Tool 7.2: Oregon Community Health Information Network Electronic Medical Record (EMR) Implementation and Planning Tool

 

6 Months Prior

Leadership & CIT (Clinic Implementation Team) Engagement

6 Months Prior

Engagement: Work Processes

CIT Meets Monthly

4 Months Prior

Communication Logistics, Work Flows

CIT Meets Bi-Monthly

3 Months Prior

Communication, Readiness

CIT Meets Bi-Weekly

2 Months Prior

Communication, Hardware

 CIT Meets Weekly

·     Understand Clinic Implementation Team activities from now until post rollout

·     Orient Clinic leadership to clinic rollout toolkit

·     Orient Clinic leadership to EMR features to be rolled out

·     Identify patients of the Clinic implementation team for the site

·     Acquire leadership commitment

·     Conduct initial site readiness survey

·     Develop communications plan

·     Conduct walkthrough for workstations and printers

·     Conduct first Implementation Team meeting: clarify roles, responsibilities, assignments, meeting schedule

·     Schedule CIT visit to ‘Buddy Clinic’ if appropriate

·     Review ambulatory workflows, identify changes and process for agreement

·     Complete 5 month site readiness survey

·     Implement communication plan-initial demo lunch sessions

·     Identify training, support work places

·     Understand the training approach: communicate and discuss with staff/clinicians

·     Schedule staff and clinicians for training

·     Design and amend workflows

·     Site support assigned: present at the clinic

·     Complete the 4 month readiness survey

·     Understand the patient communication plan

·     Complete lunch demos

·     Hardware installation plan finalized; hardware ordered for 60 days prior

·     Implementation team meets weekly

·     Vacation time/off guidelines discussed with staff/MDs

·     Complete the 3 month readiness survey and the 90 day checklist

·     Staff, clinician and locum schedules for training and support finalized

·     All clinic meeting and live demo, workflows

·     Identification of physician and staff champions

·     Engage medical records staff plan for transitions

·     Hardware installation including exam room computers

·     Finalize and lock into place the training schedule and locum schedule

·     Conduct operational workflow meetings with all teams

·     Complete 2 month readiness survey and 60 day checklist

·     Identify locum offices if appropriate

·     Conduct exam room computing training

·     Implementation team meets weekly, second ‘buddy’ visit

·     Clinic communication plan

·     Clinic leadership support

·     Map for WS and printers

·     Communications Plan

·     Complete 6 month readiness survey

·     Implementation Team ID’d

·     List of all providers/staff

·     Visit to ‘Buddy Clinic’

·     Implementation minutes and assignments

·     5 month readiness survey

·     Agreed upon workflows

·     Lunch demos

·     Workspaces identified

·     Training schedule completed and communicated

·     Backfill/locums plan approved

·     Patient communication plan

·     4 month readiness survey

·     Implementation team minutes

·     Lunch demos

·     Hardware ordered, scheduled for installation

·     Implementation team minutes

·     3 month readiness survey and 90 day checklist

·     All clinic demonstration and kickoff

·     Medical records plan

·     Hardware installed

·     Training schedule completed, locums secured

·     2 month readiness survey & 60 day checklist

·     ERC training

·     Implementation team minutes

Major Activities

 

Deliverables

 


 

1 Month Prior

Communication Logistics

CIT Meets Weekly

1 Week Prior

 

Go Live

 

30 Days Post

 

90 Days Post

 

·     Launch patient communication plan

·     Finalize all workflows and communicate to clinicians and staff

·     Train CIT team prior to staff and clinician training

·     Order and stock a supply of downtime forms; communicate downtime process

·     Confirm logistics are still in place e.g. equipment, etc.

·     Conduct final lunch session demos

·     Confirm training sessions and appropriate access

·     Attend CIT meetings

·     Complete 1 month readiness survey and 30 day checklist

·     Lead and support transition activities

·     Resolve any outstanding issues

·     Confirm leadership well informed

 

 

·     30 day post go-live readiness survey

·     Epic 30 day walkthrough   if appropriate

·     Attend CIT post go-live meeting

·     Conduct weekly ‘huddles’ with staff and clinicians

 

 

·     1 month readiness survey

·     30 day checklist

·     Patient communications Plan

·     Lunch demo sessions

·     CIT meeting minutes

·     Training plan

·     Ambulatory record access codes ready for assignment

 

 

 

 

Major Activities

 

Deliverables