The Importance of Time in Healthcare Systems 05-08

The Importance of Time in Healthcare

Spectracom Overview• GPS Time Synchronization experts• Wireless Network expertise• Leader in Public Safety markets• Global company, Rochester, NY based• Flexible & responsive• Renown for service • ISO 9001:2000 certified• Over 15,000 customers

1972 200836 years of Quality

Higher Education

Public Safety

HealthcareFinancial Services

Network Management

Time Synchronization Solutions Network Applications require precise, accurate & stable Time & Frequency Generation and Distribution

Transportation

4,000+ 9-1-1 PSAP Centers450 US Commercial Airports [FAA]

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BoeingBrokerage AmericaBurroughsCarolina Power & LightCarrierCBSChase Manhattan BankChevronChicago Stock ExchangeChryslerCitibankComp USACompaq ComputerCray ResearchCSX CorporationDeutsche BankDictaphoneDupontE*Trade GroupE-bayEDSEnronExxonFederal ExpressFlukeFord Motor Company

Over 220 million calls are placed to 911 centers each year

Spectracom’s NetClock is present in 95% of the centers that use time synchronization

Current Issues in Healthcare include…

• Networks, systems and medical devices display and record different times.

• No certainty of start/end times for events, tasks, etc.

• Without accurate time for Electronic Healthcare Records (EHR’s), you are vulnerable to potential litigation

• Error-prone manual clock-time setting

What You Do Not Want To See in Your Facility

• Physical Security system has “12:22:29”• Display Clock reads “12:16”

Which one is right ??

(A medical center’s Public Safety Center)

Are Network Problems Degrading your Efficiencies?

• Incorrect Time Causing Transfer Errors?

• Erratic LAN-WAN Interconnections?

• Transaction Processing Inaccuracies?

• Discrepancies of File Time Stamps?

• Non-linear Sequence of Events for diagnostics?

• Security Infringements?

The Need For Accurate Time

• Electronic Health Record• Interoperability• Legal records

• Critical Care• Medical Equipment

• Cardiology• Defibrillators• Patient Monitoring

• Need for Security and Authentication• Data security• Patient privacy• User account access• Building access

• Regulations & Standards• CCHIT (UTC Synchronization)• IHE (Consistent Time profile)• Chest Pain Center Accreditation• HL7 (EHR Interoperability Model)• JCAHO• HIPAA• CMS Conditions of Participation

for hospitals §482.24 (Medicare)• FDA• ISO

Accurate Time is Required…

• Medical records are considered legal business documents. • The Certification Commission for Healthcare Information

Technology (CCHIT)• S7: Audit records require UTC synchronization.

• S8.1: The system shall be able to provide time synchronization using NTP/SNTP, and use this synchronized time in all security records of time.

• S8.2: The system shall record time stamps using UTC based on ISO 8601-2000.

• CMS Conditions of Participation for hospitals §482.24 (Medicare)

• All entries in the medical record must be timed, date, and authenticated, and a method established to identify the author.

Accurate Time is Required (cont’d)

• Integrating the Healthcare Enterprise (IHE) • initiative by healthcare professionals and industry to improve the

way computer systems in healthcare share information. IHE promotes the coordinated use of established standards such as DICOM and HL7 to address specific clinical needs in support of optimal patient care.

• their Consistent Time Integration Profile provides a means to ensure that the system clocks and time stamps of the many computers in a network are well synchronized. This profile specifies synchronization with a median error less than 1 second.

Accurate Time is Required (cont’d)

• HL7 EHR Interoperability Model• Currently being finalized. The EHR Technical Committee

is updating this model to include a requirement for time and date stamping for all Electronic Health Records. Not only will they need to provide this time/date stamping, but they will also need to provide the ability to prove the accuracy of the time source. The Model states:

• Traceability to, and time synchronization with, a master clock.

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Chest Pain Center Accreditation• Key Element #7 – Functional Facility Design

• Clocks are synchronized• ED• All triage areas• Cath lab• 12-lead ECGs

• Critical Metrics• 90 minutes door to balloon

“Accurate coordination of times among EMS, the emergency room, the cardiology department, and the catheterization lab is essential

to accurately measure and thus control processes for care.”Robert Weisenburger Lipetz

Executive Director of the Society of Chest Pain Centers

What can Time Synchronization do to Improve Healthcare Operations?

• Accuracy of records assured – treatments, procedures, time of birth/death, etc.

• Legally traceable time supports credibility and consistency for EHR’s, log files, audit trails, digital signatures.

• Enhances interoperability for all networks, systems, and devices, as well as between agencies

• Provides regulatory compliance and best practices, reduces liability

• Fully automated, eliminates manual resetting, automatic DST adjustment, behind your firewall

Continue the string of Traceability

• NetClock provides Legally Traceable Time® the moment the patient enters the hospital:

• 911, EMS, Police, etc… all provide this time, up until the patient is brought into the hospital. Continue the string of traceability by syncing the hospital network, systems, equipment, displays, etc… so that your records can be admissible in a court of law. 4,000 9-1-1 Dispatch Centers rely on

Spectracom for accurate time

Credible, Consistent EHR’s

• Certification Commission for Healthcare IT (CCHIT) – All electronic health and security records are synchronized with UTC time and NTP/SNTP protocols when a NetClock is employed

• Health Level 7 (HL7) - NetClock provides full compliance to the accuracy, security, and manageability of this standard

• JCAHO standard IM 7.8 – NetClock provides legal, authenticated date/time stamps for medical records

• FDA 21 CFR Part 11 – Accurate time-stamped audit trails supported by NetClock

Synchronized Healthcare Facility

NetClock Wireless Clock System

Wireless Mesh Network

Incorporates 900MHz Frequency-Hopping technology that:

• Provides a Clear Signal in any facility and campus environment

• Each Display is a receiver and transmitter

• No FCC license required• Eliminates interference issues• Battery operated for total

wireless solution

NetClock, Transmitter, Wireless Analog and Digital Clocks

How it Works

NetClock Time Server/Master Clock Model 9389

Front Panel• LEDs indicate Power, GPS status

Inside• 12-channel GPS receiver• Stratum 1 NTP Server

Back Panel Timing Outputs:• 10/100 BaseT Ethernet port

• NTP timing• Network management

• (1) Console Port• (1) RS-485 Output• (1) RS-232 Output• (3) Alarm/Event Contact Relays

Ethernet Time Server Model 9388

Back Panel Timing Outputs:• 10/100 BaseT Ethernet port

• NTP timing• Network management

• (1) Console Port• (1) RS-485 Output• (1) RS-232 Output• (3) Alarm/Event Contact Relays

Ideal for synchronizing independent, secure networks

Front Panel• LEDs indicate Power, GPS status

Inside• Stratum 1 NTP Server

PresenTense Synchronization Software

Network Time Management Software for Windows Software

• Improves Time Synchronization frequency for better timing accuracies and interoperability

• Real-time monitoring and immediate email alert if time sync is changed or lost

• Detailed record logs of time sync status• Supports redundant time sources• Auditor program provides hardcopy proof

of time sync status for legal requirements

Some Healthcare Facilities using NetClock for their Time Synchronization Needs

• EMH Regional Healthcare

• Scott & White Memorial Hospital

• Los Alamitos Medical Center

• St. Elizabeth Community Hospital

• St. John Pleasant Valley Hospital

• Morris Hospital

• North Mississippi Healthcare

• Evanston NW Healthcare

• Chelsea Community Hospital

• Crestwood Medical Center

• Memorial Herman Baptist Hospital

• Anne Arundel Medical Center• Washington Hospital• Tyco Healthcare• St Luke's Hospital• Serenity Lane Health• Alberta Cancer Center• Luther Midelfort• Community General Hospital• Miami Children’s Hospital• Melbourne Internal Medicine• DCH Regional Medical Center• University Hospital

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Quality Goals & Objectives

• Best Value in the marketplaceSpectracom products have the best features and functions for the price

• Exceptional Reliability of our productsSpectracom products consistently meet or exceed specifications and customer expectations

• Stellar Support of our customersSpectracom’s customer support differentiates us in our markets

• Team Spirit and ActionsWe are have well trained, competent staff that has a shared perspective of roles and goals

• Customer Confidence We have a strong base of repeat customers and employees that are committed to mutual success

Quality Process, Quality Results• ISO 9001:2000 certified in 2002. Most recent audit 4/08.

• We call and survey every 10th customer:• Results for calendar year 2007:

• ‘My order was delivered in-full and error free’ (95% Yes)• ‘The product’s features met my needs’ (100% Yes)• ‘Product setup was flawless’ (100% Yes)• ‘I would recommend Spectracom’ (100% Yes)

• In-bound help desk calls• 85% of the issues are closed on the first call• 95% closure after one follow-up call

Resources -

Website: http:www.spectracomcorp.com

Resellers Website: http:www.spectracomcorp.com/resellers

Support Services

Will Hickey Channel Managerph#: [email protected]

Jennifer Sanza Sales Administration Mike Messina Sales Engineerph#: 585-321-5825 ph#: [email protected] [email protected]

Think of SPECTRACOM

for ALL your Time Synchronization needs.