Transcript Title
In Search of eHIM: A Case Study of
Transformation to a Centralized HIM Record
Archival and EDMS Processing Center in a MultiHospital Network
Presenters
• Darice Grzybowski, MA, RHIA, FAHIMA,
HIMentors
• Wm. Kelly McLendon, RHIA, Information
Evolution Management
• Ed Stewart, Vice President, HIMentors
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
2
Outline
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Introduction & Background
Assessing the Situation
Evaluating the Options
Moving Forward - CDMC become a reality
Next Steps and the Evolution to EDMS!
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
3
Introduction and Background
• Mercy Health Partners – Toledo, Ohio
– 3 hospital system
• St. Vincent
• St. Charles
• St. Anne
– Hybrid environment electronically – part CPOE, but all
paper storage
– Complicated Retention Policy
– 40 Disparate storage locations US and Canada; some
owned-some outsourced
– Growing volumes of records – including non-clinical
and non-HIM ‘owned’
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
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Files, Files, Everywhere!
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80+ football fields worth of files
Lack of ‘control’ and standardization
Poor space utilization across facilities
Legal health record definition
Future processing needs for EDMS – keeping the
vision in mind
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
5
Assessing the Situation
• The ‘team’
• Record management inventory process initiated,
box by box; area by area
• How can you know what to save, if you don’t
know what you have?
• Are you enforcing your archive and retention
policies as legal custodian of records?
• Space as a cost and movement as a cost
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
6
Evaluating the Options
• Do Nothing
• Offsite Storage (all or part)
• Onsite Storage – self managed or external
managed; Refurbish Existing Facility,
Rent/Lease/Purchase New Facility
• Film, Fiche, Scan, or other Electronic
Options
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
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Steps in the Evaluation Process
• Develop a project plan
• Develop comparison matrix for options
• Develop knowledge-base about project vendors
and all project data elements
• Create business arguments – pros and cons
• Get management and budgetary approvals
• Perform final vendor selection –
contracts/estimates
• Execute plan………..
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
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Challenges Along the Way
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Facilities Management / Construction Delays
Keeping every day operations going in HIM
Union issues – changing environment means
changing job descriptions and work hours
Accurate numbers!
Other departments
Record Retention guidelines
Budgets
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
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Moving Forward: CDMC Becomes a
Reality
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Central Document Management Center
Improved retention policies
Seeing What you Really Have!
A new tracking system
Better control and access too
Improved staff morale
Time for a celebration!
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
10
A Picture is Worth 1000 Words……
• Slideshow
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
11
Next Steps and the Evolution to EDMS
• Creation of a centralized area saved space at main
facilities and allowed staff combinations/flexing
• Additional 12 months to prepare and install
EDMS system (pre-selected and forms work
already begun)
• Legal Health Record definition, future purging and
disclosure tracking is easier
• Long term – other use for files – still good space
utilization!
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
12
Questions?
• Thank you to Catholic Health Partners
Northern Region for helping us tell their
story
• www.HIMentors.com
Email: [email protected]
708-352-3507
Copyright © 2007 by the American Health Information
Management Association. All rights reserved.
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