Http://dn58412/IS531/IS531_SP15.html Lecture 8 Selecting a Healthcare Information System (Chapter 8)
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Transcript of Http://dn58412/IS531/IS531_SP15.html Lecture 8 Selecting a Healthcare Information System (Chapter 8)
http://www.csun.edu/~dn58412/IS531/IS531_SP15.html
Lecture 8Selecting
a Healthcare Information System (Chapter 8)
Learning ObjectivesLearning Objectives
1. System Selection Phase in System Development Life Cycle
2. Requirements Analysis for System Selection: Steering committee, issues to consider
3. Selection of System Vendor (RFI, RFP, RFQ, Gap Analysis)
IS 531 : Lecture 8 2
Preliminary ConsiderationsPreliminary Considerations
• Technology is the infrastructure of an organization:– The competitive advantages associated
with HIS are contingent upon the technology, the degree to which technology meets the organization’s needs, the strength of the information services staff, and the speed and method by which the system is implemented.
IS 531 : Lecture 8 3
Preliminary ConsiderationsPreliminary Considerations
• The system is contextual: no “right” choice or “canned” solution for “all” facilities
• It must be determined by a strategic goals / plan of a specific institution
IS 531 : Lecture 8 4
Systems Development Systems Development Life Cycle (SDLC)Life Cycle (SDLC)
• Each system has a life time• SDLC is the process for the selection and
implementation of an information system• Ongoing process of developing and
maintaining an information system• Systems Development Process /
Methodology : specific tasks, deliverables in process
• Four main phases cover the life span of information systems
IS 531 : Lecture 8 5
Systems Development Systems Development Life Cycle (SDLC)Life Cycle (SDLC)
1. Analysis (needs/ requirements assessment)
2. Design (system selection)3. Implementation4. Maintenance / Support
IS 531 : Lecture 8 6
SDLC
IS 531 : Lecture 8 7
Requirements AssessmentRequirements Assessment
• Initiated by someone with a vision of the future and overseen by steering committee
• Determine the gap between the current state and the overall needs in light of the organization’s strategic plan
• Look at segments in the organization and current workflows for specific needs / improvements
• SWOT Analysis for issues in financial, efficiency, quality
IS 531 : Lecture 8 8
Steering CommitteeSteering Committee
• Key success factor• Membership
– Board members (ensure congruence with organizational strategic plan)
– Representatives from all departments affected (to decrease possibility of missing potential problems)
– Must include end users (patients ?)– Chair should be a member of
administration to champion the project
IS 531 : Lecture 8 9
Steering Committee StructureSteering Committee Structure
• Large enough to make a good decision but small enough to be effective and efficient
• Multilevel committee– Upper level makes final decisions– Lower level /frontline makes
recommendations• Need users with functional expertise, good
communication, and computing background• May include consultants
IS 531 : Lecture 8 10
Outside ConsultantsOutside Consultants
• May be used for any part of the selection or implementation processes
• Effective use requires clear definition of the contractual relationship and expected outcomes
• May be used to analyze all available information and make recommendations
IS 531 : Lecture 8 11
Understanding the Current Understanding the Current SystemSystem
• Must determine what information is used, who uses it, and how it is used
• May use questionnaires, observation, and interviews
• Must weigh strengths and weaknesses in light of organization’s needs
IS 531 : Lecture 8 12
Determining System Determining System RequirementsRequirements
• User needs (with ranking weights)– Mandatory / functional : “musts” – Optional /non-functional : “wants /
desirables”
• Technical issues• Administrative / general issues• Functional / departmental issues
IS 531 : Lecture 8 13
Technical IssuesTechnical Issues• Hardware and software needed for the
desired level of system performance• Type of architecture (compatible with other
system platforms)• Connectivity (network with other systems)• Response time• Availability: Operational vs. downtime• Test and training environments• Support for other Information Technologies
IS 531 : Lecture 8 14
Administrative / General Administrative / General IssuesIssues
• Compliance with regulatory and legal requirements on confidentiality, security and integrity (HIPAA)
• Data standards and data exchange• Data storage (purging, restoring, backup
data)• Report capabilities: predefined/automated
vs. ad-hoc• Abilities to integrate with Heath Information
ExchangesIS 531 : Lecture 8 15
Functional / Departmental Functional / Departmental IssuesIssues
• Registration• Order entry/CPOE/ Results reporting • Documentation/Billing• Scheduling• Medical records• Accounting
IS 531 : Lecture 8 16
System SelectionSystem Selection
• Survey on certified vendors with certain specialties
• Trade shows and conferences • Publications
– Professional organizations– Trade journals– User groups
IS 531 : Lecture 8 17
Request for Information (RFI) Request for Information (RFI)
• Brief document sent to vendors that states plans to purchase and install a system
• Asks the vendor for a description of the system, its capabilities, and perhaps:– About the company– Number of installed sites– Technical capabilities– Updates
IS 531 : Lecture 8 18
Request for Proposal (RFP) Request for Proposal (RFP)
• Formal document sent to vendors to describe system requirements sought
• Solicits proposals from vendors that describe their capabilities to meet the mandatory and optional requirements
• Detailed and precise to facilitate accurate responses from vendors
• Responses are used to narrow the choices
IS 531 : Lecture 8 19
Template of RFPTemplate of RFP
• Description of organization– Mission and goals– Organizational structure– Type of healthcare facilities– Payer mix– Volume statistics
• System requirements (avoid specific configurations to open to effective alternatives)
• Criteria for evaluation of responses• Deadline for submission
IS 531 : Lecture 8 20
Analysis of RFP ResponsesAnalysis of RFP Responses
• Considerations– Was it submitted by the deadline date?– Is it a professional effort?– Were the vendor representatives
responsive?– Does the proposal address the RFP or is
it a standard bid?
IS 531 : Lecture 8 21
Request for Quote (RFQ)Request for Quote (RFQ)
• Statement of need focusing upon pricing, service levels, and contract terms
• Skips marketing hype often received in response to RFP
IS 531 : Lecture 8 22
Site VisitSite Visit
• Visit many sites having installed the system under consideration
• Ask the same set of questions at each for comparison purpose
• Ask for a demonstration of the live system• Interview system users• Inspect system output• Contact other institutions have been using
the system for comments and advises
IS 531 : Lecture 8 23
Gap AnalysisGap Analysis
• Evaluate the system finalists • Gap Analysis: What needed and what
vendor offered• Feasibility Analysis: Technical, Operational,
Economic, Schedule, Risk (TOESR) • Economic analysis: Costs/benefits , return
on investment …• Award contract to the winner and brief
others
IS 531 : Lecture 8 24
Contract NegotiationContract Negotiation
• After the system selection and recommendations negotiations are done through legal and purchasing representatives
IS 531 : Lecture 8 25
Concluding RemarksConcluding Remarks
• The system life cycle is ongoing (current system will reach its entropy someday !)
• Each cycle of the system development process increase the body of organizational knowledge base for future choices.
• Increased knowledge also help to shorten the selection process.
IS 531 : Lecture 8 26
Additional MaterialsAdditional Materials
• Six steps to implement EHRhttp://www.healthit.gov/providers-professionals/ehr-implementation-steps
• Top EHRhttp://www.softwareadvice.com/medical/electronic-medical-record-software-comparison/
IS 531 : Lecture 8 27