1 IT Staffing Inventory

Section 1.6 Assess

IT Capabilites Inventory

Use this IT Capability Inventory to determine which information technology (IT) capabilities may be needed to implement an electronic health record (EHR), health information exchange (HIE), or other forms of health information technology (HIT). For many behavioral health providers or facilities, IT staffing will likely have to be taken on by existing personnel wearing an “IT hat”, with the remainder outsourced. However, reviewing the inventory of skills will give you an appreciation for the nature of support EHRs and HIE require to perform well.

Time needed: 2 – 4 hours
Suggested other tools: NA

How to Use

1. Review the list of IT skills to get an overview. The list may seem daunting at first, but many of skills can be covered by existing staff members or colleagues. This will save you money and engage others in the process.

2. Review the list of IT Skills and check off the Capabilites Needed for the project under consideration. Where choices exist, be specific. For example, what specific programming skills are required, if needed? If you have not selected a product yet, you may need to put “?” in some columns for now.

3. Identify the current IT Resources, Professionals, Office Staff, Colleagues, and Existing Third Party Contractors, by name, who have the skills needed. For example, for implementing clinical messaging, in addition to Joe, who set up his own wireless network at home, Therapist Theresa and Administrator Alice should be involved in some of the workflow and implementation functions.

4. Identify in the Plan for Acquiring Skills how you will go about getting the skills—send existing staff to training, use a third party temporarily or permanently, hire, etc.

IT Skills / Capabilities Needed / YOU / Other
Professionals / VENDOR / Plan for Acquiring Skills /
Strategy and Planning
1. Know general health IT progress / events, as well as business needs to be sure IT solutions meet them
2. Develop and know IT budget: capital and operations
3. Complete requirements analysis, vendor analysis, select venor, and contracting
4. Review HIE participation and other agreements
5. Identify chart conversion strategies
6. Identify rollout strategies for each product including identifying patient impact a communication strategy for stakeholders
7. Communicate with clients about strategy and plan
Implementation
1. Create and manage implementation plan
2. Know current workflow and identify opportunities for improvement in the new system
1. 3. Document EHR and HIE policies and procedures.
4. Identify and plan for generating all forms and reports required such billing, quality, census,…
5. Customize system for organizational needs and effective use
6. Set up the infrastructure required for HIE
7. Institute plan for obtaining ROI for HIE
8. Conduct HIT system testing
9. Communicate with clients about changes
Operations
1. Perform system backup
2. Perform daily/weekly/monthly/year end processing as required
3. Assure good response time and little/no system downtime
4. Install vendor-provided updates, releases, patches; maintain version control
5. Monitor HIE partner communications to identify issues and plan for their resolution
Help Desk Functions
1. Address questions and problems regarding software; appropriately escalate to vendor
2. Address questions and problems regarding hardware, network and telecommunications
3. Provide training to staff as needed
4. Reset passwords as applicable
Security
1. Conduct and maintain a current security risk analysis; perform periodic security evaluation
2. Maintain access control lists and segment access as appropriate
3. Maintain audit controls; review logs to identify potential confidentiality issues
4. Know sound security procedures vis-à-vis HIPAA, Breach Notification, E-Discovery, and state and other regulatory requirements
5. Get periodic training and reminders about security
6. Maintain disaster recovery / business continuity plan
7. Protect information assets from external threats (e.g., malware protection, intrusion detection/prevention, firewalls, encryption)
8. Respond to security incidents, and maintain security incident reports
9. Manage device and media security, destruction and disposal
Applications
1. Ensure applications are kept current (e.g., clinical practice guidelines, clinical decision support rules, data sets, codes, vocabulary, drug knowledge)
2. Maintain Web portals / other Internet-based apps
Databases
1. Develop and carry out plan to manage data storage, access, and transfer
2. Audit data entry quality
Network
1. Install and maintain wireless access points and other devices as applicable for wireless access
2. Install and maintain routers, hubs, and other network devices, as applicable for local area network
Hardware
1. Install and maintain printers, scanners, and other technology
2. Develop hardware replacement/upgrade schedule

Section 1 Assess—IT Capabilities Inventory - 1