assignment

tatty2021

Chapter_0161.pptx

Chapter 16

Identifying and Selecting an Information System Solution

Introduction

Because of the number of options for healthcare information systems, the following characteristics of an organization must be considered:

Size

Type

Complexity

Unique cultural aspects

Strategic Vision and Alignment

Organization’s strategic vision

Information technology (IT) department’s strategic vision and plan

The strategic vision and plan for an organization provides a long-term roadmap for the organization, and is critical in light of economic, regulatory, and market pressures.

The strategic plan is designed to map how an organization will achieve goals and objectives, both clinical and financial.

Strategic Vision and Alignment (Cont.)

Evaluation of Systems

Need for the system

Development process

Basic structure

Functionality

Impact

Need for the system. What are the needs that the system addresses and how frequently do those needs occur? How effectively are current users employing the system?

Development Process. Where are the systems in development and what is the nature of the development team and its methodology? New is not always better but, neither is what is familiar and comfortable. Are we meeting the needs of the stakeholders—including management, financial, clinical, and operational stakeholders—and the largest stakeholder, patients and their families.

Basic structure. What parts or functions can be observed? Are theses items working to meet today’s need or tomorrow’s desired function?

Functionality. What is the system response time, accuracy, reliability, and ease of use for end-users? What are plans to continue evolution of the system to meet new and ongoing requirements?

Impact. How does the system affect providers, patients, processes, and the organization’s users in non-patient care areas? Does the system support data collection and reporting?

Systems Development Life Cycle

Framework for understanding the process of developing, implementing, and using an information system

Series of sequential logical steps or phases

Knowledge about the life cycle of a hospital information system will help you to understand the importance of system selection in obtaining overall success in meeting your organization’s needs.

Systems Development Life Cycle (Cont.)

Phases of the Systems Development Life Cycle

Project planning

Analysis and requirements definition

Design

Implementation

Integration and testing

Acceptance, installation, and deployment

Maintenance

The first phase in the information system life cycle includes project planning.

During analysis and requirements definition the needs of the clinicians, IT department, and the organization are identified.

The design phase will use the information gathered during the previous phase to guide decisions regarding how the system will be configured.

The implementation phase is where the decisions that were made in the previous phase are put in place in the software.

Integration and Testing are critical for ensuing that the system is operating as expected.

Acceptance, installation, and deployment across the hospital system is often called “bringing the system live.”

Maintenance and ongoing evaluation is the final phase.

Systems Development Life Cycle (Cont.)

Identification of System Requirements

Take an inventory of current information systems and their functionality.

Take an inventory of paper documents and forms.

Interview and observe front-line staff and management.

Collect samples of system and manual reports.

Develop process and data flow maps.

Identify hospital standards, policies, and regulatory and accreditation requirements.

The decision to purchase and implement a new information system usually begins with the realization that the systems currently in place do not meet the needs of the organization and its users.

Interview key stakeholders and front line staff to elicit their opinions of the current information system. An effective approach is use of the SWOT analysis model.

Information Flow in MS and CF Clinics

Figure 16-1

Information Flow in Chronic Disease Care

Figure 16-2

Systems Development Life Cycle (Cont.)

Key Interview Questions

Strengths: Which features of the current system do you find useful? How does the current system support you in providing safe patient care? Is the current system easy to navigate and use?

Weaknesses: Which features of the current system do you dislike and why? Is the system difficult to use? If so, why?

Opportunities: Are there some features or functionality that you believe are missing from the current system?

Threats: Are there any shortcomings or issues with the current system that may create a risk to patients who you are caring for?

This is an example of using the SWOT model for interview questions.

Systems Development Life Cycle (Cont.)

Objectives for Consideration

Patient care

Efficiency

Information technology

Organizational

The list of requirements that is developed should be based on objectives that have been identified.

Systems Development Life Cycle (Cont.)

Clinician’s Role

Do not minimize

Requirements identification

Better care decisions

Recording and reporting of patient care data

Clinical representatives should be involved in every step of the system selection process.

Systems Development Life Cycle (Cont.)

Request for Information (RFI)

Vendor experience

Product

Patient communication

The RFI is an information step in vendor evaluation.

Systems Development Life Cycle (Cont.)

Request for Proposal (RFP)

More complete and formal step

Cost and financial considerations

Negotiation process

An RFP requires much more effort and is the stage where you clarify your expectations and receive assurances from the vendor that they can deliver the system on your timetable and on your terms.

Systems Development Life Cycle (Cont.)

Vendor Evaluation Criteria

Experience

Staff strength

Market and industry understanding

Differential advantages

Costs

When responses are received, they should be evaluated in total—not just cost, or any other single criteria.

Systems Development Life Cycle (Cont.)

Vendor Research

Forrester (global research and advisory group)

Gartner (IT research and advisory company)

KLAS (healthcare vendor research firm)

Healthcare Information and Management Systems Society (HIMSS)

You should be able to quickly identify major vendors in the information system arena by checking the major information technology research groups.

Systems Development Life Cycle (Cont.)

System Selection

Develop selection criteria before reviewing the RFP responses.

Develop a scoring system.

Must have versus nice to have.

It may also be helpful to classify the requirements as “must have” or “nice to have” as this information will be useful as you evaluate your findings.

During the evaluation process it is important to evaluate potential software products very rigorously since the amount of time and money invested in purchasing and implementing an information system is quite large.

Systems Development Life Cycle (Cont.)

Total Cost of Ownership

Hardware

Software

Resource

This is a financial estimate of the cost of implementing and maintaining the information system over the life of the project.

Systems Development Life Cycle (Cont.)

Vendor Relationships

Establish communication channels.

Build mutually strong relationships.

Share priorities.

Mutually agreed on criteria for successful implementation.

It is just as important to communicate with your vendor as it is to communicate with your stakeholders.

Conclusion and Future Directions

Changes in healthcare market

Regulatory environment

Review your selected vendor’s history with response to changes such as these, including the timeliness of software changes and compliance.