Get ready to succeed

Preparing for deployment and obtaining the most benefit from a clinical system Presented By Iain Borland

Introduction

• TPP Deployment in a large Community provider • Very few greenfield deployments • Most will have had some sort of electronic system (or mix of systems) • Will look at the workstreams that need to be considered • Data Migration • Design & Configuration • Change Management • Benefits • • • Training IG and Integration Reporting • Will Look at the Governance and control options and challenges

Replacing an existing system

• Users are used to using electronic patient record systems • Have a preconceived idea on how systems work and what is good and bad about them.

• May well be used to very rigid, inflexible system(s) (under the National Programme) • Will be motivated to have something better… .

So talk to them …..

• Find out what the core information is that the Trust needs to deliver care and carry out their business.

• Find out how much time they spend inputting data and how much they feel is wasted time.

• Find out what benefits they think the existing system has given them

Talk to them some more …..

Get their top five things they would like to have in a new system What information would they like out of the system Who do they need to share information with?

Coming out of this will be a project brief and system structure design

It’s not IT – its Change

(and delivering better Care) • Set up a clinically led steering group and use them to; • Engage with the services • Provide service based change agents • Provide a gatekeeper function on new system content • Provide priority guidance on the mountain of requests for new content • Set expectations

So what’s this change thing all about?

Within the project structure

• Change and Benefits • From the workshops you did at the beginning of the process • Work with the services to map out their processes in line with the overall structure • Set expectations – It will be better, but will still be a journey and have restrictions that frustrate • Feed the processes through to training to strengthen the message. The training team should ideally be involved in To Be mapping and configuration. • Communicate a consistent message to build a picture on the Trust direction and aims for the clinical system.

• Keep it simple and related to clinical work and better patient care • Build a network of process champions, enthuse them and support them

Change Leads & Process Champions

• Who are they?

• Service Based staff • Preferably clinical • In a position of influence (not necessarily a senior manager) • What do they do?

• They act as a central point to promote the change • They are process champions (they know how it should be done) • They are strong enough to push people to do it right

Data Principals

• Decide what data can be migrated across • Data quality, de-duplication, field mapping, how far back • Have capacity for template, questionnaires, care plan and letter design • Think through overall data structure and remember KISS principles • Remember clinical templates are data entry forms, not data repositories • Try to standardise letters as much as possible • IG standards for information sharing and Smart Card access need to be considered ahead of time • Access to demographic information from PDS (synchronising agony)

Governance

• SystmOne is a huge very flexible system with many ways to carry out clinical recording – which is great… • Templates and letters are easy to create which can lead to rapid organic growth – which is not so great….. restrict access to this function • Using the clinical steering group to vet what goes into the system • SystmOne is designed as an open system and it will require careful configuration if you need to restrict access to information. • Process definition and training will be important as will auditing access and cracking down publicly on any abuses.

Apira Capabilities

• SystmOne deployment experience in; • Large Community setting (LNWH NHS Trust) • • Secure Setting (IRC, STC, SCH, Prison) GP deployments • Huge experience in clinical deployments of other systems as well which is really valuable when changing from those to SystmOne.

• In addition to IT Strategy & Deployment we have Functional workstreams in Information Governance & Information Security and Business Intelligence & Technical Services • See us at www.apira.co.uk

Any Questions?

• Thank you for your time and participation.