SCP EHR Implementation WG

1. SCP EHR Implementation WG EHR Implementation Workgroup Meeting Date: 08/08/2011 Meeting Time: 3:30 pm – 5:00 pm Conference Line: (866) 740-1260 access code 7666801

2. Agenda EHR Implementation WG

3. EHR Implementation WG- New SharePoint Site • NYeC has transitioned to a new SharePoint server.  The new site URL is https://nyehealth.sharesrvr.com.  The site structure is identical to that of http://sharepoint.nyehealth.org, which you have been using to date.  • A final migration of all documents for workgroup documents was conducted the week of 7/11/2011. • All SCP Implementation WG members should have been assigned a new user name and password • Username: FirstName.LastName@sharesrvr.com • Password: Today123 • The password is a generic temporary so please change to a password of your choosing.  In order to change your password, visit https://cp.rackspace.com/usercp.  The screen will clear after you have successfully changed your password. 

4. EHR Implementation WG- New SharePoint Site • Training on the SharePoint Site • NYeC held a series of brief webinars on basic SharePoint functions and user account setup for SCP Work Group participants. • Additional trainings can be scheduled as needed

5. Agenda EHR Implementation WG

6. EHR Implementation WG: Workflow Optimization Subgroup • Changes from June were incorporated into the draft document. • Workgroup made additional comments: • Clarification of what data sets/ interfaces connect to the EHR • Discussed the need to make sure data conversion from one system to another is covered in the planning and preparation tool kit • Added additional demographic fields to page 2; advised that grouping the demographic sections into smaller categories would be helpful • Added several “rules of thumb” or best practices to the document • Discussed that the workflow example presented needs a key to describe the symbols and their meaning • Practices may better be able to capture their existing workflow processes if they are able to list them

7. EHR Implementation WG: Workflow Optimization Subgroup Review of tool…

8. EHR Implementation WG: Workflow Optimization Subgroup • Next Steps: • Include all requested changes in a second draft document for the group to review • Workgroup will review draft and provide final comments • Draft document will be presented to the NYeC Communication and Marketing team for editing and design

9. Agenda EHR Implementation WG

10. EHR Implementation WG: Planning and Preparation • Final Drafts of Tools are Available: • Readiness Assessment • Community EHR Readiness Assessment • IPRO_Practice Readiness Assessment • NYeC Readiness Assessment • Change Management • 3 documents the workgroup agreed to collapse into one small workbook. Materials provide guidance on how to embrace organizational change and implement change with the team

11. EHR Implementation WG: Planning and Preparation • Next Steps: • Workgroup needs to sign-off on the readiness assessment documents • Change management materials are being collapsed into one document • Draft documents will be presented to the NYeC Communication and Marketing team for editing and design

12. Agenda EHR Implementation WG

13. EHR Implementation WG: Timeline Module 1: Workflow Optimization Module 2: Planning and Preparation

14. EHR Implementation WG: Revised Timeline • Discussion Questions: • Is the above timeline feasible for completing modules 1 and 2? • Can the 2 subgroups strive to complete patient-throughput and strategic planning modules by close of the year? If not what is a reasonable timeframe? • How should feedback from the testing be collected?

15. EHR Implementation WG: • Next Steps/ Follow-Up Items: • Meeting Schedule • Planning and Preparation 8/15/2011 3:30 pm – 4:30 pm • Workflow Optimization 8/29/2011 3:30 pm -4:30 pm • Full WG Meeting 9/12/2011 3:30 pm – 5pm