1 EHR Technology Readiness Inventory

Section 1.4 Assess

Section 1 Assess—EHR Technology Readiness Inventory - 1

EHR Technology Readiness Inventory

Use the electronic health record (EHR) technology readiness inventory to identify and document all of your organization’s existing hardware, networking, software, and standards.

Time needed: 8 - 24 hours, depending on organization size
Suggested other tools: NA

How to Use

Complete the column marked “Existing System Architecture,” copying pages as needed for additional servers or devices. Supplement the tool with network diagrams, specifications, or policies as applicable.
Request information about “Optimal System Requirements” in your request for proposal (RFP). If you are not using an RFP, interview the vendor to determine optimal system requirements. Vendors may only quote minimal system requirements to show low costs, but this strategy can backfire when it proves inadequate—if the system is too slow, has insufficient storage, or replacements are needed because of poor user interface. It is generally advisable to buy optimal or near optimal components up front to avoid substantial costs soon after initial investment.

IT System Components / Existing System Architecture / Optimal System Requirements /
Description / # / Description / # /
Server – Application hosted
Make/model
Operating system (version)
CPU type & speed (GHz)
RAM size (GB)
Hard disk size, type & configuration
Storage type & capacity
Install date
Network requirements
Location (if not located within your organization)
Supported by (identify “existing staff” or name of vendor)
Add rows or copy page to inventory all servers (e.g., file, database, fax, mail, proxy, Web, FTP, exchange)
Input Devices
Make/model (include desktops, notebooks/laptops, tablets, smart phones)
Operating system
CPU type & speed
RAM size
Hard disk size
External drive(s)
Monitor
Ports available
Navigational devices
Peripherals (e.g., wireless card, speech recognition microphone)
PC applications
Location (e.g., agency base, field staff)
Supported by (identify “existing staff” or name of vendor)
Add rows or copy page to inventory all input devices
Network - LAN/WAN
Operating system
Routers/Switches
VPN (make/model, H/W, S/W, Security Standard [IPSec/SSL/TSL])
Internet Service Provider (ISP)
Broadband capability (ISDN, cable, DSL, frame relay- provider, bandwidth & speed)
Satellite
Trunk Lines [e.g., T1, T3]
Fiber optic cable
Network – Wireless
Access points
Transmission standard (802.11?)
Encryption type (WPA, WPA2, etc.)
Network monitoring tools
Firewalls
Anti-virus (malware)
Intrusion detection/prevention
Vulnerability scanning
Email content monitoring
Internet usage monitoring/filtering
Storage
Device
Media
Capacity
Performance
Archive/back up
Encryption
Architecture
Storage management
Other Peripherals
High speed printers
Desktop printers
Sheet feed document scanners
Flat bed document scanners
Card scanners
Docking stations
Battery chargers
Uninterruptible power supply
Shredders
Cameras, Webcams
Remote monitoring devices
Data Center Furnishings
Location of dedicated space for servers
Racks
Carts
HVAC
Fire detection/suppression
Cable protection
Power supply
Desks, chairs, tables
Projection equipment
Other:
Software – General
Application provision –Microsoft Terminal Services, Citrix, other
Database management system
Report writers
Storage management system
Microsoft Office
General Financial
Payroll, Time & Attendance (T&A)
Customer Relationship Management
GPS/Staff Location Tracking
Email – unsecured, unencrypted
Email encryption
Other:
Software – Health Information
Client Billing
Client Accounting
Client Demographics
Master Client Index
Client Census
Physician Database
Health Plan Database
Electronic Document Management System
OASIS Data Collection & Transmission
e-485
Other Financial/Administrative:
Charting
Orders & Plan of Care
Medication Management
Alerts
Reporting
Interfaces / (Specify Technical Standard; e.g., HL7, X12, NCPDP. Specify Terminology Standard; e.g., ICD-9-CM, SNOMED, LOINC, Omaha, RxNorm)
Payroll/T&A and Location Tracking
Billing and Client Demographics
Referral tracking and Client Demographics
Notes and OASIS Database
Physician Database and e-485
Home monitoring devices and Notes
Other:
Security Controls
Risk Analysis (Date last performed)
Access controls
Automatic logoff
Encryption for data stored on any media and devices
Authentication
Passwork checking
Audit logging
Integrity controls
Transmission controls
Encryption for data during transmission
Other:

Section 1 Assess—EHR Technology Readiness Inventory - 6