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 • • • • • 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. 4 Files, Files, Everywhere! • • • • • 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. 7 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. 8 Challenges Along the Way • • • • • • • 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. 9 Moving Forward: CDMC Becomes a Reality • • • • • • • 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. 13