Project Background
The Executive Committee at I-Tech Consortium has recently come to BAMP Professional Management Group, LLC to express the need for an Electronic Health Record (EHR) patient database to be developed and implemented in all Aurora Healthcare facilities in Southeast Wisconsin. Those facilities include hospitals, walk-in clinics, pharmacies, family service centers, and rehabilitation centers. Even though many of the varying branches of Aurora Healthcare are located under the same roof, there is still a need to have a shared database that will allow a patient to walk from one room to another without having to fill out new paperwork.
Currently, Aurora Healthcare is unable to share patient data among all of its facilities to allow the medical staff to accurately treat and diagnose their patients no matter which facility the patient visits. Patient’s records often times need to be mailed or faxed between facilities which result in delays in patient care. Many times the patient is responsible for filling out new paperwork when he/she visits a new doctor or hasn’t been seen by their current doctor for an extended period of time. The result is that important information pertaining to his/her medical, as well as family, history is sometimes omitted. Therefore, Aurora Healthcare, along with the help of I-Tech, has requested that an EHR database be created that will allow a patient’s information to be available in real-time regardless of the facility the patient is visiting.
Aurora Healthcare requests that the EHR database gives their staff the ability to view and upload such patient information as pre and post-op documentation, patient appointment scheduling, lab orders and test results, x-rays, prescription drugs, problems and diagnosis, allergies, insurance information, family history, and general doctors’ notes. With the staff having this type of access to a patient’s most current information, Aurora Healthcare is confident that both patient care and employee productivity will increase.
BAMP Professional Management Group, LLC has been hired on by I-Tech Medical Consortium to complete this project within a project budget of $16 - $20 million. This cost includes new software applications, initial data storage usages, business class network provided by AT&T, and consulting costs. There is an understanding between I-Tech Medical Consortium and BAMP Professional Management Group, LLC that project costs could fluctuate but I-Tech has ensured that there is sufficient funding in place to see this project through.
There is currently no scheduled completion date for this project because Aurora Healthcare and I-Tech are more concerned that the requirements of the project are met before releasing the EHR database into all of the Aurora facilities. However, the desire is to implement the database in ten facilities within the next 24 months. After the initial testing has been deemed a success, the implementation into the remaining facilities will occur within the next 6 months.
BAMP Professional Management is fully aware of the importance in ensuring that the EHR database meets all of the requirements of Aurora Healthcare. They also understand such a database will give the patient flexibility to get the medical attention they need wherever it may be convenient to them. Because of the ease-of-access the new database will provide the Aurora patients, the expectation is that there will be an increase in patient retention as well as new patient potential.
Due to the support and excitement that the Aurora Healthcare Board of Directors has shown, BAMP Professional Management Group, LLC has been given the green light to proceed on this project by I-Tech Medical Consortium. Therefore, BAMP has created this Project Charter as a guide to detail and follow their plans to see the project is completed in a timely manner and within the project budget that has been set forth.
Purpose
The purpose of this Project Charter is to define how BAMP Professional Management Group, LLC will develop and implement a shared database to be utilized by all Aurora Healthcare facilities in Southeastern Wisconsin and in collaboration with participating insurance groups. The database will allow a patient’s most current and accurate records to be retrieved in real-time regardless of which facility the patient is being seen at. It will also provide the patient with the most up-to-date insurance information.
Project Objectives
BAMP Professional Management Group, LLC has defined the following list of objectives that must be met in order for the project to be completed successfully:
· Develop a new software program that will allow existing data to effectively interface with the new EHR database
· Contract with a data storage company that will be able to store and secure patient medical information within the first 6 months of the project
· Work in compliance with HIPAA regulations to ensure all patient rights are protected
· Develop tier levels of access into the EHR database that will limit access to sensitive patient records to only individuals that require this information to perform job duties
· Ensure the EHR database will be functional and accessible 24/7/365 to all Aurora Healthcare staff that require access to the database
· Ensure each facility is equipped with the proper amount of servers to eliminate any potential down time due to maintenance issues
· Develop a web access portal which will allow doctors and other staff to access and update the EHR database through their PDAs, smart phones, and tablets in real time
· Contract with a local company to provide business class internet solutions within 8 months of the projects commencement
· Hold weekly meetings with Aurora Healthcare representatives over the first 2 months to discuss their requirements of the EHR database
· Integrate the EHR database with insurance companies processes and procedures in order to accurately provide patient’s most up-to-date insurance information
· Provide weekly training seminars to all potential users 2 months prior to the initial roll out to allow for easier transition by medical staff
· Ensure the EHR database is accessible at all locations at the same time
· Provide patients with access to a web portal that will allow them to see their information that the medical staff has updated and/or uploaded into the EHR database
Project Milestones
The following is a list of major milestones that must be met for the project to succeed:
· May 1, 2012 - Meet with Aurora Healthcare representatives, I-Tech Medical Consortium executive committee members, and insurance company representatives to discuss the requirements of the EHR database
· June 29th, 2012 - Aurora Healthcare signs off on requirements of EHR database
· October 12, 2012 - Contract with a data storage company that will provide enough storage and security for the new EHR database
· December 31, 2012 - Initial testing begins to ensure the EHR database is working properly
· February 2, 2013 - Trusted, reliable, secure internet provider has been contracted
· March 1, 2013 - Begin to transfer information from existing database into new EHR database
· March 10, 2013 - EHR database is tested to ensure information has transferred successfully
· April 20, 2013 - Meet with Aurora Healthcare representatives and I-Tech Medical Consortium’s executive committee to discuss the current state of the EHR database
· May 1, 2013 - Tier access levels have been created
· May 17, 2013 - Testing occurs to ensure access levels are functional
· July 24, 2013 - Creation of the staff and patient web access portals are completed
· August 31, 2013 - Portals are tested to ensure they can be accessed via various electronic methods and are equipped with the proper security requirements
· December 31, 2013 - Users are compliant with HIPPA regulation training associated with patient records
· January 2, 2014 - Implementation into Aurora Healthcare facilities commences
· March 1, 2014 - Training on the new EHR database by all potential users is complete
· April 1, 2014 - Go-live in 10 Aurora Healthcare facilities with the new EHR database
Requirement Breakdown Structure (RBS)
Table 1.1 below describes the requirements of the new EHR database as drawn out by Aurora Healthcare and I-Tech Medical Consortium. These requirements are necessary in order for the new database to successfully integrate with Aurora Healthcare’s existing database. If BAMP Professional Management Group, LLC is unable to integrate the new database in a timely and cost effective manner, the project will be deemed a failure.
Table 1.1
Function / Deliverable / FeatureSecure, meets patient privacy needs. In compliance with HIPPA standards. / Provide patient information over a secure network that is only accessible through a user name and password / Protected firewall provided to reduce chances of hacking/ illegal activity.
User friendly , allows for ease of training and implementation / Develop a manual which outlines step by step use of the system / Screens are easily identifiable and navigated. Help icon with instructions.
Expandable, available at multiple locations / Create an intranet network which would allow multiple locations to access via internet connection / Intranet will be easily available with a URL. System will have identification log ins which will allow access.
Consider Future Direction for the Business / Access medical information via a network without the need for physical documents which can be integrated to insurance and financial subsidiaries / Aurora Healthcare will see benefits through use of system. Increased customer satisfaction and ease of use will be gained.
Secure data storage with a backup facility / Contract with a 3rd party data storage facility to provide secure patient record storage / 24 hour assistance will be available for system, multiple storage locations for increased security.
Integrate with Insurance and financial institutions / Create partnerships with insurance providers detailing the benefits of the system. / Increased efficiency will be provided by integrating insurance contract options into the system where they will be easily accessible via a click of a button.
Real time patient information updates / Design a solution that provides a standard set of tools which will allow healthcare facilities to share patient records simultaneously / Updates on new system will be automatically saved and available within a relatively short wait period. Allowing healthcare providers to instantaneously look up patient records.
Project Overview Statement
The project overview statement (POS) is a condensed version of all of the information that was previously covered. The POS contains the following information about the EHR database project for Aurora Healthcare and I-Tech Medical Consortium: problem being addressed, project goal, project objectives, how BAMP Professional Management Group, LLC will measure success, and the assumptions and risks associated with the project.
This statement will be available to all stakeholders upon request. The POS will be kept at the corporate facility of BAMP Professional Management Group, LLC. All requests should be submitted via email or fax.
PROJECTOVERVIEW
STATEMENT / Project Name:
Electronic Health Record Database / Project No.
00120345 / Project Manager:
Favi Alvarez
Amir Beshiri
Marc Majewski
Jason Prothero
Problem / Opportunity:
Aurora Healthcare is unable to share patient data among all of its facilities to allow the medical staff to accurately treat and diagnose their patients no matter which facility the patient visits. Currently patient’s records need to be mailed or faxed between facilities which result in delays in patient care. Often times the patients are responsible for filling out new patient medical forms at each facility and important information pertaining to the patient’s medical, as well as family, history is sometimes omitted. A “one-stop-shop” database would provide doctors and other medical staff a greater opportunity to serve and adhere to the patient’s needs.
Goals:
Create and implement a shared database for Aurora Healthcare that will accurately detail a patient’s current medical and insurance history.
Objectives:
· Synchronize existing data with new operating systems
· Contracting with a data storage company that will be able to store and secure patient medical information
· Work in compliance with HIPAA regulations to ensure all patient rights are protected
· Develop tier access levels into the system that will limit access to sensitive patient records to only individuals that require this information to perform job duties.
· The systems database will be functional and accessible 24/7 to all Aurora staff that requires access to the database
· The system will offer a web access portal which will allow doctors and other staff to access and update the database through their PDAs, smartphones, and tablets in real time
· Contracting with local company to provide business class internet solutions
· Improve workflow efficiency and client satisfaction
Success Criteria:
· All patient information is transferred successfully
· Contracted company has sufficient data storage capacity
· Users are compliant with HIPPA regulation training associated with patient records; system administrators will select user clearance
· Trusted, reliable, secure internet access
· Measurable departmental improvements and patient satisfaction
Assumptions / Risks / Obstacles:
· Confidentiality, HIPPA, Integrity
· Database does not meet the requirements necessary to comply to HIPPA standards
· Lack of knowledge on the requirements needed to create and maintain the database
· Lack of resources
· Insufficient data storage space
· Poorly designed software
· Existing database isn’t able to interface to the new system
· Inadequate data transfers
· The central database would need to be staffed with an IT specialist 24 hours a day
Prepared By:
BAMP Professional Management Group, LLC / Date:
19.MAR.12 / Approved By:
Barkhaus W. / Date
28.MAR.12
Project Alignment
As outlined in our RBS and POS, the purpose of the project is to create and implement an Electronic Health Record database that will be shared among all Aurora Healthcare facilities. The RFP provided by the I-Tech Medical Consortium outlines the requirements of this system as one that can create and store patient records, is available on-line, and conforms to the privacy requirements outlined by the HIPAA law. (For more information on HIPPA, please see the Project and Product Objectives portion of the Scope Management Plan).
The EHR database project aligns with BAMP Professional Management Group, LLC’s organizational goals by adhering to the requirements proposed by the RFP. The team has created a project scope which outlines the problems and opportunities found with the project proposal. I-Tech Medical Consortium’s executive committee and board of directors have assured that Aurora Healthcare has sufficient funding in place to see the project through completion. The EHR database project as outlined by the project scope will consist of the combination of multiple programs that are currently used separately. Each program deals with a healthcare related aspect from in-patient/out-patient information gathering to financial and health insurance records. The project in alignment with the customers vision, will integrate all systems related with patient information into a database that will allow healthcare professionals access to the information they need when they need it.