# Presentation: 447621

## HIT Project Managing 101 – Meeting the Goal

- Alex Romillo
- Vice President and Chief Information Officer, HCN

**Our Snapshot of Reality**
**“****Gut Check”**
**Project Management Support**
**Implementation Plan - Developing “Champions”**
**Managing Expectations**

**Topics for Discussion**

## HCN Snapshot

**EHR/EOHR**
**198 Providers Using EHR Modules**
**151,011 EHR Records Created**
**327,815 Electronic Rx’s Completed**
**589,676 Clinical Tasks Completed (Lab, Follow-up, etc.)**
**31 Dental Providers Using EOHR**
**89,156 EOHR Records Created**
_**2004:**_
**1,308,473 Patient Encounters**
**334,489 Users**
**3,554 System Users on the HCN LAN**
**107 WAN Access Delivery Points**
**Over 2.6TB of data**

## “Gut Check”

**Why are we going to put ourselves through this?**
**Patient Care**
**Improved Processes**
**CEO says so...**
**Infrastructure!!!**
**Do we have the IT infrastructure to support the project and manage growth?**
**Who is going to support the project?**
**Assigned Staffing (job descriptions and the authority to initiate change)**
**Access to Support**
**Who is going to conduct the ongoing training?**

## “Gut Check”

**Did I mention training?**
**Ongoing all the time**
**New Staff, Old Staff, Older Staff...**
**Understanding the rate of failure and why?**
**51% - 71% of EHR/HIT projects FAIL**
**Why?**
**Infrastructure**
**Support**
**Training**
**Funding and Vendor Negotiations**

## Project Management - Support

**Begins at the top of the food chain**
**Board**
**CEO**
**Executive**
**Senior management... responsible for implementation**
**Management**
**Staff**
**Not an IT project once the “Gut Check” is completed**
**Clinical Initiative**
**Identifying a “REAL” Project Manager**
**Armed with a “REAL” Project Plan**
**Who is the “Clinical Champion”?**

## Project Management - Support

**Departmental involvement in the project plan**
**Anyone that will touch the HIT/EHR project**
**Communications plan**
**How do we get the word out?**
**Training plan**
**Job descriptions update plan**
**Standing agenda item in every meeting**
**Update to BOD / Sr. Management regularly**
**Live Demo to all Stakeholders**

## Implementations Plan

**Implementations team identified “Project Ownership”**
**Visible support by Executives**
**Decision making capabilities**
**Defining measures of progress**
**Establishing baselines**
**PI measures**
**Pre and Post data collection**
**Phased In Approach or Shotgun?**
**Apprehension management**
**Who is accessing the system?**
**Allows for extenuating circumstances to be identified...**
**Instant gratification modules “First”**
**Lab Interfaces**
**Prescription Writer**

## Clinical Champions

**HIT projects require HealthCare Experts**
**Docs listen to Docs**
**Respected among staff**
**Knowledge of organizational culture**
**Managing priorities based on the clinical view**
**Managing expectations...**

## Managing Expectations

**NO PERFECT SYSTEM**
**Meeting Milestones:**
**Go-Live schedules**
**Productivity standards adjusted to meet deadlines**
**Allow data to drive change**
**Remember the Pre Go-Live data collection?**
**Things will go wrong...How do we fix them?**
**Implementations Team responsible for workarounds**
**Change is inevitable...*****ADAPT***

## Managing Expectations

**Best Practices Identified and Shared:**
**100 Providers using an EHR will find 100 different ways of using it!**
**Key to uniformity**
**Patient care focused around proven methods**
**Critical to performance improvement measures**
**Data reporting**

## Slide 12