Designing Electronic Health Record Tools for Efficient CIBMTR Data

Management

The Medical University of South CarolinaCindy Kramer, MS, RN, OCN

Provide a method for providers to document CIBMTR staging in the EHR

Provide a method for the data managers to access the information for more accurate and timely reporting

Advantages EHR CIBMTR Staging Tool

Advantages: Increase reporting accuracy Increase overall efficiency Improve access to data

Project started with the following questions:Why can’t we build the CIBMTR staging sheets into our EHR?

How can we integrate directly into CIBMTR from our EHR?

Tool Bar – Easy Access for Providers

© 2018 Epic Systems Corporation. Used with permission

Building the Disease Staging Sheets

© 2018 Epic Systems Corporation. Used with permission

Clinical Provider’s EHR View

© 2018 Epic Systems Corporation. Used with permission

Disease Classification

© 2018 Epic Systems Corporation. Used with permission

Data Manager – Retrieving Results

© 2018 Epic Systems Corporation. Used with permission

Data Manager – Completed Forms Data Managers

• Review flowsheets for data as it was documented by the provider

• Available at all times in the EHR, even with read-only access

© 2018 Epic Systems Corporation. Used with permission

Audit After Implementation

Data Manager - Reminder Sheets

Data managers query transplants each month and provide info on incomplete disease staging sheets to MDs at weekly meetings.

TxDate MUH # LastName FirstName EvaluatingPhysician10/18/2017 xxxxxxxx Doe John RS10/20/2017 xxxxxxxx Doe John AN

11/9/2017 xxxxxxxx Doe Jane BH11/15/2017 xxxxxxxx Doe John RS11/17/2017 xxxxxxxx Doe Jane AN11/21/2017 xxxxxxxx Doe John BH11/22/2017 xxxxxxxx Doe John RS11/30/2017 xxxxxxxx Doe Jane AN12/21/2017 xxxxxxxx Doe John RS

Incomplete Disease staging sheets

Challenges

Takes time to get new processes implemented

Transitioning from old practice to new practice

Staff turnover, MD’s busy schedules

Unable to route the disease staging forms to the MDs EHR in-basket

Analyze results to determine if the EHR tool increased our reporting accuracy rates during the CIBMTR audits

Discuss with the CIBMTR on how we can integrate our EHR data tool into their systems

How to access the information for your center?

Reach out to the CIBMTR for permission before implementing this new tool.

EPIC BMT Steering Group is working with the CIBMTR to develop a BMT module that will likely contain a staging tool activity.

Epic customers can reach out to their Beacon TS to obtain more information on this project.

Staff Contributionso Physician Champions: Dr. Chhabra, Dr. Stuart, Dr. Hudspeth, Dr.

Neppalli, Dr. Hess, Dr. Jaroscako BMT Program Nurse Manager: Cindy Kramero Epic Clinical Applications Analyst: Rebecca Welcho Clinical Informatics Analyst: Laura Coleo Statistical and Research Analyst II: Kristy Martino Statistical and Research Analyst II: Yolanda Williamso Quality Coordinator: Elizabeth Williamso BMT Nurse Coordinators: Colleen Butcher, Amanda Littleton, Melinda

Cone, Leah Judd30th Anniversary MUSC BMT

Questions?