Transcript Document
BIDMC Fenway Park First Aid Team: Jim Arrington, Manager, IS Support Services; Carolyn Conti, Manager, IS Decision Support Systems; Vu Huynh, Technical Analyst, IS; Dan Nadworny, RN, Emergency Department; Larry Markson, MD, Vice President Clinical Information Systems; Mark Olson, Chief Information Security Officer (former BIDMC employee); Susan Pacheco, RN, Emergency Department (former BIDMC employee); Elizabeth Wales, Manager, IS Clinical Application Services The Problem Beth Israel Deaconess Medical Center’s emergency department operates the Red Sox First Aid station at Fenway Park. The software application used to track patient injuries proved to be cumbersome and the security features no longer met updated policies. No applications on the market met this niche workflow. BIDMC Information Systems was challenged to design and implement a new application that would meet both workflow and security requirements while being able to capture information in the field with patients. Additionally there was a need to provide access to realtime information on patient care to the Red Sox Legal team. Aim/Goal The new technology had to be web based, secure, and compliant with all revised HIPAA and security regulations. The application had to support a streamlined workflow. The new system had to be wireless to allow for real time data capture from anywhere in the park. Data had to be encrypted and available in real time for both BIDMC First Aid staff and the Fenway Legal team. The hardware selection had to support the mobile data capture goals and printing needs. Lessons Learned The Interventions • Information Systems designed a web-based application that met new HIPAA privacy and security regulations with a secure, centralized location for encrypted data storage. • Account creation was simplified and included the ability to add new staff remotely. • The new system allowed data to be available in real time to the three different sources described below: • “Patient Log”, a list of all people receiving assistance from Beth Israel Deaconess Medical Center First Aid staff during an event. • The “Personal Care Record”, an electronic encounter detailing the care a person received from the BIDMC First Aid staff. This can be printed and sent with a patient if they need hospital level care. • The “Fenway Legal Report”, which provides real time information to the Fenway Legal team. • Hardware devices chosen were all Apple products, based on size, weight, ease of use, user familiarity, functionality, security and battery life. • Apple I-Pad mini devices are worn around the neck of the roving teams via a lanyard. The new hardware now consists of two Apple I-Pads, three Apple I-Pad minis and a wireless printer. • The Apple Business Development team worked with BIDMC to ensure we used the Apple technology to its fullest potential while ensuring that the Apple I-Pads and I-Pad minis were secure. The Results/Progress to Date Before After The challenges of this project, including a wireless dead zone in section 23 at Fenway Park, could not have been solved without teamwork, openmindedness to all possible solutions, and collaboration with a multidisciplinary team of subject matter experts. The system designed by BIDMC required testing on the Fenway Park wireless network during the offseason. This required a strong relationship between BIDMC and the Red Sox IT staff and required project management and negotiation skills. Next Steps/What Should Happen Next • Technology and security requirements are always changing and applications must change and adapt to service needs. • BIDMC Red Sox First Aid Leadership will add training in the MyPath System for all BIDMC staff working at the First Aid stations. • The training is on line to make time constraints manageable. • Off-season system modifications based on user feedback are being incorporated into the application for the start of the 2015 season.