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EDM Workflow and Change Management. Wendy Clark, 13 th March 2008. Outline. The Portsmouth brief Our approach Methods and tools – overview Learning points. The Portsmouth brief. Review of processes involving health records

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edm workflow and change management

EDM Workflow and Change Management

Wendy Clark, 13th March 2008

outline
Outline
  • The Portsmouth brief
  • Our approach
  • Methods and tools – overview
  • Learning points
the portsmouth brief
The Portsmouth brief
  • Review of processes involving health records
  • Identify how records are managed, accessed, referenced and amended
  • Provide input into the following activities:
    • The configuration of the EDM solution
    • The development of appropriate workflows and working practices for the deployed system
    • Identification of potential cost savings that could be realised through the rationalisation of clerical staff involved in the processing of paper-based records.
the approach
The approach
  • Generic patient journeys:
    • Outpatients
    • Planned
    • Unplanned
  • Then variations by specialty
current records process interaction with the patient journey

Effort and delay of pulling, tidying, preparing and filing

Where is it? – Tracking and searching…

Records Process

Patient Journey

Urgent cases are seen without history

Everyone wants it, only one person has it

2000+ forms in use!

Current Records Process Interaction with the Patient Journey

Patient History

Updated History

Pull

File

Updates

the approach1
The approach
  • Tribal model for workflow analysis
    • Walking the process
    • Using Visio to create swimlane diagrams and process documents
    • Creating ‘storyboards’ to engage with and involve users
method and deliverables

Top level “map”

o/p

i/p

A+E

emerg

Speciality

code

pull

prep

file

move

Process models

1

2

3

4

1

2

Method and deliverables

Current State

DocSchedule

Story-boards

method and deliverables1

Top level “map”

o/p

i/p

A+E

emerg

To-be process models

Speciality

code

1

pull

prep

file

move

2

3

Process models

4

1

1

2

2

3

4

1

2

Method and deliverables

Future State

Impacts

Current State

Final Report

  • Exec. summary
  • Intro & Background
  • Context
  • EDM Architecture, P.A.C.
  • Current state
  • Future state vision
  • Future state processes
  • Impacts, variances and migration issues
  • Benefits realisation
  • Conclusions and recommendations
  • Appendices…

Impacts, Issuesby dept. speciality, role.

Metrics

Benefits

Dependency

Network(Visio)

Top20Docs&Archi-tecture

Stakeholder

Map

DocSchedule

To-Be Stories

Story-boards

Operational

Guidelines

(MS-Word)

method and deliverables2

Top level “map”

o/p

i/p

A+E

emerg

To-be process models

Speciality

code

1

pull

prep

file

move

2

3

Process models

4

1

1

2

2

3

4

1

2

Method and deliverables

Future State

Impacts

Current State

Final Report

  • Exec. summary
  • Intro & Background
  • Context
  • EDM Architecture, P.A.C.
  • Current state
  • Future state vision
  • Future state processes
  • Impacts, variances and migration issues
  • Benefits realisation
  • Conclusions and recommendations
  • Appendices…

Impacts, Issuesby dept. speciality, role.

Metrics

Benefits

Dependency

Network(Visio)

Top20Docs&Archi-tecture

Stakeholder

Map

DocSchedule

To-Be Stories

Story-boards

Operational

Guidelines

(MS-Word)

method and deliverables3

Top level “map”

o/p

i/p

A+E

emerg

To-be process models

Speciality

code

1

pull

prep

file

move

2

3

Process models

4

1

1

2

2

3

4

1

2

Method and deliverables

Future State

Impacts

Current State

Final Report

  • Exec. summary
  • Intro & Background
  • Context
  • EDM Architecture, P.A.C.
  • Current state
  • Future state vision
  • Future state processes
  • Impacts, variances and migration issues
  • Benefits realisation
  • Conclusions and recommendations
  • Appendices…

Impacts, Issuesby dept. speciality, role.

Metrics

Benefits

Dependency

Network(Visio)

Top20Docs&Archi-tecture

Stakeholder

Map

DocSchedule

To-Be Stories

Story-boards

Operational

Guidelines

(MS-Word)

features
Features
  • Rapid start-up
  • Maximum staff engagement
  • Minimum impact on departments and staff
  • Live walkthrough environment captures “rich picture”
  • Time to book events in busy diaries
  • Maximum value from workshops from dynamic storyboards
  • “Best of both worlds” – detailed swimlanes and process documents, plus visual storyboards
workshop approach
Workshop approach
  • Describe EDM software
  • Present storyboards slides (current => future)
  • Q&A
  • Work with small groups around A1 posters + post-its
  • Update future state storyboards and log risks, issues, benefits, FAQs
some edm issues and challenges
Some EDM issues and challenges
  • Stakeholder engagement is vital
  • Agreeing a standard EDM record structure
  • Workflows are complex and inconsistent
  • Variety of paper documents and ways of working
  • How and when to scan
  • Management of temporary notes, including tracking
  • Significant information governance issues
contact details wendy clark
Contact details – Wendy Clark
  • Email: Wendy.Clark@tribalgroup.co.uk
  • Mobile: 07786 510490
  • Tribal Consulting, First Floor, 154 Great Charles Street, Queensway, Birmingham, B3 3HN