HIMT450_Lesson8CaseStudy_Tucker
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University of Wisconsin, Green Bay *
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450
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Health Science
Date
Apr 3, 2024
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docx
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3
Uploaded by Babylon111
Johnathan Tucker
HIMT 450
March 17, 2024
Lesson 8: Case Study
1. Identify the needs and write SMART goals
Goal 1: Improve appointment scheduling and patient flow (SMART):
Increase online appointment scheduling by 20% within 3 months of EHR implementation.
Reduce patient wait times in the waiting room by 15% within 6 months of implementation.
Goal 2: Enhance patient engagement and communication (SMART):
Increase patient portal usage for appointment reminders and medication refills by 30% within 1 year of implementation.
Improve patient satisfaction scores regarding communication with the clinic by 10% within 1 year.
2. Convene a steering committee and identify specific requirements for its new EHR
Committee Members:
A pediatrician representing the clinical staff.
A clinic administrator oversees billing and scheduling.
An IT representative with expertise in healthcare data systems.
A patient representative to ensure user-friendliness.
Specific Requirements:
Clinical: Integration with existing lab and immunization tracking systems.
Financial: Ability to handle various insurance plans and generate accurate claims.
Technical: Compatibility with existing Clinic for Kids hardware and software.
Security: Robust data encryption and access controls to comply with HIPAA regulations.
3. Compile all requirements into a request for proposal (RFP).
RFP Recipients:
Electronic health record (EHR) vendors specializing in pediatric care.
Any other vendors offering compatible patient portal and practice management modules.
RFP Content:
Clinic for Kids Background: Briefly describe the practice, its patient population, and current challenges.
Functional Requirements: Detail the functionalities needed in the EHR system (scheduling, charting, billing, etc.).
Technical Requirements: Specify hardware/software compatibility needs and data security standards.
Implementation Timeline: Outline the desired timeframe for implementation and training.
Evaluation Criteria: Explain how vendors will be evaluated (cost, features, references).
4. Receive and analyze responses to narrow the field to a limited number of vendors
who meet the most important requirements specified in the RFP.
Shortlisting Criteria:
Functionality: Vendors whose EHR systems demonstrably fulfill the most critical needs (e.g., pediatric features, patient portal).
Experience: Vendors with a proven track record of successful EHR implementations in similar pediatric practices.
Cost: Vendors offering competitive pricing within the Clinic for Kids budget.
References: Vendors with positive feedback from current clients regarding customer support and system performance.
Evaluation Process:
Shortlist vendors based on the initial RFP responses.
Invite shortlisted vendors for live demonstrations and product presentations tailored
to Clinic for Kids' specific needs.
Conduct reference checks with existing clients of the shortlisted vendors.
5. Negotiate a contract
Negotiation Points:
Pricing: Negotiate the initial software license fees, ongoing maintenance costs, and any additional fees for implementation or training.
Implementation Timeline: Refine the implementation timeline to ensure it aligns with Clinic for Kids' operational needs and minimizes disruptions.
Customization Features: Discuss any potential customization needs and associated costs for tailoring the EHR to Clinic for Kids' specific workflows.
Contract Termination Clause: Negotiate a clear clause outlining the terms for terminating the contract if performance expectations are not met.
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