CHS User Group PH-Doc Strategic Plan - MnCCCcalendar.mnccc.org/docs/12317/Facilitation_Report.pdf•...

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CHS User Group PH-Doc

Strategic Plan September 2018

PH-Doc: Welcome to the 21st Century!

DRAFT


CONTENTS

EXECUTIVE SUMMARY

PRACTICAL VISION

UNDERLYING CONTRADICTIONS

STRATEGIC DIRECTION

IMPLEMENTATION PLAN

90-DAY PROJECT WORKSHEETS

CALENDAR


EXECUTIVE SUMMARY The CHS User Group held a two-day Strategic Planning Session on September 27 and 28, 2018. The focus of the workshop was to create a five-year plan for PH-Doc. We had 28 participants from 16 agencies work for two-days to create a Strategic Plan to be shared with the CHS User Group at our October 26th meeting.

VISION: PH-Doc: Welcome to the 21st Century!

• Develop Best Practices & Increase Standardization • Develop Smart Training | Expand Existing Training • Make PH-Doc Smarter – Creating Decision Support Tools • PH-Doc: Welcome to the 21st Century • Create Evaluation & Improve Reporting • Expand Program Areas in PH-Doc • Create Ability to Consume External Data & Present • Create Participant Portal (Both Client & Partner) • Prioritize Interoperability Engagement

UNDERLYING CONTRADICTIONS: What is blocking us from moving towards our vision?

• Perceived Lack of Value of Public Health Data • Lack of Capacity to Deal with External Influences Competing Needs with No Vision to Guide Us • Outgrown / Outdated Business Model for User-Owned Software • Confusion about Standardization – No Definition • Undefined Vision Doesn’t Allow Us to Effectively Market


STRATEGIC DIRECTIONS: The Strategic Planning Workshop Group has developed three strategies for the CHS User Group to welcome PH-Doc to the 21st century: Build a Foundation to Move Us Towards the 21st Century, Identify Best Practices & Documentation Standards for Improved Reporting, and Increasing Our Knowledge Through Internal & External Resources.

Through… • Creation of a Short-Term

Work Plan • Develop a Value-Driven

Mission • Redefining Organizational

Structure

Build a Foundation to Move Us Towards the 21st Century

Though… • Creation of a Short-Term

Work Plan • Development of Standards

Identify Best Practices & Documentation Standards for Improved Reporting

Through… • Development of a PH-Doc

Learning Community • Leveraging Outside Expertise

Increasing Our Knowledge Through Internal & External Resources


VISION: WHAT CAN WE WANT TO SEE IN PLACE OVER THE NEXT FIVE YEARS AS A RESULTS OF OUR ACTIONS? PH-DOC: WELCOME TO THE 21ST CENTURY!

Develop Best Practices &

Increase Standardization

Develop Smart Training |

Expand Existing Training

Make PH-Doc Smarter – Creating Decision

Support Tools

PH-Doc: Welcome to

the 21st Century

Create Evaluation &

Improve Reporting

Expand Program

Areas in PH-Doc

Create Ability to Consume External Data &

Present

Create Participant

Portal (Both Client & Partner)

Prioritize Interoperability

Engagement Universal across state, similar to SSIS PH-Doc Agency Best Practice User & Sharing Standardization PH-Doc Training for New Users (Built In)

Educational Videos for users Online training for existing staff and yearly for new updates Standardization PH-Doc Training for New Users (Built In)

Suggest Evidence Based Interventions – Artificial Intelligence Wizard type workflow for charting Show me the Pattern for chart or program area Streamline processes for dailies, documentation, billing, etc. Customizable resource list that is printable and PRETTY

Mobile App Improved Remote (live) use (in the field) Refresh the look (modernize) Slimmed down version of PH-Doc Availability of PH-Doc to partners who need to use it More tablet mode capability Take out IT middle person Easier to get updates

Reporting: easy, clear, no SQL Improved Customer Query Report Presentation (ALL) Evaluation programming – Allows input of date and a finalized evaluation report

Health promotion utilizes PH-Doc (i.e. CPS (car seats) PHEP, etc) PHEP Reporting SHiP Documentation /Reporting Focus groups by areas of PH-Doc Responsibility Grants & contracting

Community Aggregated Care Plan Client level data integration Store & Receive Aggregate External Client Data

Client Portal Client Portal similar to health care patient portals Access to Educational Videos for Clients Partner Portal Allow limited data access to partners Share PHI with providers Community Data Access (Community Partners)

HIO Connection Interoperability with systems Interoperability – sharing information with other agencies Connect to PPMRS/Red Cap “Catch” and PH-Doc Interface Communication between various systems Automated data import & export integration


UNDERLYING CONTRADICTIONS: WHAT IS BLOCKING US FROM MOVING TOWARD OUR VISION?

Perceived Lack of Value of Public

Health Data

Lack of Capacity to Deal with External

Influences

Competing Needs with No Vision to

Guide Us

Outgrown / Outdated Business Model for User-

Owned Software

Confusion about Standardization –

No Definition

Undefined Vision Doesn’t Allow Us to Effectively Market

Fragmented Needs or Availability of Exchange Partners Lack of HIE Partners Lack of Partner Engagement for Interoperability (MDH, DHS, Healthcare Providers) Outdated Systems to Connect to (MNWIZ, MICC, DHS) PH Information Under Valued by Outside Partners PH has many requirements for reporting Partner Engagement Buy In Continuous Grant Reporting Changes

Lack of Understanding (internal, PH-Doc, and general) Date Privacy used as a scapegoat – lack of understanding Unclear Value / ROI of a Client Portal (Unclear Client Demand) Variability in Technological Competence (generational) Lack of Client Engagement in Portals Client sees county as one entity (no wrong door)

Hierarchy of Needs Tension between Enhancement and Major Redesign Day-to-Day Operations Overshadow Large Enhancements Funding Strategic Priorities (not adding more dollars, but shifting some current funding) Mandates vs. Enhancements Competition between M&S (maintenance & support) and Visionary Programming through Grant Funding Domination of Client Focus vs. Population Focus Independence Agency Networks Increased Complexity Over-Reliance on Phone Support over Making a Smarter System

Lack of Communication Among All Committees (user group, advisory, enhancement, etc.) Structure of User Group No PH-Doc Champion (Internal) Consensus – Hard to get people to agree Lack of sharing of what has already been done Staff Turnover Lack of Programmatic Focus Groups

Lack of Consistent Standards (state, community, program, inter-agency) Lack of Standardized PH-Doc Training Perceived Uniqueness of Each Agency Needs Fear of Change Unwilling to Change Practices What is the best practice? LPH Individuality Customization Interferes with Standardization

Need for Marketing (new users, interoperability) Increase Visibility – Marketing Focus on Getting New PH-Doc Agencies


STRATEGIC DIRECTIONS: OVER THE NEXT TWO YEARS, WHAT INNOVATIVE, SUBSTANTIAL ACTIONS WILL DEAL WITH THE UNDERLYING CONTRADICTIONS AND MOVE US TOWARD OUR VISION?

Create Short-Term Work Plan • User Vision Create Today to

Prioritize Top Three (creation action plan utilizing Community Health Assessment model)

• Develop 5 Year Workplan that provides direction for all Strategic Priorities (Enhancements, Mandates, etc.)

• Develop Communication Plan • Develop a Strategic Plan for

Software Development via a ToP Process

• Student Intern for Conduent (PH & IT background)

Develop Value-Driven Mission • Review & Revise Mission, Vision, New

Value Statement for user group and new Vision for PH-Doc

• Create a Clear Vision for PH-Doc Software Development in the next 6 months

• Define the Scope: Direction for PH-Doc for the next 3-5 years

• Survey Existing Agencies to Define Top (3) PH-Doc Uses now and Top (3) anticipated needs

Redefining Organizational Structure • Revisit CHS User Group Structure including

committees • Standardization Committee • Research similar type/size organizational

business models • Engage the User Group to develop a strategy for

focus groups creation, function and operation • Develop funding strategy that addresses (5 year)

(Strategic Priorities, Enhancements, Mandated Updates)

• Roles & Responsibilities – which “hats” to be at which tables

• Create a clear marketing plan based on overall vision and constraints

• Develop marketing committee – internal and external (internal – ownership focus, external – interoperability)

BUILDING A FOUNDATION TO MOVE US TOWARDS THE 21ST CENTURY

Create Short-Term Work Plan • User Vision Create Today to Prioritize

Top Three (creation action plan utilizing Community Health Assessment model)

• Develop 5 Year Workplan that provides direction for all Strategic Priorities (Enhancements, Mandates, etc.)

• Develop Communication Plan • Develop a Strategic Plan for Software

Development via a ToP Process • Student Intern for Conduent (PH & IT

background)

Develop Standards • Inventory of existing structure (PACR) to work

towards (understand) standardization • Leverage existing affinity groups to

share/explore/develop PH-Doc “use standards” • Identify external partners for each agency and

then aggregate and prioritize (DHS & MDH for reporting)

• Each agency to list external partners • List of all reporting requirement to start

standardization by program • Overall of PH-Doc to set up for standards • Define basic mandates common to the majority • Develop a committee that understands

standardization and can communicate to all participants

• Establish focus groups by areas of PH responsibilities to identify standards and best practices

• Define process coding that can be standardized

IDENTIFY BEST PRACTICES & DOCUMENTATION DATNDARDS FOR IMPROVED REPORTING


Develop PH-Doc Learning Community

• Consider a Forum for sharing/ exploring system use questions & answers

• Hold training/education sessions on PH tools (mapping tools, exchange tools)

• Integrating state (e-health) and National work and recommendations

• Utilize annual MnCCC conference to create a PH-Doc “track” to share/explore/grow focus

• Standardization of onboarding • PH-Doc session at CHS conference

Leverage Outside Expertise • Data Privacy Guide (similar to retention

schedule) • Partner with LPHA and MN County Attorney

Association to create a unified understanding of data privacy (client portal as use case)

• Surveys – client-county workers involving county attorney in planning (data privacy)

• Utilize experts or focus groups to grow understanding of outside issues (data privacy client portal excuses – white paper)

• Intentional participation at state and local level – data systems development

INCREASING OUR KNOWLEDGE THROUGH INTERNAL & EXTERNAL RESOURCES


FOCUSED IMPLEMENTATION: WHAT ARE THE SPECIFIC, MEASURABLE ACCOMPLISHMENTS FOR THE 1ST YEAR?

Strategic Direction Action Item Current Reality

FIRST YEAR ACCOMPLISHMENTS 2nd Year

Success Indicators


Create Short-Term Work Plan (Deb, Julie, Kristin, & Sarah) Develop Value Driven Mission Redefining Organizational Structure

Current enhancement process does not support big visionary change. 3-year contract with Avenu that has budget and deliverables. Mission & Vision exists for the User Group, not for the software CHS User Group CHS Advisory Committees: Training, QA, Enhancement, Finance. Ad Hoc: HFS. ISSG Liaison

1. Define target user audience (expand, stay the same – add counties, add HS, add ES, add homecare) 2. Understand current use and gaps for current users. 3. Survey landscape in MN regarding user/type of EHR’s in public health. (competitors, demand, etc.) 4. Articulate vision based on 1-3 above. 5. Disseminate the mission & vision to member agencies. 6. Timeline developed for development over the next five years. 1. Identify Role of each group (first 90 days), committees & responsibilities 2. By June 2019, recommend new structure for user group, may include standardization, executive committee. Address Ad-Hoc committees. 3. Funding Strategies


IDENTIFY BEST PRACTICES & DOCUMENTATION STANDARDS FOR IMPROVED REPORTING

Develop Standards Identify Best Practices & Documentation Standards (Lisa Klotzbach & Kara Zoller) Agencies not using standards in documentation and reporting. Mandatory fields Some forms used across agencies (MHVIEH, HFA) Structure of pathways and tasks exist. Reporting – billing FHVERS, Time Study=MDH MEDSS – Lead, EHDI, TB, Peri, Hep B MIIC FAB CATCHIII PPMRS Billing Sources Types Time Reporting

1. Develop a committee that understands standardization ->define basic mandates and reporting requirements 2. Reach out to groups to find out standards using or not = survey regarding standards and reporting requirements

Committee reports to user group a plan how to start with standardization.



Develop PH-Doc Learning Community Leverage Outside Expertise

1. Training Committee (formal) 2. Online Help Center 3. Online Videos – PH-Doc 4. Bi-monthly training via webex and record 5. Individual trainings per agency 6. Call and schedule Avenu for f-t-f 7. Bi-annual face-to-face Increase Knowledge through Internal & External Sources: Multiple data releases, client frustration, confusion (data rules), over-release use, different interpretations (county attorney and other attorneys)

1. Reorganize training committee – 60 days, beginning in November 2. Means to submit ideas to help center. Message board built in to Help Center. 3. 90 days – Better organization for online videos 4. Final alternate to bi-monthly meeting (ie day & times). Survey best times of training. Have both “user” and “supervisor” topics. 5. Create onboarding list per unit/ division for chart components. Create task for onboarding of new staff. 6. Provide opportunity in newsletter. 7. Forum assigned for training. 1. Set up work group 2. Consult identified agencies

Message Complete onboarding list.


90 DAY IMPLEMENTATION STEPS WORKSHEET

Strategic Direction: Increase our knowledge through internal/external resources by developing a PH-Doc Learning Community

Accomplishment/Action Title:

Intent (why?):

Start Date: End Date:

Implementation Steps (how?): 1. Organize the online videos in a better way. 2. Develop PDF of user manual so it is printable 3. Reorganize training committee (gather more county reps) 4. Establish list of chart components per program for internal onboarding

Who: Avenu Avenu Training Committee

When: Oct – Jan Oct – Jan Nov – Jan

Where:

Coordinator: Team Members: Leah Espinda-Brandt, Bree Allen

Collaborators/Partners: Training Commitee

Evaluation Measures: Budget: Next Meeting Date:



Strategic Direction: Create Short Term Work Plan


Intent (why?):


Implementation Steps (how?): 1. Set up committee – including users & Avenu to identify what’s possible with contractual restraints 2. 1st meeting in 60 days 3. Present to January User Group

Who: Enhancement Group

When: Oct – Nov

Where:

Coordinator: Team Members: Deb Castellanos, Julie Schrum (Meeker), Sarah (Morrison), Kristin (Sherburne)

Collaborators/Partners: Evaluation Measures: Budget: Next Meeting Date:



Strategic Direction: Increase knowledge through internal & external sources – Leverage Outside Expertise


Intent (why?): Understand data privacy requirements to prepare for interoperability

Start Date: October 2018 End Date: June 2019

Implementation Steps (how?): 1. Approach LPHA, MACSSA, and County Attorney Association to join work group 2. Create group charter to address data practices 3. DHS to share lessons learned for data privacy for MA recipients 4. Tool kit developed 5. Share results from DHS online. Create a shared project.

Who: Otter Tail County contact: Tom Gosset MTW, OT County Work Group Work Group Work Group

When: 60 Days – Nov 90 Days – Dec 120 Days – Jan 180 Days – March 270 Days – June

Where: User Group?? User Group?

Coordinator: Cindy Pederson Team Members: MTW, Otter Tail County

Collaborators/Partners: DHS, MDH, MACSSA, County Attorney Association

Evaluation Measures: Work Group Formed. Charter Completed. Tool Kit Developed.

Budget: $0

Next Meeting Date: TBD – October



Strategic Direction: Redefine Organizational Structure – Build a foundation that move PH-Doc to the 21st Century

Accomplishment/Action Title: Redefine Organizational Structure

Intent (why?): To move PH-Doc to the 21st Century


Implementation Steps (how?): 1. Assess current roles & responsibilities of user group and committees 2. Look/Research other software companies and business models (MnCCC/Conduent [Avenu]/NAACHO) 3. Develop recommendations to user group for restructuring 4. Develop recommendation for future funding strategies

Who: A committee

When: By January 25th, 2019 By January 25th, 2019 June 2019 June 2019

Where:

Coordinator: Laurie Brovold Team Members: Bonnie, Paulsen, Gina Adasiewicz, plus 3 non-metro counties

Collaborators/Partners: MnCCC, Conduent [Avenu], NACCHO

Evaluation Measures: 1. Committee Developed 2. Recommendations are developed

Budget: $0

Next Meeting Date:



Strategic Direction: BUILDING A FOUNDATION TO MOVE US TOWARDS THE 21ST CENTURY

Accomplishment/Action Title: Develop Value Driven Mission

Intent (why?):


Implementation Steps (how?): 1. Survey current users as to gaps. 2. Survey current users as to emerging opportunities 3. Report formation of Value/Mission Committee and invite others to participate. 4. Meet prior to January User Group - Draft Mission/Vision - Compile Findings - Report to User Group

Who: Amanda – MnCCC Amanda – MnCCC User Group

When: Mid November Mid November October 26th January 25th

Where:

Coordinator: Team Members:

Collaborators/Partners:

Evaluation Measures:

Budget:

Next Meeting Date:



Strategic Direction: BUILDING A FOUNDATION TO MOVE US TOWARDS THE 21ST CENTURY

Accomplishment/Action Title: Survey landscape of existing & potential

Intent (why?):


Implementation Steps (how?): 1. Contact OHIT @ State of MN DH for most current survey results. 2. Ask OHIT to provide similar results for human services software. 3. Ask Avenu to describe their vision for PH-Doc and how it fits in their portfolio of work. 4. Ask OHIT if they have any national data PH EHR adoption.

Who: Lynn Lynn Mary Lynn

When: November November December November

Where: Phone call to OHIT “ Phone call with Amy Walters Phone call to OHIT

Coordinator: Lynn Choromanski Team Members: Dan Jensen Jill Timm Mary Thompson

Collaborators/Partners:

Evaluation Measures:

Budget:

Next Meeting Date:


CALENDAR


2018 2019 October

CHS Advisory 10/3 CHS User Group 10/26

November December January CHS Advisory 1/9

CHS User Group 1/25

February March April CHS Advisory

4/3 CHS User Group

4/26

May June Annual Business Meeting

with Elections and Budgeting for 2020


Create Short Term Work Plan

Set up comm. (users & Avenue) to see what’s possible - contract (Oct Enh) (30 days) Develop a long-term Marketing Work Plan (15days)

Meeting of Plan Group Use Nov Enh Group (60 days)

Identify what Avenu staff will work on in the time before the version is identified (90 days)

Develop Value Driven Mission

Report formation of Value Driven Comm to User Group and Invite others to participate (10/26)

Contact OHIT: Current LPH EHR Survey, similar results for DHS & national (Nov) Survey current PH-Doc Agencies for emerging needs and current gaps/uses (mid-Nov)

Contact Avenu about their vision for PH-Doc & their understanding of national market (Dec 1st)

Meet prior to user group: Draft mission/vision, compile findings, report & discuss at user group

Redefining Organizational Structure

Develop a committee to address organizational structure (30 days)

Assess current roles & responsibilities of current committees and user group (90 days) Research other software co and their business models (MCCC, Avenu, & NACCHO) (90 days)

Develop recommendation to user group for restructuring (180 days) Develop recommendation for future funding strategy (180 days)


2018 2019 October

CHS Advisory 10/3 CHS User Group 10/26

November December January CHS Advisory 1/9

CHS User Group 1/25

February March April CHS Advisory

4/3 CHS User Group

4/26

May June Annual Business Meeting

with Elections and Budgeting for 2020

IDENTIFY BEST PRACTICES & DOCUMENTATION STANDARDS FOR IMPROVED REPORTING

Develop Standards

Form a committee to start looking at standards and where to start (180 days)


Develop PH-Doc Learning Community

Organize Online Videos (90 days)

Reorganize Training Committee (60 days)

Leverage Outside Expertise

Approach LPHA & MACSSA & Cty Atty to join work group (60 days)

Create group and charter to address Data Practices (90 days)

DHS to share lessons learned for data privacy for MA recipients (130 days)

Tool Kit Developed (180 days)

Share lessons learned from DHS online consent 2 share project (270 days)

CHS User Group PH-Doc Strategic Plan - MnCCCcalendar.mnccc.org/docs/12317/Facilitation_Report.pdf•...

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