New Brunswick
EMR Program
Information Package
Velante
176 rue York Fredericton
IntroducIng your emr
ENROLMENT ORIENTATION &READINESS PLANNING & ANALYSIS PREPARE TO IMPLEMENT IMPLEMENT USE
Physician enrolled Agreements signed; readiness assessed Plans approved Ready to implementEMR Go Live Status Review
Go Live Preparation
Go Live
Adoption & Evaluation Orientation
Site Visit
Readiness Assessment
Participation Agreements Complete
Enrolment Form
Receive Orientation Package
Site Implementation Plan
Site Transition Plan
Data Migration Strategy
Site Preparation
Evaluate Privacy & Security EMR Configuration
EMR Training Workflow Analysis
your ImplementatIon team
The following pages describe the various activities involved in setting up your clinic with a new
EMR. As you will see, there is a lot involved in adopting an EMR; your assigned Velante
imple-mentation team will be with you every step of the way.
It’s important to recognize that an EMR is more than just another piece of software running in
your clinic. It will become fundamental to how your clinic operates.
clInIc team memBers
You and your staff have a role to play during EMR implementation, too. They will:
• Provide information on how your
office operates,
• provide input on key decisions
during implementation,
• help with on-site activities
per-formed by the Velante team members, if necessary,
• participate in user training, • participate in final testing, and • participate in evaluations after
your EMR goes live.
If you haven’t already, think about who among your staff will be appointed
clin-ic lead. This person will be the Site Im-plementation Manager’s counterpart, and offer leadership and guidance to other members of your staff.
Velante team memBers
Your assigned site Implementation
manager will work closely with you to keep things on track and address any issues or concerns that may arise. You will be assigned a Business analyst who will help you understand how best to make use of the EMR in your clinic, and assist with testing and training. Your assigned technical analyst will ensure that all technical components necessary for your EMR solution are in-stalled and configured.
The Velante team will work with a privacy
Officer who understands Federal and Provincial privacy legislation, and will advise you in complying with those regulations. For certain tasks, Velante may involve various partners to ensure that all aspects of the EMR solution are in place and properly configured for your clinic.
enrolment orIentatIon & readIness plannIng & analysIs prepare to Implement Implement use
enrolment
what are the objectives?
At the end of Enrolment, you will have:
•
an understanding of what is involved in participating in the EMR Program, and
•committed to participating in the EMR Program
who Is InVolVed?
The participating physicians review and sign the enrolment form. It’s at this point that a clinic lead is also identified.
Velante staff are available to answer any questions you may have, and to process your completed enrolment form.
what are the actIVItIes?
Theenrolment Form represents the primary activity in this phase. This form is used to collect basic information about your clinic and participating physicians. It also represents agreement on the terms and conditions of the EMR program.
The orientation package is included with the enrolment form, and is intended to give you an overview of the implementation process.
Velante sends a written acknowledgement of enrolment forms received, and contacts you again when it’s time to begin planning for Orientation & Readiness.
enrolment
Complete Enrolment Form
Receive Orientation Package
orIentatIon & readIness
what are the objectives?
At the end of Orientation & Readiness, your clinic and Velante will have:
•
established a working relationship in which all roles and responsibilities are understood,
•assessed the clinic’s readiness to implement an EMR, and have a high-level understanding
of what needs to be done, and
•
reviewed and signed the Participation Agreement
who Is InVolVed?
You will primarily be working with your assigned site Implementation manager.
If appropriate, you also may meet your assigned Business analyst.
The Orientation Site visit will involve your
clinic lead and all participating phy-sicians, plus any other clinic staff who may wish to attend.
We work with your Clinic Lead to com-plete the Readiness Assessment, while the Participation Agreement is signed by all participating physicians.
what are the actIVItIes?
The orientation site Visit is a “kick off” of your EMR implementation, and gives everyone an overview of the process. The readiness assessment evaluates:
• the culture within your clinic and
the readiness for change,
• current technologies used, and • capacity for change and the
resources required.
Once the assessment is complete, you will be provided a report of the findings. The participation agreement defines, in detail:
• data sharing requirements,
• obligations of physicians, Velante,
and Dept. of Health,
• privacy policies, and
• program compliance policies.
Orientation Site Visit
Participation Agreements
Agreements signed; readiness assessed
Readiness Assessment
orIentatIon & readIness
plannIng & analysIs
what are the objectives?
At the end of Planning & Analysis, your clinic and Velante will have:
•
a detailed plan for the tasks necessary to implement your EMR,
•
an understanding of how the introduction of an EMR will affect the way your clinic operates, and
•discussed a data migration strategy, which will help you decide how you will populate
your EMR with patient information.
who Is InVolVed?
Your clinic lead is involved in the day-to-day work of all activities in this phase.
participating physicians are involved in EMR software selection and provide in-put to the data migration strategy. Velante’s site Implementation manager is involved in all activities in this phase, while the Business analyst takes a leadership role for the workflow analysis
what are the actIVItIes?
The site Implementation plan details the tasks necessary for EMR implementation. The Workflow Analysis involves under-standing your clinic’s existing workflow and operations.
The site transition plan addresses the specifics of who, what, when, and how your implementation and go-live will oc-cur.
Velante can advise you on developing a
data migration strategy. It is important for all clinics to consider what existing patient data you will move to the new EMR.
plannIng & analysIs
Plans Approved
Site Implementation Plan
Data Migration Strategy Workflow Analysis
prepare to Implement
what are the objectives?
At the end of the Prepare to Implement phase, your clinic will be ready to begin using the
EMR. The software will have been configured and tested, and staff will have been trained.
who Is InVolVed?
Your clinic lead and the Business analyst will work together to ensure the EMR is properly configured.
A technical analyst will work with the
site Implementation manager and your
clinic lead to complete activities relating to site preparation.
With the aid of a checklist provided by Velante, your clinic lead will prepare your Privacy Impact Assessment. Training will be delivered by trainers or the Business analyst.
what are the actIVItIes?
EMR Configuration ensures that the EMR software is set up for use in your clinic. Some site preparation may also be required, such as installing new PCs. Your clinic is required to complete a
privacy Impact assessment, which assesses the risks and required safe-guards associated with the collection, use, disclosure, retention and destruction of personal health information.
To ensure all members of your clinic staff, including participating physicians, are familiar with the EMR software, Velante will provide emr training.
prepare to Implement
Ready to implement EMR
EMR Configuration
Site Preparation
Evaluate Privacy & Security
Implement
what are the objectives?
The objective of the Implement phase is simple: be up and running, using the EMR in the
day-to-day running of your clinic.
who Is InVolVed?
The Go-Live Review will be conducted primarily by the site Implementation
manager and your clinic lead. Other clinic staff, including participating
phy-sicians, may be asked to participate. The Site Implementation Manager and
technical analyst will work with your
clinic lead during Go-Live.That being said, it will be “all hands on deck” to make sure all staff continue to be effective in their roles in delivering patient care.
what are the actIVItIes?
During go-live preparation, the team complete workflow-specific training, conduct a final EMR functional review, and ensure that everything is in place and ready to go. This will demonstrate that all of your clinic’s requirements have been met.
The go-live activity itself is basically “flipping the switch” and moving all clin-ic staff to using the EMR for their day-to-day work.
Implement
Go Live Preparation
Go Live
use
what are the objectives?
During Use, Velante and the clinic will work together to ensure that you’re realizing the full
potential of the EMR application used by your staff.
who Is InVolVed?
The post-implementation review will be led by Velante and your clinic lead, and may involve other clinic staff, in-cluding participating physicians. During ongoing use of the EMR, your clinic staff can contact Velante’s help
desk with any questions or concerns that may arise.
what are the actIVItIes?
After your clinic has been using the EMR application for three months or so, a Post-Implementation Status Review will be conducted to assess the success of your EMR implementation. In addition to evaluating contractual obligations, this in-formation will provide valuable feedback and lessons learned for future training and operational support improvements.
use
Adoption & Evaluation
