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Electronic Health Record: System Life Cycle Phases

The document outlines the phases of an electronic health record (EHR) system life cycle from planning to ongoing maintenance. It describes establishing governance structures and defining the project scope in the planning phase. Requirements, costs, and design are analyzed. The system is then designed, developed, customized, implemented and goes live. Ongoing support, maintenance, and evaluation ensure the EHR meets the needs of healthcare providers and patients.

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85 views13 pages

Electronic Health Record: System Life Cycle Phases

The document outlines the phases of an electronic health record (EHR) system life cycle from planning to ongoing maintenance. It describes establishing governance structures and defining the project scope in the planning phase. Requirements, costs, and design are analyzed. The system is then designed, developed, customized, implemented and goes live. Ongoing support, maintenance, and evaluation ensure the EHR meets the needs of healthcare providers and patients.

Uploaded by

TaraKyleUy
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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ELECTRONIC HEALTH RECORD

SYSTEM LIFE CYCLE PHASES

CLARITO, SALARZA, PAQUIT — BSN 2NC


PLANNING

GOVERNANCE STRUCTURE PROJECT PURPOSE

š The informatics nurse and information š EHRs are built to share information with other
systems management team provide health care providers and organizations such
oversight; however, committees work to as laboratories, specialists, medical imaging
develop the structure and participate to best facilities, pharmacies, emergency facilities,
guarantee the success of the project. and school and workplace clinics so they
contain information from all the clinicians
involved in a patient's care.
PLANNING

RESOURCE 4. Relationship of
PLANNING implementation
events with non-
PROJECT SCOPE DOCUMENT The following should be project events
considered when
š Included in the scope are the criteria by which
planning for resources: 5. Anticipated training
the success of the project will be judged.
costs
1. Present staffing
š Scope of EHR include financial issues,
workload 6. Space availability
changes in workflow, temporary loss of
productivity associated with EHR adoption, 2. Human resources 7. Current and
privacy and security concerns, and several anticipated
unintended consequences. 3. Present cost of equipment
operation requirements for the
team
ANALYSIS

FUNCTIONAL DESGIN DOCUMENT


š The functional design document, in this
TECHNICAL REQUIREMENTS phase, outlines the human and machine
š This may include programs to run the EHR procedures, the input points, the processing
software, hardware, and networks. Physical requirements, the output from the data entry,
requirements for space, electrical needs, and and the major reports to be generated from
air conditioning/cooling are considered. the new system.

š These requirements in conjunction with costs š The functional design is a description of the
are evaluated and compiled into technical functions required from the proposed EHR
recommendations for the project. system or component and describes how
tasks will be accomplished.
ANALYSIS

SYSTEM PROPOSAL DOCUMENT The system proposal document answers four


questions:
š It sets forth the problems and/or goals and
the requirements for the new system’s overall 1. What are the major problems and/or goals
design. under consideration?
š It outlines the standards, documentation, and 2. How will the proposed EHR solution correct or
procedures for management control of the eliminate the problems and/or accomplish the
project, and it defines the information stated goals?
required, the necessary resources,
3. What are the anticipated costs?
anticipated benefits, a detailed work plan, and
projected costs for the new system. 4. How long will it take?
DESIGN, DEVELOP AND CUSTOMIZE

DESIGN
o FUNCTIONAL SPECIFICATIONS o TECHNICAL SPECIFICATIONS

Ø Functional design document developed builds Ø Technical personnel work closely with the
on the design by formulating a detailed project and departmental teams to ensure the
description of ALL system inputs, outputs, and components of the proposed system work in
processing logic required to complete the concert with technology and end-user needs
scope of the project. and to assist in the development of the
implementation plan.
DESIGN, DEVELOP AND CUSTOMIZE

DEVELOP CUSTOMIZE
o FOCUSED PLANS o SYSTEM DICTIONARY DATA AND PROFILES
The detailed implementation work plan Ø Data dictionaries and profiles are populated with
encompasses the multiple plans targeting specific entries to established desired new system
aspects of the EHR: workflow.
ü Communications Plan
ü Hardware and Peripheral Devices Plan
ü Interface Plan
ü Conversion Plan
ü Testing Plan
ü End- User Training Plan
DESIGN, DEVELOP AND CUSTOMIZE

o POLICIES AND PROCEDURES


Ø Reviews of policies and procedures are
conducted, revisions reflecting changes being
implemented with the new system/application
workflows. It is advisable to complete the
policy reviews and complete procedure
revisions prior to the start of end-user
training.
IMPLEMENT, EVALUATE. SUPPORT, AND
MAINTAIN

IMPLEMENT 1. (parallel - the new system runs parallel with


the existing system until users can adjust.
o LIVE OPERATIONS (Cut over and Go Live)
2. pilot - few departments or units try out the
Ø Implementation encompasses the Cut Over new system to see how it works and then help
plan (data driven) and the Implementation other units or departments to use it.
plan for the facility to continue to operate
(people/processes) during this period. 3. phased-in - the system is implemented by one
unit or department at a time.
Ø Staffing, patient care delivery, and support of
the end user during the “Go Live” period are 4. big bang theory - cutover date and time are
detailed within the “Go Live” plan. established for the organization, the old
system is stopped, and all units/departments
begin processing on the newly installed
system.
IMPLEMENT, EVALUATE. SUPPORT, AND
MAINTAIN

š POLICIES AND PROCEDURES


IMPLEMENT
1. It is highly recommended to have all end-user
o PLANS logins, passwords, and system devices and
printers tested five to seven days before
1. A command center is established to going live.
coordinate all issues, concerns, and go live
help desk functions. 2. Requests for login and password support
comprise the largest number of calls to the
2. Communication among the team members is Command Center during the first few weeks
foundational; end users are informed of the of a new system’s use.
sequence events, the expected time frames
for each event, and the channels established 3. Clinical and departmental managers are in
for reporting and resolving issues. the best position to assure all staff have
logged into the new system
IMPLEMENT, EVALUATE. SUPPORT, AND
MAINTAIN

IMPLEMENT
o EVALUATE — post live
š DAILY SUPPORT OPERATIONS
The important tasks of Evaluation are:
1. Daily support operations begin during the Go
1. Collection of post-live success criteria Live period. “Help Desk” functions for
2. Completion of a system/project evaluation recording and tracking end- user calls/tasks
including the results of the success criteria for help are often managed by the Go Live
team in the Command Center during the first
3. Transitioning end-user support from the one to three weeks post-live.
command center to the help desk
4. Closure of the project
IMPLEMENT, EVALUATE. SUPPORT, AND
MAINTAIN
IMPLEMENT
o ONGOING MAINTENANCE
Ø Strong communication and issue/task
resolution procedures assist in responding to
š Nursing Informatics personnel must bridge
user needs.
the support of the basic system requirements
Ø Maintaining and improving the system’s ability with the fast paced release of new
to support all aspects of patient care delivery technologies used in patient care.
are mandatory.
Ø Ongoing review of new features and
functions, federal and state requirements, and
insurance and billing requirements occur.

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