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Toolkit Introduction

Toolkit Index and Table of Contents - 1

Downloadable Toolkit Index and Table of Contents for Your Practice

OfficeIndex and Table of Contents for Chiropractic Offices

STEP 1: Access your Practice Readiness. The first step in EHR implementation is to conduct an assessment of your current practice and its goals, needs, and financial and technical readiness. With an accurate view of your level of preparedness, your practice can design an implementation plan that meets the specific needs of your practice. These are the HIT toolkit documents and templates which will help you through Step 1 of this process.

EHR User Track

HIT Toolkit Sectio

n

Toolkit Item(Document

Name)

Tool Description(Check Toolkit

Menu Section for Complete

Descriptions)

File Format

Track 1 –

Core Docume

nts& Small Office

Track 2 –

Large or

Adv Practi

ce Offic

e

Track 3 –

Upgrade or Resel

ect

Track 4 –

Adv EHR

User or MU

Incentives

Using the ToolkitIntroMaterials

Step-by-Step Guide to Using Toolkit & Where to Begin

Narrated overview & guide to using HIT Toolkit for any size office

PPT X X X X

Toolkit Index & Table of Contents for Chiropractic Offices

Table of contents for using the right tools within HIT Toolkit appropriate for your office size & EHR needs

Word Doc

X X X X

Downloadable Toolkit Index and Table of Contents for Your Practice Office

Download recommended Toolkit EHR User Track for your EHR user needs

XLS X X X X

How to Use Toolkit

Summary geared for users completing entire toolkit process

Word Doc

Opt. X Opt. Opt.

Getting Started - Assessment & ReadinessSection 1.Assess

1.1

The Business Case for EHR and How Meaningful Use Fits Into Equation(20 minutes)

Narrated presentation highlighting benefits of using EHR and EHR Meaningful Use Program & Incentives

PPT X X X X

1. Understandin Complete PDF Opt. Opt. Opt. Opt.

Section 1.1 Adopt – Assess – Toolkit Index and Table of Contents - 2

1 g EHR Incentives Final Rule for Eligible Providers

background to final rule and financial incentives for EPs presented by Dr. Paul Kleeberg, May 2011

1.1

HIT Project Governance

HIT Project Governance structure, organization structure and roles

WordDoc

X

1.1

Visioning & Strategic Planning

3 different file formats for reviewing the conceptual elements & components of EHR. Although geared toward larger EHR/EMR client server systems, covers HIT related terms

Word Doc

Opt.

1.1


PPT

1.1


Webinar

1.1

Overcoming Barriers

Overcoming barriers to adopting EHR

Word Doc

X X X

1.1

Myths & Realities

Addressing the myths & realities of EHR

Word Doc

X X

1.1

Implementing Systems Overview

Summary & introduction to the various stages of EHR implementation

Word Doc

X X X

1.1

Communication Plan (Overview)

Communications plan & Template for staff and patients before, during & after adoption

Word Doc

Opt. X X

1.1

Communicating with Patients about EHR

Planning message strategy for communicating with patients about EHR

Word Doc

X X X

1.1

Organizational Readiness Assessment

Useful templates for doing self-assessment or survey of office, staff readiness for EHR and attitudes toward adoption

WordDoc

X X X

1.1

HIT Attitudes Assessment

Survey & checklist for assessing staff readiness and attitudes about EHR/HIT

Word Doc

X X X

1.1

Financial Assessment

Useful template and self-

Word Doc

X X X


assessment for evaluating key factors of financial readiness for adopting an EHR

1.1

Financing Resources

Information to different types of finance purchasing options & resources, including evaluation checklist

Word Doc

X X X

1.1

IT Staffing Inventory

Checklist & template for office use with on-site IT staff resources

Word Doc

X

1.1

IT System Inventory

Checklist & template for identifying/documenting existing or needed IT hardware

Word Doc

X X X

1.1

Application Interface Inventory

Advanced template & analysis of existing applications & interfaces

XLS Opt. X X

1.1

HIT Security Risk Analysis

Advanced template and considerations in Security Risk Analysis

XLS Opt. X X X

1.1

Contingency Plan Assessment

Checklist & template for Contingency Planning and Disaster Recovery

Word Doc

Opt. X X X

1.1

Computer Skills Survey

Survey template & checklist to determine staff computer skills

Word Doc

Opt. X X

STEP 2: Plan Your Approach. Planning draws on the information gathered during the assessment phase, to outline the practice’s EHR implementation plan.

EHR User Track

HIT Toolkit

Section

Toolkit Item

(Document Name)

Tool Description(Check Toolkit Menu Section for Complete

Description)

File Format

Track 1 –

Core Docume

ntsor Small

Office

Track 2 –

Large or

Adv Practi

ce Offic

e

Track 3 –

Upgrade or Resel

ect

Track 4 –

Adv EHR

User or MU

Incentives

Planning Your ApproachSection 1.

1.2

HIT Steering

Resource and roles for starting HIT Steering

Word Doc

Opt. X X


Plan Committee Teams or Committees1.2

HIT Project Documentation

Sample meeting agendas, minutes and templates

Word Doc Opt.

1.2

Clinical IT Leadership

Description of leadership roles for HIT or informatics

Word Doc

X Opt.

1.2

Project Management

Useful overview & resource material for larger offices (with staff) on Project Management description, roles, & process

Word Doc

X Opt.

1.2

Project Manager Job Description

Project manager job description

Word Doc

X Opt.

1.2

HIT Goal Setting

Guidance & template for planning and goal setting considerations

Word Doc

X X X

1.2

SMART Goal Planning(45 minutes)

Overview of SMART Goal System: Specific, Measurable, Achievable, Realistic & Timely

Webinar

X X X

1.2

Change Management

Informational resource & assistance on change management

Word Doc

X X X

1.2

Key Clinical Process (High-level)

Templates and guidance for documenting key clinical process & functions

Word Doc

X X X

1.2

Workflow and Process Redesign

3 different file formats reviewing the conceptual elements & components of workflow process mapping & redesign. Note: Advanced activity tools & resource materials

Word Doc

Opt. X Opt. Opt.1.2


PPT

1.2


Webinar

1.2

Chart Conversion Planning

Templates, guidance & considerations for managing paper chart conversions

Word Doc

X X X

1.2

Business Case: Total Cost of Ownership and Return on Investment

Advanced template & worksheet to assist in readiness calculations for analyzing costs of technology + benefit of acquiring technology

XLS X X X

STEP 3: Select or Upgrade to a Certified EHR. There are a number of steps involved in choosing the right EHR system for your practice. Eligible health care professionals and hospitals must use certified EHR technology in order to achieve meaningful use incentive payments. Looking to choose the right system for your practice or Incentive Program eligibility? Start here.


EHR User Track

HIT Toolkit

Section


Name)


Descriptions)

File Format

Track 1 –

Core Docume

ntsor Small

Office

Track 2 –

Large or

Adv Practi

ce Offic

e

Track 3 –

Upgrade or Resel

ect

Track 4 –

Adv EHR

User or MU

Incentives

Overview Documents (before you select)Section 1.Select

1.3

HIT Code of Conduct

Informational resource to review prior to engaging EHR vendors

Word Doc

Opt. X X

1.3

Vendor Selection and Understanding the Marketplace

Temporary high-level overview document. ***Watch for future updates & notifications

WordDoc

X X X

1.3

Vendor Selection and Understanding the Marketplace

This web link is temporarily not available***Watch for future updates & notifications

PPT

Remaining items in Section 1.3 are designed to assist with the preparation and facilitation of a Request for Proposal (RFP) process. Not all Tracks require a formal RFP process (although RFP recommended when appropriate, reviewing tools will assist with establishing unique practice criteria & needs)1.3

Requirements Analysis:Begin with an Analysis of your Practice

Temporary high-level overview document. Note: Functional requirements on page 2 ***Watch for future updates & notifications

Word Doc

X X X

1.3

Request for Proposal:Preparing an RFP

General RFP template including (a) high-level functional requirements of certified EHR and (b) questions & operational considerations

Word Doc

X X X

1.3

Key DifferentiatorsDefining Key Criteria

General template examples and guidance to preparing key differentiators

Word Doc

X X X

1.3

RFP Analysis Guide for sending out RFP & analyzing results

Word Doc

X X X

1.3

PMS FunctionalityDifferentiating PMS and EHR

Information & template differentiating EHR and PMS functionality. Functional template specific to PMS as needed

Word Doc

X X X


1.3

Input Device PlanningHardware/Input Requirements

Planning for hardware and input device capabilities when making recommendation or selecting EHR

Word Doc

X X X

1.3

CCHIT- Certification Commission for Health Information Technology

Link to check latest information and ONC-ATCB certified products

Link X X X

Selecting a Vendor: Tools to help in selection process for your Vendor of Choice1.3

Vendor of Choice

Guidance & checklist for overall acquisition (Selection) Process

Word Doc

X X X

1.3

Due Diligence: Demonstration Plan

Template & checklist to arrange product demonstrations

Word Doc

X X X

1.3

Due Diligence:Site Visit Plan

Template & checklist to arrange site visit plan

WordDoc

Opt. X Opt.

1.3

Due Diligence: Reference Check Plan

Template & checklist to conduct reference checks

Word Doc

X X X

1.3

Contract Checklist

EHR vendor pre- and post-negotiating tasks & tips you should be aware of when negotiating vendor agreements or contracts

Word Doc

X X X

STEP 4: Conduct Training and Implement an EHR System. EHR implementation involves the install of the EHR system and associated activities, such as training, go-live and pilot testing.

EHR User Track

HIT Toolkit Section

Toolkit Item

(Document Name)


Descriptions)

File Format

Track 1 –

Core Docume

ntsor Small

Office

Track 2 –

Large or

Adv Practi

ce Offic

e

Track 3 –

Upgrade or Resel

ect

Track 4 –

Adv EHR

User or MU

Incentives

Project Planning & WorkflowSection 2.Implement

2.1

Project Planning

Overview of basic elements of Project Planning using Microsoft word.

Word Doc

Opt. Opt. Opt.

2.1

Project Plan

Project Plan Template XLS Opt. Opt. Opt.

2.1

Issues Management

Guidance & Template for managing issues before, during & after

Word Doc

X X X


implementation2.1

Workflow and Process Improvement

Resource for addressing workflow & process changes during implementation

Word Doc

X X X X

2.1

Policy and Procedure Checklist

Checklist & Template identifying Policy or Procedures which may need review or updates

Word Doc

Opt. X Opt. Opt.

All EHR System vendors will provide some level of implementation guidelines and checklists for use during Implementation Phase. Remaining tools in Section 2.1 can be used as reference or supplemental (gap) resources to assist with additional materials or Templates you may need.2.1

Forms and Reports Analysis

Use this tool to determine what data you collect – and by whom – to identify reports you generate

XLS Opt. Opt. Opt. Opt.

2.1

System Build doc

3 different file formats reviewing tool to help with understanding tasks performed during a system build; geared toward larger EHR systems or Client-Server based solutions

Word Doc

Opt. X Opt.

2.1

System Build ppt

PPT

2.1

System Build Webinar

Webinar

2.1

Space Planning

Planning for space or physical layout considerations; including equipment, security & practice flow

Word Doc

Opt. X Opt.

2.1

Change Control

Overview of Change Control management process; geared toward larger staff or multi-site offices

Word Doc

X X X

2.1

Security Risk Analysis and HITECH Requirements

High-level overview including links

Word Doc

X X X X

2.1

Workflow Breach Notification in HIPAA Covered Entities

High-level overview of Breach Notification workflow

Word Doc

X X X X

2.1

Vocabulary

Data related definitions (e.g. unstructured data, discrete data)

Word Doc

X X X

2.1

Incorporating

Resource and Template to help

Word Doc

Opt. X Opt. Opt.


Clinical Practice Guidelines

incorporate needed or required clinical practice guidelines into EHR system functionality

2.1

Incorporating Clinical Decision Support

Resource & Checklist of considerations, factors and use of CDS alert notifications in your practice

Word Doc

Opt. X X X

2.1

Training Plan

Checklist & Template for additional training considerations in larger office or staff environments

Word Doc

X Opt. Opt.

2.1

Testing Plan

Checklist & Template of EHR tests typically performed

Word Doc

X Opt. Opt.

2.1

Rollout and Turnover Strategies

Checklist & Template for larger or multi-site offices to consider Implementation or Go-Live strategies (e.g., Phased or all-at-once)

Word Doc

X X

2.1

Go-Live Checklist

Checklist for Go-Live planning

Word Doc

X X X


STEP 5: Achieve Meaningful Use. The final phase of EHR implementation is effectively utilizing your EHR system in a meaningful way, improve quality of care and optimize your practice. For Eligible Professionals participating in EHR Incentive Program this includes successfully attesting and demonstrating meaningful use of EHR, and reassessing what you have learned from training and everyday use of the system.

EHR User Track

HIT Toolkit Section


Name)

Tool Description(Check Toolkit

Menu Section for Complete

Descriptions)

File Format

Track 1 –

Core Docume

ntsor Small

Office

Track 2 –

Large or

Adv Practi

ce Offic

e

Track 3 –

Upgrade or Resel

ect

Track 4 –

Adv EHR

User or MU

Incentives

The majority of EHR vendors provide system tools including assessment wizards, dashboards or other reporting features to capture and monitor Meaningful Use, Quality Measures and other key clinical data/reporting requirements. Section 2.2 provides additional resources to assist with EHR Incentive Program and Meaningful Use Attestation process.

Section2.Achieving MU

2.2

Introduction to Medicare EHR Incentive Program for Eligible Providers

Comprehensive easy-to-navigate Beginner’s Guide to EHR Incentive Program, published by CMS

PDF X X X X

2.2

Quick Guide to the Clinical Quality Measures

Overview, guide and links to understanding Clinical Quality Measures (CQM), published by CMS

PDF X X X X

2.2

Chiropractic MU and CQM Requirements & Exceptions

Eligible Provider Meaningful Use Checklist & Exceptions for Chiropractors **Watch for Updates**

XLS X X X X

2.2

Pre-Attestation Review

Meaningful Use Pre-Attestation Review & Checklist for EP’s

Word Doc

X X X X

2.2

Attestation Audit Tracking Tool

Checklist of recommended documents to retain for MU Audit

Word Doc

X X X X

Section 2.3 provides supplemental resources which may be needed or to assist in achieving meaningful use or support effective utilization of EHR system

Section2.EffectiveUse

2.3

Continuity of Care Document

Understanding CCD/CCR (Continuity of Care Documents or Records) Use and Structure

Word Doc

Opt. Opt. Opt. Opt.

2.3

Optimization Strategies for Point of Care Charting

Resource & Checklist for making cultural shift from paper to electronic charting

Word Doc

Opt. X X Opt.


2.3

Optimization Strategies for CDS (Clinical Decision Support)

Resource, Checklist & Template for integrating effective CDS support in your practice

Word Doc

X X X Opt.

2.3

Optimization Strategies for Registries

Advanced Resource & Template document understanding & optimizing registries and registry functionality

Word Doc

Opt. Opt. Opt.

2.3

Utilizing EDMS and Hybrid Record Risk Management

Checklist and considerations implementing Electronic Document Management Systems (EDMS) into EHR systems

Word Doc

As Needed

As Neede

d

As Need

ed

Opt.

2.3

HIT Upgrades

Upgrade management overview & definitions; appropriate mainly to larger, client-server, or non-hosted systems

Word Doc

Opt. X Opt. Opt.

2.3

Quality Measurement, Reporting and Improvement

Guidance, Links & Templates for PQRS (Physician Quality Reporting System)

Word Doc

X X X X

Resources in Toolkit Section 3.1 and 3.2 address elements of Health Information Exchange (HIE) and Interoperability

Section 3.Inter-operate

3.1

HIE Readiness

Resource for Understanding HIE, and Assessing your Readiness. Published by MN Dept of Health but inclusive of applicable terms & links

Word Doc

X X X X

3.1

HIE Data Exchange Priorities

HIE Data Exchange Worksheet

Word Doc

X X X X

3.1

HIE Technology

Introduction to technology used in HIE

Word Doc

Opt. X Opt. Opt.

3.1

HIE Goals and Governance

Information on various health information organizations

Word Doc

Opt. X Opt. Opt.

3.1

HIE Interoperability

Health Information Exchange Guidance for Minnesota’s Health and

PPT Opt. X Opt. Opt.


Healthcare Providers – MDH

3.1

HIE Data Stewardship

Data stewardship & fair health information practices

Word Doc

Opt. X Opt. Opt.

3.1

Personal Health Record Technology

Overview of PHR Technology

Word Doc

Opt. Opt. Opt. Opt.

3.1

HIE Policy and Procedure for PHR

Temporary high-level overview document. ***Watch for future updates & notifications

Word Doc

X X X X


STEP 6: Continue Quality Improvement. This final phase refers to reassessing what you have learned from everyday use of the system and emphasizes continuous evaluation of your practices goals and needs post-EHR implementation and driving continual improvement toward improved quality-of-care.

EHR User Track

HIT Toolkit Section

Toolkit Item

(Document Name)


Descriptions)

File Format

Track 1 –

Core Docume

nts& Small Office

Track 2 –

Large or Adv Practi

ce Office

Track 3 –

Upgrade or Resele

ct

Track 4 –

Adv EHR

User or Incenti

ves

Former Section 2.3 documents provides resources to assist with tracking your unique practice goals; including operational efficiencies, staff-user and patient-user satisfaction for sustainable, effective use of your EHR system in your practice. Additional materials & guidance will be continually added to this section.

Section 4.Continue Quality

4.1

Monitoring Goal Achievement

Template to help measure how/if EHR activities & adoption goals are being achieved

Word Doc

Opt. X X Opt.

4.1

HIT Adoption Milestone Results

Template & Worksheet to measure HIT Adoption activities & achievement

Doc Opt. X Opt. Opt.

4.1

Benefits Realization

Template & Worksheet to calculate non-monetary benefits of HIT, operational & process improvement

XLS Opt. X X Opt.

4.1

Intervention Strategies

Guidance & Workflow diagram to diagnosing problems in achieving effectiveness or efficiency from EHR system

Word Doc

Opt. X X Opt.

4.1

HIT User Satisfaction

Sample EHR User Survey

Word Doc

X X X

4.1

HIT Patient Satisfaction

Patient Satisfaction Template & Survey for analysis before and after adoption

Word Doc

X X X X

4.1

Routine System Maintenance Checklist

Guidance & Checklist for ongoing IS (information system) maintenance

Word Doc

X X X Opt.

Additional notes and recommendations: Refer to Support section on Toolkit Menu for support and contact information for

assistance with these tools. Continual program updates, modifications to resources and resource documents are

part of ongoing process for quality improvement practices and Toolkit value. We


highly recommend chiropractic offices sign up to Receive Toolkit Updates (also under Support section), bookmark Toolkit Main Page or check back frequently for most current documents and latest information.


Copyright © 2011 Stratis Health. Funded by Chiropractic Care of Minnesota, Inc. (ChiroCare), www.chirocare.com

Adapted from Stratis Health’s Doctor’s Office Quality – Information Technology Toolkit, © 2005, developed by Margret\A Consulting, LLC. and produced under contract with the Centers for Medicare & Medicaid

Services (CMS), an agency of the U.S. Department of Health and Human Services.

For support using the toolkitStratis Health Health Information Technology Services

952-854-3306 [email protected]

www.stratishealth.org


http://www.stratishealth.org/

http://www.chirocare.com/