Implementation

Request for Certification and Release of Funds Form

All Certified Projects Must Follow NM State Policies and Procurement Code

Project Governance

Project Name

/ Billing and Electronic Health Record (BEHR) Upgrade
Date / 10/9/13
Lead Agency / Department of Heath
Other Agencies / None

Executive Sponsor

/ Jane Peacock, PHD Division Director
Agency Head / Retta Ward, Cabinet Secretary
Agency CIO/IT Lead / Terry Reusser, CIO
Project Manager / Michael Snouffer, Application Support Bureau Chief
Project Abstract (Provide a brief description and purpose for this project)
The Department of Health (DOH) Public Health Division (PHD) is implementing this project to upgrade the existing Billing and Electronic Health Record (BEHR) system. The BEHR system is the electronic medical record for all clinical services provided in public health offices. BEHR allows PHD to submit claims for services provided electronically and track compensation received for services performed, supporting revenue recovery.
The upgrade will allow PHD to comply with the United States Department of Health and Human Services (HHS) mandate that all entities covered the Health Insurance Portability and Accountability Act (HIPAA) implement the International Statistical Classifications of Diseases and Related Health Problems code set 10 (ICD-10) for medical coding by October 1, 2014. In addition, the upgrade will enable PHD to implement Stage 2 of Meaningful Use, part of the American Recovery and Reinvestment Act (ARRA), and apply for incentive payments offered by the federal government for adoption of electronic medical records.
The BEHR system was initially implemented in 2007 with all DOH public health offices using BEHR since early 2008. The system was first upgraded in 2010/2011 to meet Stage 1 Meaningful Use requirements. This will be the second major upgrade since the initial implementation.
Start Date / 9/25/13 / Planned End Date / 7/31/14
Amount Requested this Certification / $260,000
Amount Previously Certified / $30,000
Remaining Appropriation not Certified / $0
Total Appropriated Amount / $290,000

Certification History (Include any previous project or phase certifications)

Date
/ Amount / Funding Source(s) (use specific citations to laws, grants, etc.)
9/25/13 / $30,000 / General Appropriations Act of 2013, Laws 2013, Chapter 6, Section 4, Department of Health General Fund Appropriation.
10/23/13 / $290,000 / General Appropriations Act of 2013, Laws 2013, Chapter 6, Section 4, Department of Health General Fund Appropriation.
Appropriation History (Include all Funding sources, e.g. Federal, State, County, Municipal laws or grants)
Fiscal Year
/ Amount / Funding Source and Appropriation language
FY14 / $290,000 / General Appropriations Act of 2013, Laws 2013, Chapter 6, Section 4, Department of Health General Fund Appropriation.
Major Deliverable Schedule and Performance Measures

Major Project Deliverable and Performance Measure

/ Budget /

Due Date

/

Project Phase

IV&V contract negotiated / $30,000 / 11/4/13 / Planning/
Implementation
Project Management contract negotiated / $60,000 / 11/15/13 / Implementation
Project Implementation Plan for Practice Management (PM) upgrade / $1,000 / 11/4/13 / Implementation
Build Production, Test and Training Environments for PM upgrade / $2,000 / 11/15/13 / Implementation
Configure Production, Test and Training Environments for PM upgrade / $2,000 / 11/22/13 / Implementation
System Testing and Validation for PM upgrade / $2,500 / 12/13/13 / Implementation
User Training for PM upgrade / $4,000 / 1/6/14 / Implementation
Production Go Live for PM / $2,500 / 1/8/14 / Implementation
Develop Implementation plan for Electronic Health Record (EHR) upgrade / $6,654 / 1/6/14 / Implementation
Build Allscripts V 11.4.1 Production, Test and Training environments for EHR / $56,556 / 2/3/14 / Implementation
Allscripts configuration for Production, Testing and Training environments for EHR / $64,873 / 4/18/14 / Implementation
Remove PHI from PM and EHR Training Environments / $7,000 / 5/12/14 / Implementation
System Testing and Validation for EHR / $14,971 / 5/16/14 / Implementation
User Training for EHR / $17,971 / 6/6/14 / Implementation
Production Go Live for EHR / $6,654 / 6/16/14 / Implementation
Budget
Comments:
Description
/

FY14 & Prior

/ FY15 / FY16 / FY17 / FY18&After
Staff - Internal
Consulting Services / IV&V
Project Management
Implementation Vendor / $30,000
$60,000
$200,000
Hardware
Software
Total / $290,000

IT System Analysis (On this document, or as an attachment, provide a summary description of the technical architecture)

This project is an upgrade to an existing system in place at all the Public Health Offices. There will be no change to the system design and no new impact to existing infrastructure.
·  Hardware: None
·  Network: See below, no change to current network infrastructure
·  Software / Applications : No new software products are being purchased.
·  Hosting Considerations: The BEHR is currently hosted at the vendor’s site. The current contract term is through February 7, 2016. Prior to the contract termination, DOH ITSD will evaluate bringing the BEHR system to the state enterprise data center.

Interoperability (Describe If/how this project interfaces with existing systems/Applications)

The BEHR system currently transmits electronic laboratory test requests to the Center for Disease Detection (CDD) and receives electronic laboratory results from CDD on a daily basis. The BEHR system also transmits immunization data to the New Mexico Statewide Immunization Information System on a weekly basis. The current interoperability will not be changed by the upgrade. The upgrade will lay the foundation for Meaningful Use Public Health reporting should PHD decide to pursue this option and purchase the required modules at a later date.

Independent Verification & Validation (Include summary of the latest IV V report)

The IV&V contract is being developed and negotiated with a vendor. This contract will be in place no later than December 15, 2014 and sooner if possible. This contract will be for one initial report, two periodic reports and a close-out report.

Significant Risks and Mitigation Strategy

Risk 1: Project will be at risk if all stakeholders are not engaged at the beginning of the project.

Mitigation 1: Emphasize communication to all stakeholders to be sure they understand the benefits of a successful project and will commit the required resources determined during planning.

Risk 2: Project will be at risk if the implementation vendor resources are not available.

Mitigation 2: Contract with vendor must be negotiated and executed in November 2013.

Transition to Operations: (Describe agency plan to migrate project solution to production. include agency plans to fund and maintain this project after deployment. )
This project is an upgrade to the existing production application. There is no transition to operations.

This is a controlled document, refer to the document control index for the latest revision

Revision: 9/1/10 Page 5