Project ProposalPatient Education Documentation Solution (PEDS)

National UniversityHTM 660 System Management and Planning

Professor Susan Leonard

Team Members● Edwin Ocasio

o Chief Information Officer (CIO)● David Agriam

o Chief Medical Information Officer (CMIO)● Kelly Erazo

o Chief Financial Officer (CFO)● Tina Lu

o Certified Nurse Educator (CNE)

Our OrganizationForest Regional Health Care is a Multi-hospital Community-based provider• Centers of Excellence For Multiple Specialties• Network of 16 Primary Care Clinics• Senior Communities for Independent and Assisted Living, Long-

term Care• Employee Assistance Plan Serving 1.5 Million Covered Lives• Home Care and Hospice• Staffing Agency and Nursing Homes (Joint Venture) • Health & Fitness Club Including Holistic Medicine and Physical

Therapy • Information Services Serves:

• All IDN entities above + • Another regional Hospital System • SaaS EHR for Independent Physician Practices

Background• The Centers for Medicare & Medicaid Services (CMS)

• Meaningful Use Stage 2 and 3 Objective• Use certified EHR technology• To identify patient-specific education resources • Provide those resources to the patient.

BackgroundForest Regional and its partners are meeting this measure • Entirely by a completely manual data extraction

method • Paper process with limited resources• It provides patients with basic, generalized

information• About their medications and laboratory test results • Not integrated in the current EHR• Stage 1 objectives have now become core objectives in

Stage 2• Stage 3 will require patient access to portals and self-

management tools.

PurposeProposal:• A Patient Education Documentation Solution

(PEDS)• Meet and/or exceed current Stage 1 and 2

meaningful use requirements.• Provide the infrastructure to implement new

technologies • Stage 3 mandates• Platform for providing resources to community

partners• Improving population health.

PurposeCertified EHR systems must be able to • Electronically identify patient-specific education

resources• Based on data included in the patient's• Problem list• Medication list• Laboratory tests and values/results.

• FRHC has several initiatives involving upgrades to these various health information technology (HIT) systems.

PurposeIf the proposal is approved• Development and implementation of this

proposed PEDS• In conjunction with these projected updates • Would be cost effective and minimize any

anticipated disruption of services. • Can host the solutions internally• In the cloud, or contract and education provider. • Education providers offer multiple options

SolutionEducation Service Provider• This would be the optimal solution• Meet business and IT organizational objectives• Meet the timeline to comply with current and future CMS

requirements• Set the stage to support future initiative for FRHC’s

partners and communities. • It will also give Forest Regional a competitive edge as a

cost efficient quality care provider in this health care industry.

Patient Education• Includes adherence to specifications of

patient education featured in HITECH law of 2009

• Based on evidence based medicine

• Offers interoperability connectivity with Google Translate

Electronic Health Records (EHR)• Health information with be extracted from

EHR. • Personalization counts.• Connectivity associated with evidence-

based medicine websites and guidelines. • Evidence-based medicine is to ensure

patient’s health information is accurate. • Searches for other medical conditions will

also connect to evidence-based medicine.

Diabetes: An Example of How it all Works• Interaction between patient and health care

professional will be streamlined. • For example, if patient has diabetes, their

health information will be accessible via their EHR.

• Patient and healthcare professional has access to patient’s diabetic information.

• Patient and healthcare profession can interact via technology.

Diabetes: An Example of How it Works• Patient’s diabetic information will be

connected to evidence-based medicine for accuracy.

• EHR extraction is personalized by individual patient, so no two will be alike.

• Being connected to evidence-based websites and personalized EHR, interactions between patient and healthcare professional is accurate.

• Shows up to date information about diabetes.

Diabetes: An Example of How it Works• Patient can search for accurate, up to date

information about diabetes.• Diabetic information is personally tailored to

patient’s medical condition.• Patient and healthcare professional can search

other medical conditions.• Information tied to evidence medicine makes it

accurate.• Reduces medication, medical errors and

unneeded testing.

Foreign Language Interaction• System will be interoperable with Google

Translate based on what language patient speaks.

• Information made more accurate by translating health information into patient’s language.

• Can be used as a tool by healthcare professional. • Accessible by healthcare organization and

patients.• Broadened and expanded to include translation

into Google Translate.

Best Practices• Best practices based on pertinence, relevance

and best interest of patients.• System will be accurate as evidence-based

medicine can be.• Evidence-based medicine will guide interactions.• Patient education will be strengthened based on

the above concepts.• Organization will be in compliance with

Meaningful Use criteria.

Best Practices• Patient education will be moved into a whole

other level.• Patients and healthcare professional bond

strengthened.• Patient education will create better

communication.• Health information research will be accurate.• Creates open door policy, ease of interaction,

reduced errors and promotes proactivity.

Infrastructure and Adherence

• Project will be attached to current infrastructure.

• Legal adherence to laws and regulations.

• Will progressively move forward between stages in Meaningful Use criteria.

• Currently at 30-40% gradually to 100%.

Budget Summary

Cost Value Type of Expenditure

Budgeted

Salaries of project staff $100,000

Capital YES

Contractors/Outsourced parties $75,000 Capital YES

Training courses $5,000 Capital YES

Building premises for project team $5,000 Operational YES

Equipments and materials $30,000 Operational YES

Tools (computers, phones…) $10,000 Operational YES

Advertising/ branding $1,000 Capital YES

Promotional materials $2,000 Capital YES

PR and communications $2,000 Capital NO

Operational down-time $3,000 Operational NO

Short-term loss in productivity $2,000 Operational NO

System updates and maintenance $20,000 Operational YES

TOTAL: $250,000

Consequences of Project Rejection● Failure to complete Core objective of Meaningful Use

Stage 2 ○ Loss of $21,250.00

● Decrease in Quality of Care ○ Decrease from 78% to 57%○ Inability to provide information in a short period of

time● Lack of useful resources for community providers

○ Pharmacists○ Nursing Homes○ Primary care providers

Source: http://healthit.gov/providers-professionals/ehr-incentive-payment-timeline

Educational Materials and Resources• Self Care• Taking care of your health while you take part in

PEDS• Symptom Management• Helpful information about symptom management

strategies• Tests/Procedures• Explains some of the tests and procedures you

might have

Educational Materials and Resources• Conditions/Diseases• Some of the conditions/diseases we

study—what they are and how to manage them

• Medications• Information about some of the

medications patients might need—what they do, how they work, side effects, and precautions

• Procedures/DiagnosticTests/Procedure Instructions

• http://www.cc.nih.gov/ccc/patient_education/procedures_diagnostic_tests.html

MU CriteriaPEDS conforms to all meaningful use criteria, which are linked and aligned with the nation's health outcome policy priorities: • Improve health care quality, safety, and

efficiency and reduce health disparities• Engage patients and families in their health care• Improve care coordination• Improve population and public health• Ensure adequate privacy and security of

personal health information

FeasibilityComponent

Rating ©

(1-10)

Method Used to Determine Feasibility

New Technology

5 A technology Prototype was created to assess the solution

New People © 8 A survey was completed to identify skill-set availability

New Processes 3 Processes within similar organizations were reviewed

New Assets 9 Physical assets were inspected

RisksDescription Likelihoo

dImpact© Mitigating Actions

Inability to recruit skilled resource

Low 

Very High Outsource project to a company with proven industry experience and appropriately skilled staff

Technology solution is unable to deliver required results

Medium High Complete a pilot project to prove the technology solution will deliver the required results

Additional capital expenditure may be required in addition to that approved

Medium Medium Maintain strict cost management processes during the project

IssuesDescription© Priorit

yResolution Actions

Required capital expenditure funds have not been budgeted

High Request funding approval as part of this proposal

Required computer software is only at ‘beta’ phase and has not yet been released live

Medium Design solution based on current software version and adapt changes to solution once the final version of the software has been released

Regulatory approval must be sought to implement the final solution

Low Initiate the Regulatory approval process early so that it does not delay the final roll-out process.

SummaryApproval of this proposal • A Patient Education Documentation Solution (PEDS)• Education Service Provider•Meet and/or exceed current Stage 1 and 2 meaningful use requirements and Stage 3 mandates• This would be the optimal solution

SummaryApproval of this proposal •Meet business and IT organizational objectives•Meet the timeline to comply with current and future CMS requirements• Set the stage to support future initiative. • Forest Regional a competitive edge as a cost efficient quality care provider

Questions?

Thank You