me-pi executive dashboard webinar · 2014-03-04 · me-pi executive dashboard webinar executive...

ME-PI Executive Dashboard Webinar Executive Dashboard Webinar 103 March 27, 2009Listen Hands-free. You may listen over your computer speakers or headphones. There is no dialing-in required!

You may ask questions at any time using the Q&A interface.

Friday March 27, 2009 HIMSS ME-PI Executive Dashboard Workgroup Workshop

Welcome to the Webinar!

Welcome to the third of four ME-PI Executive Dashboard WebinarsFuture Webinars – 104 Case Studies with Vendor Q & A June 12, 2009

Moderator:– Cindy McKinney, IBM, FHIMSS– Chair ME-PI Executive Dashboard Workgroup– Focus: Identification of key operational needs

within the area of executive dashboard, metrics, and data warehouses to develop white papers and education materials for open dissemination.

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Friday March 27, 2009 HIMSS ME-PI Executive Dashboard Workgroup WorkshopHIMSS ME-PI Executive Dashboard Workgroup Workshop

What is ME-PI?

Professionals with an interest in applying engineering principles to streamline business processes and practices in healthcare. We focus on educating and informing members of the latest topics, tools, and “best practices” for improving healthcare performance.

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HIMSS Management Engineering and Process Improvement Community

Open to HIMSS Membership – The ME-PI Community provides a unique opportunity for professionals to network on the focused topic of management engineering and process improvement within the healthcare information technology environment. – Chair: Jim Langabeer– Co-Chair: Kim Brant-Lucich

Meets the 1st Friday of the month, Noon-1pm EST, via WebEx for Networking and Education– Contact: Juanita Threat at [email protected]

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mailto:[email protected]


Executive Dashboard Workgroup

We identify key operational needs within the area of executive dashboard, metrics, and data warehouses to develop white papers and education materials for open dissemination. – Chair: Cindy McKinney, MBA, FHIMSS

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Introduction of Speakers

Karen Fairchild, President and CEO of Fairchild Consulting Inc, is an accomplished IT Technologist and Executive with over 20 years experience in strategic planning and development of healthcare technology solutions for providers and payers. Her EMR experience spans from her design of one of the industry’s first EMRs in 1989 through today’s interoperable Electronic Health Records and Health Information Exchanges. She also works with clients on Clinical Analytics in community health exchanges.

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Her areas of expertise include Strategic Technology Planning, Enterprise Architecture, Solutions Development and Execution, Operational Architecture, Business Intelligence and Vendor Evaluations. She is actively involved with the NY eHealth Collaborative (NYeC) EHR Collaborative work group and with HIMSS.

http://fairchildconsultinginc.com/


Introduction of Speakers

Henry Tenarvitz is the Chief Intellectual Property Officer of Versus Technology. Versus is well known for their innovative use of active RFID-IR for automating clinical operations over the past 15 years. A graduate of Michigan State University, Henry also has experience with manufacturing process automation systems in the automotive and aerospace industries. Mr. Tenarvitz now helps design patient flow automation systems for Emergency Departments and Outpatient Clinicsthroughout North America and Europe.Mr. Tenarvitz is a member of the HIMSS ME-PI, RFID SIG, UL 1069 Standards Technical Panel, and MS-HUG.

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Today’s Objectives

Understanding of what steps need to be taken in order to ensure the integrity of Executive Dashboard dataIdentifying aspects to consider in dashboard developmentInsight into the implementation processIdentifying how feedback can be obtained on the value and utility of the Executive dashboard, once implemented

HIMSS ME-PI Executive Dashboard Workgroup Workshop 8


Implementation Process

HIMSS ME-PI Executive Dashboard Workgroup Workshop

An iterative lifecycle approach for Dashboard Development Life Cycle (DDLC)

Initiate Governance, Resources, Strategies

Design Business & Technical Solutions, Training & Testing

Build/Construct Data Access, Tools, Training, Test Cases

Test Training, Test System, Test Operations

Conduct Pilot, Rollout Dashboard(s)

Monitor, Evaluate Feedback, Next Iteration

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Project Initiation

Set up governance to include decision making boards, change control, etc.Get project management, resources, infrastructures and strategies definedAssure all contracts are executed. Define roles and responsibilities for all project team members including any vendors, practice IT staff, clinicians, and other business participants. Schedule regular, timely progress reviews.Order, procure, stand-up infrastructure for test & production environmentsEstablish Test Plan Strategy. Important to do this at the start of implementation. Establish rollout strategy including pilots, how much to roll out at a time



Design Phase: Business Solution

Design Business Solution:Identify the target audience (address executives, managers, clinicians – likely multiple views needed)Potential key performance indicatorsAssure dashboard results are actionable (otherwise, why are you measuring them)Address workflow considerations and training needsPresentation should be intuitive and utilize data visualizations in a graphical presentation



Design Phase: Technical Solution

Design Technical Solution:Design Data Architecture

– Do you have data to support the KPIs you determined in the business design?– Determine how often raw data needs to be collected, sampled or merged– Design data integrity approach for aggregated data from different systems– Design considerations for completeness and validity of the data so that it is statistically

significant– Consider algorithms that may need to be applied to transform data

Design Dashboard Display– Usability for targeted users– Design standards

Evaluate software/hardware for dashboard solution (clients & server)Design Operational Aspects

– SLAs, Policies, Procedures for Operations– Backup/Recovery Strategies


DMZ

HOFW :W atchGuard

FRR01 :Intel 19510 Frame Relay Router

HOES01 :Ethernet Switched Hub

Web Serv er :Dell PowerEdge 2650

«pc server» RAM = 2 x 1024 MBProcessor = 2 x 2.8 GHZ Disks = 4 x 80 GBDisk Control ler = RAID 5

216.239.46.96 :Ethernet Adaptor

WebDataServ er :Dell PowerEdge 6650

«pc server» RAM = 1024 MbP 3 0 GH

216.239.46.95 :Ethernet Adaptor

+Internet

+DMZ

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Design Phase: Testing

Design Test StrategyMay need to design test data to use for testing solutionConsiderations for data refreshes during testing – this involves a lot of data that needs to be designed forTest cases for each view: personalized views for different users with KPIs most relevant to roleTest cases for enterprise perspective



Build Phase

Develop mechanisms for getting the data from the sources (systems, paper, etc.)Set up selected ETL tools and other 3rd party specialty tools (SAP/Crystal/BO, etc.)Build training materialsBuild operational schedules



Test Phase

Ensure all the tools work to get accurate resultsEnsure the updated workflow processes work with the new dashboardEnsure operational aspects work including operational procedures, backups/recoveries



Rollout Phase

Conduct training and begin production useGood practice is to start with a small pilotRollout to larger groups after pilot has completed and you make any identified adjustments to solution, training, and/or operations procedures



Monitor Phase

Review and monitor the dashboardCheck to see if the results are actionableValidate that the workflow continues to work with the dashboard Measure and trend data from dashboard –evaluate impact on organization. Assess whether there other KPIs that need to be measured



CASE STUDY

Outpatient Urology Clinic Patient Flow


Henry Tenarvitz


Defining Objectives

Urologists Needs:– Treat More Patients Per Day– Operate Effectively In An 8-5 Environment

Patients Needs:– Consistently Receive Safe, Effective Care– Have Appointment Start And End On Time– Have Good Experience

Facility Needs:– Operate Expansive New Clinic– Update Manual “Flags-Tags-Lights” Operation



Solution: Control Patient Flow Critical Path – Define Milestone Indicators:

• Care Delivery Steps Common To All Patients

– For Each Patient Treated:• Record Actual Milestone Data In “Real-time”

– Periodically Refresh, Deliver and Act on Indicators:• Compile Each Milestones Data For All Patients • Push Indicators Targeted by Stakeholder

– Desire Outcome:• Empower Stakeholder to Continually Improve Process• High Quality, Safe Care Delivered More Quickly • Patients Satisfied By Short, Safe And Effective Visit • ROI Emerges As A Byproduct Of Process Improvement


Defining Objectives

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Design

Obtain Desired Clinical Best PracticeReview Regulatory Required Documentation– Joint Commission LD3.15– Leadership Directive Requires:– Detail of current Flow– Plan To Improve– Evidence Of Leadership And Clinical Responsibility

Graphically Map ProcessDesigned Data ArchitectureDesigned TrainingDesigned Multiple Stakeholder Views



Outpatient Milestone Graphic

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Design

Key Elements of Individual Milestone Design– Activities Associated With Milestone Progress

• Timing, Associated activities (Tests, Consults)• Notifications, Escalations and Messages

Executed at Start, Timeout or Completion

– Examples:• Start, Time-out: Notify All Stakeholders For This Milestone• Completion: Record Data, Execute Next


Alert

Unit Manager


Design

Additional design considerations included:– Critical path milestones to data source – View(s) for each stakeholder– Triggers that act upon milestone completion

• Refresh individual stakeholder views• Automate mundane and repetitive “chores”• Act on lagging milestones by:• Automatically mitigating problem(s) if possible• Notify if corrective action taken OR required

– Training Collateral• Administrator Training• In service training (including feedback processes)

– Activation PlanHIMSS ME-PI Executive Dashboard Workgroup Workshop 24


Design

Critical path milestones to data source – Tracking required: Patients, Staff optional– Sources are:

• Staff member moves patients on screen… manual• Link to CIS system if movements are recorded• Deploy RFID – Auto-ID RTLS to locate automatically

– Passive RFID: Dependability?– Active RFID: Latency, Accuracy?– RTLS (Real Time Locating System)

» “Real-Time” means less than 5 seconds» Must be accurate, dependable » May leverage nurse call infrastructure



Build

Hardware Environment Installed– Test Environment Built– Production Environment Built

Software Installed and Configured– Rules Engine Configured using Patient Flow Diagram

from Design Phase– Stakeholder Views Configured

Test System Cases DevelopedTraining Materials Developed



Build

Stakeholder views– Urologist:

• My patients ready to see

– Urologist Support staff• My patients and Next action

– Clinic operation staff• Next Patient(s) and Facility resources

– Executive management• Critical Path Dashboard Alerts • Retrospective focused reports


Urologist View: My patients ready to see

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Support: Operation Staff Next Patient(s) and Facility resources


Executive View Critical Path Dashboard Alerts


Executive Management Focused Retrospective Reports



Test

Activate / Train / Run Test System– Test and refine activation plan– Test and refine stakeholder training– Walk “visit type” surrogate patients through– Compare results to existing clinic performance– Validate benefit delivery

• Is there more time for caregivers to give care?• Are errors / omission reduced through automation?• Does uniform care delivery increases patient safety?



Test and Train

Setup / Train / Run Test System (continued)– Review Training Collateral Effectiveness

• Too Much? Too Little? Just right!

Get Disaster Plans in Place• Means to revert to previous process IF

worst case system failure occurs

Preserve pilot system as setup to use for:• Prototyping refined or new dashboard features• Pre-rollout testing of:

– Refined or new dashboard features – Upgraded OS or adjacent IT systems



Rollout Preparation

Timing Optimum?– All precursors rolled out first?– Will majority of staff receive in-service?– Time of minimized patient loading?

• Eases caregiver assimilation• Ramping volume reveals weakness before failures

Disaster Plan in Ready?– Method to revert to previous process IF required

Go / No-Go Criteria Established?– Can I abort if needed



Rollout

Prep Meeting of Responsible Parties– Review activation plan– Will majority of staff receive in-service?– Time of minimized patient loading?

• Eases caregiver assimilation• Ramping volume reveals weakness before failures

Disaster Plan in Place?– Method to revert to previous process IF required


Executive View


FocusedRetrospective

Reports


Summary


An iterative lifecycle approach for Dashboard Development Life Cycle (DDLC)

Initiate Governance, Resources, Strategies

Design Business & Technical Solutions, Training & Testing

Build/Construct Data Access, Tools, Training, Test Cases

Test Training, Test System, Test Operations

Conduct Pilot, Rollout Dashboard(s)

Monitor, Evaluate Feedback, Next Iteration

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Polling – Evaluation Webinar 103 Questions & Answers Continuing Education Tracking Form will be emailed to attendees which qualify for 1.2 HIMSS contact hours towards renewal of CPHIMS credential

To join the HIMSS ME-PI Community contact Juanita Threat at [email protected]

mailto:[email protected]

ME-PI Community Networking Breakfast HIMSS09 Chicago Open to members of the ME-PI Community Sunday - April 5, 2009 7:30-8:30am McCormick Place S503AB

Executive Dashboard Webinar 104 June 12th @ Noon-1:30pm EST

Presentation to include Executive Dashboards in Practice with a healthcare organization show-and-tell and vendor panel Q&A. Register: https://himss.webex.com/himss/onstage/g.php?d=922096979&t=a

https://himss.webex.com/himss/onstage/g.php?d=922096979&t=a

me-pi executive dashboard webinar · 2014-03-04 · me-pi executive dashboard webinar executive...

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