The Practice Manager’s Role in a Successful EHR Transition

1. The Practice Manager’s Role in a Successful EHR Transition Introduction and Welcome: Nancie McAnaugh, MSWCenter for Health PolicyMO HIT Assistance CenterPresenters: Noelle ParkerMissouri Primary Care AssociationBarb WoodsMissouri Primary Care Association

2. Missouri HIT Assistance Center • Federally-designated Regional Extension Center for the State of Missouri • University of Missouri: • Department of Health Management and Informatics • Center for Health Policy • Department of Family and Community Medicine • Partners: • Hospital Industry Data Institute (Critical Access Hospitals) • Kansas City Quality Improvement Consortium • Missouri Primary Care Association • Missouri Telehealth Network • Primaris

3. Missouri HIT Assistance Center - Vision Vision: Assist Missouri's health care providers in using electronic health records to improve the access and quality of health services; to reduce inefficiencies and avoidable costs; and to optimize the health outcomes of Missourians

4. Missouri HIT Assistance Center Funding This regional extension center is funded through an award from the Office of the National Coordinator for Health Information Technology, Department of Health and Human Services Award Number 90RC0039/01

5. EHR Adoption Challenges • Expense of system • Uncertainty around ROI • Provider and staff productivity • Uncertainty about financial incentives Financial • Concerns about technically supporting a system • Lack of necessary computer skills • Finding the right EHR to suit practice needs (“usability”) • Having the right IT staff in place • Possibility of information overload Technical Organization Change • Disruption of workflow and productivity • Privacy and security concerns • Maintaining patient centeredness and satisfaction

6. EHR Implementation Challenges • Require significant support to carry out proper workflow re-design • Result can be piecemeal and less effective use of EHR capabilities and fewer financial and quality benefits • Substantial time spent customizing forms and redesigning workflow • More time spent with patients leading to longer workdays or fewer patients during the initial period • Overburdened planning and implementing without additional technical support

7. Who will we serve? • Priority: • Primary care providers, including physicians (Internal Medicine, Family Practice, OB/GYN, Pediatrics) and other health care professionals (NP, PA) with prescribing privileges in the following settings: • Small group practices (10 or fewer providers with prescriptive privileges • Ambulatory clinics connected with a public or critical access hospital • Community health centers and rural health clinics • Other ambulatory settings that predominately serve uninsured, underinsured, and medically underserved populations • 55 Critical Access and Rural Hospitals

8. Service Area and Demographics Population - 5,874,327 Primary Care Providers - 5300 Priority PCPs - 2400 Priority PCPs Served - 1167 Total Providers - 17,946 CAH and Rural Hospitals - 55

9. Who are we and what is our role? • Team of experienced, Missouri based Health IT professionals • Part of a national network designated by HHS to assist providers with modernizing their practices • Direct, rapid and reliable access to a pipeline of key information on health IT and meaningful EHR use • For providers who do not have a certified EHR system - We help you choose and implement one in your office • For providers who already have a system - We help eligible providers meet the Medicare or Medicaid criteria for incentive payments

10. Assistant Center Services • Continuing Education and Training for ALL Providers • Vendor Selection and Group Purchasing • Group Purchasing • Vendor Selection • EHR Implementation and Project Management • Practice Workflow Analysis and Redesign • Practice Readiness Assessment • Change Management • Workflow Re-Design • Functional Interoperability and HIE • Resources for Health Information Exchange • Security Risk Analysis • Help Providers Achieve “Meaningful Use”

11. The Role of the practice manager: successfully transitioning to an EHR

12. Practice Managers Role and Responsibilities • Value of EHR • Healthcare Environment • ARRA Act Of 2009 • Meaningful Core Objectives • Financial Incentives For Meaningful Use Of EHR • Reform Ready • Quality of Documentation equals the Quality of Clinical Care Delivered

13. American Recovery and Reinvestment Act (ARRA) • According to ARRA of 2009 • The use of a certified EHR in a meaningful manner, such as e-prescribing. • The use of a certified EHR technology for electronic exchange of health information to improve quality of healthcare. • The use of certified EHR technology to submit clinical quality and other measures

14. Meaningful Use: 4 Core Objectives

15. Financial incentives for Meaningful Use of Electronic Health Record *Under Medicaid Program years do not have to be consecutive. If an EP does not receive an incentive payment in a given year, then that year would not be counted as a “payment year.” However, in order to receive maximum incentive payment 2016 is the final year to register and then meet MU criteria the remaining 6 years.

16. Reform Ready

17. Quality of Documentation = Quality of Clinical Care Delivered

18. Role Of The Practice Manager • Identify & Coordinate “The Right Team” • Change agent • Cheerleader • Champion

19. The Right Team • Put together your team • Create An Action Plan • Staffing • Training • Support • Communication • Structured • On-going • At All Levels

20. Change Agent • Facilitate Change • Provide Tools & Support • Accountability • Ensures Staff Is Empowered To Effective Change

21. Cheerleader • Team Capitan • Positive Attitude – “We Can Do” • Leadership • Emotional Support • Be The Light At The End Of the Tunnel • Celebrate Success

22. Champion • Carries The Torch • Supports EHR Goals

23. Responsibilities • Financial Stability • Clinical Operational – Coordination of clinical operations while implementing • The show has to go on • Patients Stay Top Priority • Holding People Accountable • Contingency Plan

24. Keys to success • Create and implement a robust Action plan • Project Plan – requires upfront work and preparation • Staffing Plan • Contingency Plan • Defined Goals & Objectives Does Your Organizational Philosophy and Documents Support EHR • Have the right Team • Buy-in & Team Effort • Celebrate Success

25. Best Practices • Contract language • Vendor accountability • Adequate resources • Staff – more than enough time to train, practice and overcome learning curve. • Support • Structured data – ships sailing in the same direction • Consistent Documentation in EHR • Data validation • Quality Of Data = Quality Of Care

26. Own Your Data…Own Your Future Meaningful Use is just one step to helping you achieve your organizational goals.

28. Contact Information • Noelle Parker- nparker@mo-pca.org • Barbara Woods- bwoods@mo-pca.org Missouri Primary Care Association 3325 Emerald Lane Jefferson City, MO 65109-6879 (573) 636-4222 www.mo-pca.org

29. For More Information: • Website: http://ehrhelp.missouri.edu • E-Mail: • EHRhelp@missouri.edu • Phone: • 1-877-882-9933