Http://dn58412/IS531/IS531_SP15.html Lecture 8 Selecting a Healthcare Information System (Chapter 8)

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Lecture 8Selecting

a Healthcare Information System (Chapter 8)

Learning ObjectivesLearning Objectives

1. System Selection Phase in System Development Life Cycle

2. Requirements Analysis for System Selection: Steering committee, issues to consider

3. Selection of System Vendor (RFI, RFP, RFQ, Gap Analysis)

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Preliminary ConsiderationsPreliminary Considerations

• Technology is the infrastructure of an organization:– The competitive advantages associated

with HIS are contingent upon the technology, the degree to which technology meets the organization’s needs, the strength of the information services staff, and the speed and method by which the system is implemented.

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Preliminary ConsiderationsPreliminary Considerations

• The system is contextual: no “right” choice or “canned” solution for “all” facilities

• It must be determined by a strategic goals / plan of a specific institution

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Systems Development Systems Development Life Cycle (SDLC)Life Cycle (SDLC)

• Each system has a life time• SDLC is the process for the selection and

implementation of an information system• Ongoing process of developing and

maintaining an information system• Systems Development Process /

Methodology : specific tasks, deliverables in process

• Four main phases cover the life span of information systems

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Systems Development Systems Development Life Cycle (SDLC)Life Cycle (SDLC)

1. Analysis (needs/ requirements assessment)

2. Design (system selection)3. Implementation4. Maintenance / Support

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SDLC

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Requirements AssessmentRequirements Assessment

• Initiated by someone with a vision of the future and overseen by steering committee

• Determine the gap between the current state and the overall needs in light of the organization’s strategic plan

• Look at segments in the organization and current workflows for specific needs / improvements

• SWOT Analysis for issues in financial, efficiency, quality

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Steering CommitteeSteering Committee

• Key success factor• Membership

– Board members (ensure congruence with organizational strategic plan)

– Representatives from all departments affected (to decrease possibility of missing potential problems)

– Must include end users (patients ?)– Chair should be a member of

administration to champion the project

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Steering Committee StructureSteering Committee Structure

• Large enough to make a good decision but small enough to be effective and efficient

• Multilevel committee– Upper level makes final decisions– Lower level /frontline makes

recommendations• Need users with functional expertise, good

communication, and computing background• May include consultants

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Outside ConsultantsOutside Consultants

• May be used for any part of the selection or implementation processes

• Effective use requires clear definition of the contractual relationship and expected outcomes

• May be used to analyze all available information and make recommendations

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Understanding the Current Understanding the Current SystemSystem

• Must determine what information is used, who uses it, and how it is used

• May use questionnaires, observation, and interviews

• Must weigh strengths and weaknesses in light of organization’s needs

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Determining System Determining System RequirementsRequirements

• User needs (with ranking weights)– Mandatory / functional : “musts” – Optional /non-functional : “wants /

desirables”

• Technical issues• Administrative / general issues• Functional / departmental issues

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Technical IssuesTechnical Issues• Hardware and software needed for the

desired level of system performance• Type of architecture (compatible with other

system platforms)• Connectivity (network with other systems)• Response time• Availability: Operational vs. downtime• Test and training environments• Support for other Information Technologies

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Administrative / General Administrative / General IssuesIssues

• Compliance with regulatory and legal requirements on confidentiality, security and integrity (HIPAA)

• Data standards and data exchange• Data storage (purging, restoring, backup

data)• Report capabilities: predefined/automated

vs. ad-hoc• Abilities to integrate with Heath Information

ExchangesIS 531 : Lecture 8 15

Functional / Departmental Functional / Departmental IssuesIssues

• Registration• Order entry/CPOE/ Results reporting • Documentation/Billing• Scheduling• Medical records• Accounting

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System SelectionSystem Selection

• Survey on certified vendors with certain specialties

• Trade shows and conferences • Publications

– Professional organizations– Trade journals– User groups

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Request for Information (RFI) Request for Information (RFI)

• Brief document sent to vendors that states plans to purchase and install a system

• Asks the vendor for a description of the system, its capabilities, and perhaps:– About the company– Number of installed sites– Technical capabilities– Updates

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Request for Proposal (RFP) Request for Proposal (RFP)

• Formal document sent to vendors to describe system requirements sought

• Solicits proposals from vendors that describe their capabilities to meet the mandatory and optional requirements

• Detailed and precise to facilitate accurate responses from vendors

• Responses are used to narrow the choices

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Template of RFPTemplate of RFP

• Description of organization– Mission and goals– Organizational structure– Type of healthcare facilities– Payer mix– Volume statistics

• System requirements (avoid specific configurations to open to effective alternatives)

• Criteria for evaluation of responses• Deadline for submission

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Analysis of RFP ResponsesAnalysis of RFP Responses

• Considerations– Was it submitted by the deadline date?– Is it a professional effort?– Were the vendor representatives

responsive?– Does the proposal address the RFP or is

it a standard bid?

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Request for Quote (RFQ)Request for Quote (RFQ)

• Statement of need focusing upon pricing, service levels, and contract terms

• Skips marketing hype often received in response to RFP

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Site VisitSite Visit

• Visit many sites having installed the system under consideration

• Ask the same set of questions at each for comparison purpose

• Ask for a demonstration of the live system• Interview system users• Inspect system output• Contact other institutions have been using

the system for comments and advises

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Gap AnalysisGap Analysis

• Evaluate the system finalists • Gap Analysis: What needed and what

vendor offered• Feasibility Analysis: Technical, Operational,

Economic, Schedule, Risk (TOESR) • Economic analysis: Costs/benefits , return

on investment …• Award contract to the winner and brief

others

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Contract NegotiationContract Negotiation

• After the system selection and recommendations negotiations are done through legal and purchasing representatives

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Concluding RemarksConcluding Remarks

• The system life cycle is ongoing (current system will reach its entropy someday !)

• Each cycle of the system development process increase the body of organizational knowledge base for future choices.

• Increased knowledge also help to shorten the selection process.

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Additional MaterialsAdditional Materials

• Six steps to implement EHRhttp://www.healthit.gov/providers-professionals/ehr-implementation-steps

• Top EHRhttp://www.softwareadvice.com/medical/electronic-medical-record-software-comparison/

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