotely and perform telehealth services. Workstations on wheels would be prevalent to hospital services for room-to-room treatment and care. Implementation: Data Entry Data entry will be documented by staff and entered into the EHR. Some applications allow for scanning to be uploaded directly to the EHR such as vitals and lab reports. The EHR will allow certain changes to be made to specific applications such as updating orders and entering medication prescriptions. The EHR will also follow the patient throughout the expansion of the medical group where healthcare professionals will be able to see what was going on with the patient. A time stamp will be created every time someone logs in to use the EHR as well as any changes or documentations. Implementation: Testing I would recommend integration testing for the new EHR for about 6 weeks before the actual go live date. Integration testing is recommended because of the individual applications

IMPLEMENTATION OF NEW EHR 8 that the database includes. I also recommend working side-by-side with the old and new EHR for a few weeks after the go live date. This is to ensure that nothing gets lost or damage during the conversion period. This step will also allow staff to see and recommended what needs to be added and updated. This also allows room to see if anything is missing that is pertinent to job functions. I recommend have an IT staff in house and remote to be able to tackle any bugs or issues that may occur. I also recommend application testing for each application to ensure they are functioning properly. Implementation: Education and Training I recommend each department to have a training class on the new EHR. I recommend a 6- week training to go over all of the applications that the EHR has to offer and to make sure they are working properly. I recommend having departmental training as well as role-based training (physicians, nurses, etc.) I recommend doing mock scenarios to make sure it is functioning properly. I recommend running a training program that is computer based, since this is an EHR, but alongside a physical trainer as well. Possibly the creators of the EHR have technicians and other personnel that could come out and train the staff on how to use the EHR. I also recommend having a database set up where employees can go to review materials if need be once training is over.

IMPLEMENTATION OF NEW EHR 9 References Florence, O. (2016). Current Roles and Applications of Electronic Health Record in the Healthcare System . International Journal of Medical Research and Health Sciences. https://www.ijmrhs.com/medical-research/current-roles-and-applications-of-electronic-health- record-in-the-healthcare-system.pdf AHIMA. (2022). Truth about Computer-Assisted Coding: A Consultant, HIM Professional, and Vendor Weigh in on the Real CAC Impact. AHIMA. https://library.ahima.org/doc? oid=106663#.Y82ss3bMK3A

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