IMPLEMENTING S.M.A.R.T.HEALTHCARE IT PROJECTS

Presented By:

Jeff Ostrow, MSIT PMPHCTec Director, Learning & Development

Chad Oglesbay, MBAIS Training Program Manager, Saint Luke’s Health System

AGENDA

§Introductions§Getting to Know HCTec & Saint Luke’s Health System§General Use Case and Business Benefits§S.M.A.R.T. Technology§Q & A

TODAY’S PRESENTERS

Jeff Ostrow, MSIT PMP§ Oversees EMR training development & delivery services § Training Leader at Johns Hopkins for 14 years with the last five years as the Sr. Training Manager for the

entire Epic training program for Johns Hopkins Medicine§ Expert in helping the organization reduce costs, improve clinical outcomes, and reduce medical errors by

developing comprehensive Epic training models§ Organizes, manages and implements programs to support training and organizational development§ PMP certified since 2010 as well as Epic Ambulatory and Security Certified§ Bachelor’s of Science from the University of Baltimore and a Master’s of Science and Instructional

Technology from Towson University

Chad Oglesbay, MBA§ Oversees Information Systems Training and Epic Training programs for Saint Luke’s Health System in

Kansas City§ Key user and pilot testing resource for HCTec’s SMART application§ Expert in helping Saint Luke’s Health System identify opportunities to improve training and business

operations and for developing programs that address specific performance gaps.§ Utilizes HCTec’s training and go-live services for Epic implementations§ Bachelor’s of Arts, Geography with emphasis in Computer Science from the University of Missouri-Columbia

and a Masters, Business Administration from Webster University

WHO IS HCTEC?

HEALTHCARE. TECHNOLOGY. PEOPLE.Our Mission is to discover, develop, and deliver dynamic people and innovative solutions to enhance healthcare services and patient care.

Who We Are

Our EMR Footprint§ HCTec has been working with EMR since 2010§ Epic approved consulting partner§ Supported over 100 EMR implementations§ Completed 39 EMR Training & 54 EMR Go-lives § Corporate offices in Nashville, Tampa, Atlanta &

Steamboat Springs

90EMR Clients

9,500EMR Experts Staffed

100EMR Installs

39EMR Training Projects

54EMR Go Live Projects

What We Offer

CLIENT OVERVIEW

Saint Luke’s Health SystemSaint Luke’s Health System includes 10 hospitals and campuses across the Kansas City region, home care and hospice, behavioral health care, dozens of physician practices, and more.

Place of Performance: Kansas City, MO

Period of Performance: January 2015 – Present

HCTec Resources:28 Credentialed Trainers222 ATE Support

Point of Contact: Chad Oglesbay, IS Training Program Manager

GENERAL USE CASE

ScopeImplementation of a sizable healthcare IT project requiring extensive training and support programs for thousands of end users.

Management Goals

Manage Resources & LogisticsEffectively

Onboard ResourcesEfficiently

Recruit Quality

Resources

RECRUIT QUALITY RESOURCES

Defineonboardingrequirements

Establishtravel&logisticspolicy

andplan

Integrateandimplementtechnology

IntroduceHCTectraining

managementtoclientteam

Planning and Analysis

Types of Quality ResourcesCredentialed Trainers (CTs)Choose a partner with extensive experience who has the ability to:§ Select from a database of 1,500 CTs§ Ensure CTs have current background checks, immunizations, and

compliance documentation completed prior to engagement§ Require all CTs to have been previously credentialed in 1 or more

application.

Go-live At The Elbow Support (ATEs)Choose a partner with extensive experience who has the ability to: § Select from over 1,000 5 star certified ATEs§ Ensure ATEs have current background checks, immunizations, and

compliance documentation completed prior to engagement§ Redeploy proven resources§ Require all ATEs to have previous experience in supporting end users

in specific applications

Nationally Available Resources

RECRUIT QUALITY RESOURCES

RECRUIT QUALITY RESOURCES

Dealing with Project Constraints? Innovative RT Program

Required to ReduceBudget

Need Quality Resources

Plan for Post Go-Live

Resources

Recruit

• Local candidates• Adult education or EMR prior experience,

hospital background preferred • Must pass RT assessments, profiles, and

tests

Train

• Attends credentialing at no cost to organization

• Panels with other members of training class

Activate

• Once panels passed, able to be utilized as “CT”

• Reduced bill rate and no travel expenses• Similar to CTs, typically utilized during

GoLive

Accurate Recruitment Concerns?Ensure that a thorough walkthrough is performed for EVERY facility, floor and location

Evaluation criteria includes:§ Facility layout (Beds, rooms, suites)§ Anticipated Super User staffing§ Printer locations§ Average daily census§ Average daily staffing§ Physician rounding times§ Hours of Operations§ Overlooked Areas

HCTecWalkthroughStaffingRecommendations

MD RN

Department

Epic Name

Location SU SU-

N Cross SU SU-N Des

kWillow HIM Othe

r Comments

Beds

Census

MD/APCday

6thflo

or

Neuro-ICU 1

1

2

1 10 10

1Intensivist24/7

Surg/TraumaICU

1 1

North vascular 1 1 1 PotentialfloatforMDday

12 12

eeg 8--4307days

5thflo

or North Vascular 1

1

0 1 1 23 23 South GIsurg

1

1 1 18 18 West Renal/

metabolic

1 1 19 19

Center-DCI dialysis 1 1 Consider

2 12 20txs

RECRUIT QUALITY RESOURCES

ONBOARD RESOURCES EFFICIENTLY

Utilizedashboardsandvideointerviewstoselectresources

RequireallresourcestocompleteLMS

Courses(i.e.HIPAA,CustomerService)

Ensureallresourcescompletecompliance

requirements(i.e.vaccinations,immunizations)

EvaluateRTrequirements(i.e.riskmitigation,budgetmanagement)

Onboarding Process

ONBOARD RESOURCES EFFICIENTLY

Ensure you choose a partner who have the ability to:§ Manage all onboarding and travel logistics for the client.§ Pay and managed travel through a corporate travel partner with 24/7

support for our professionals § Ensure that all resources will have current records for immunizations, drug

screens, background checks and education verifications § Provides a fully dedicated team to managed onboarding, recruiting &

screening, travel management and payroll/invoicing§ Managed over 800+ consultants nationwide on a weekly nationwide in

addition to training and Go-live resources

Too Much To Do, Too Little Time?

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

Bringing It All Together to Ensure SuccessPlanning

Development

Design

DeliveryCollaborationisContinuous

CommunicationisKey

§ NeedsAnalysis§ ProjectPlanning§ LeadershipUpdates

§ StrategyDocuments§ CurriculumMapping§ LeadershipUpdates

§ ScheduleMgmt§ ResourceMgmt§ LeadershipUpdates

§ ResourceOrientation§ CredentialingSupport§ LeadershipUpdates

Training Go-Live

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

Keys to SuccessEnsure you have the following in place:§ Experienced resource and logistics

management team

§ Collaboration with client training and project management leadership

§ Onsite leadership overseeing resources and logistics

§ Clear escalation process

§ CT team leads with senior experience overseeing CTs and RTs

§ ATE team leads with senior experience overseeing ATEs

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

Therapist100

“Houston,We

Have A

Problem!”

Common Tools for Manual Schedule Creation

§ Wall Charts§ Post It Notes§ Excel Spreadsheets§ SharePoint§ Outlook§ Access Database§ LMS

September15,2017 16

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

September15,2017 17

Determinethenumberofenduserspercourse

CreateawallcalendarusingPost-

Iteaselpaper

UsesmallerPost-Itnotestoplaceclassesonthe

calendar

DraftScheduleAchieved?

ReconfigurethecoursePost-Itnotes

asneeded

UsesmallerPost-ItnotestoplaceCT’sonthecalendar

FinalScheduleAchieved?

ReconfiguretheCTPost-Itnotesas

needed

ExcelSchedule

ManuallyenterscheduleintotheLMS

No

Yes

NoYes

Common Manual Schedule Creation Process

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

§Limited accessibility§Limited visibility§Time Consuming§Tedious Data Analysis§Data Volatility§Process Redundancy§High costs§Hard to use

September15,2017 18

Common Manual Schedule Creation Issues

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

Utilize the Scheduling Management And Resource Technology (S.M.A.R.T.) application to:

ü Eliminate Scheduling inefficienciesü Reduce high costsü Limit resourcesü Eliminate Data Entry Errorsü Utilize a cloud-based web applicationü Fully integrate with any LMSü Easily schedule and assign trainers

MANAGE RESOURCES & LOGISTICS EFFECTIVELY

“Houston,WeHaveSolvedTheProblem!”

SCHEDULE CREATION OPTIONS

System Created

Schedule

Application and/or Courses

Offered on Specific Days or

Time

Schedule Blackout Dates

Identify Break Durations Between Offerings

Application and/or Courses

Offered in Specific

Classrooms

UserCreated

Schedule

Drag and Drop Schedule

Creation by Course

Schedule Blackout Dates

Identify Specific Days of Training

Fully Dynamic Data Analysis

using Dashboard and Reports

1 2

SMART ROLES AND PERMISSIONS

Access to All Functionality for the User’s Organization

Organization Administrator

View and Edit Schedules, View Dashboard and

Reports

PTs and CTs

ViewSchedules,

Dashboard and Reports

View Only

SMART SCHEDULE TEMPLATE

Classrooms Schedule Template Courses

SMART DRAG AND DROP TECHNOLOGY

1. Application Color2. Course Name3. Course Duration4. Recommended Sessions5. Scheduled Sessions

uv

w x y

SMART TRAINER ASSIGNMENTS

1. Application Color2. Course Name3. Course Duration4. Recommended Sessions5. Scheduled Sessions

SMART DATA ANALYSIS

SMART DYNAMIC DASHBOARDS

SMART LMS INTEGRATION

LMS Specifications

FileS.M.A.R.T. LMSS.M.A.R.T.

Schedule Data

EXPORT CONVERT IMPORTManage Schedules Manage Enrollments

FUTURE FEATURES

1. Automated Trainer Assignments 2.More Efficient User Interface 3. Improved Reporting CapabilitiesS.M.A.R.T.ApplicationAdditionalFeatures

VirtualTrainingProgramDelivering Epic training to learners using virtual technology offers a cost-effective, interactive learning environment easily accessible anywhere, anytime.

Open Forum Q & A

JEFF OSTROW, MSIT PMPDirector, Learning & Development

5106 Maryland Way, Brentwood, TN 37027T: 615-538-8583 E: jostrow@hctec.com