Cphims 5 - Systems Selection, Implementation, Support And Maintenance

Front 1

What is a RFI document?

Back 1

Request For Information

It communicates to the vendors the organizations requirements (functional and technical) and asks the vendors to respond in a structured way, to allow the requesting organization to evaluate the responses.

Front 2

What is a RFQ?

Back 2

Request for Quote

It typically follows a thorough analysis of the RFIs. Only a few RFQs are sent.

Hint 2

Typically, costs of hardware, software, networking, training, and maintenance fees are included as well as information on payments are requested/included in an RFQ.

Front 3

Before a system can be implemented, what two things are important to do?

Back 3

1. Have a good selection process to select the right system from among the several vendors.

2. Have a good implementation strategy.

Front 4

Who is part of the implementation team?

Back 4

It is a multidisciplinary group of people with expertise in areas that best reflect the appropriate specialists for a certain system.

Hint 4

An EMR system mainly will definitely require IT personnel but will also require many many clinicians from vs. a mainly financial system might not require so many clinicians but will require more finance experts and revenue cycle persons,

Front 5

What is the sequence of steps before a system can be implemented?

Back 5

1. Create an implementation team.
2. Vendor selection process (RFI, RFQ, RFP)
3. Purchasing of the system.
3. Create an Implementation strategy

Hint 5

3. The implementation strategy contains the milestones, success metrics, training schedules, who does the training, handling changes during implementation, and more factors.

Front 6

In the Selection Process what is important to keep in mind when choosing a system?

Back 6

It is to select a system that will:
1. Solve the problem, issues with the current system, meets customer requirements fully.

2. It will integrate with the goals and objectives of the executives as described in the IT strategic plan.

Front 7

Who is part of the software selection team?

Back 7

1. High level business executives
2. IT executives
3. End-users
4. Clinical staff
5. IT staff
6. Operations staff
7. Business managers

Front 8

After a software selection team is assembled, what is the first goal of this team?

Back 8

Analysis.

This was discussed in system analysis.

Reviewing Operations: The first goal is to do a gap analysis and establish the current state of the system and see what gaps exist with the requirements of the future system.

Front 9

What is the second goal of the software selection team?

Back 9

Vendor selection.

Acquisition Process: To search for a vendor that will provide the best solution.

Hint 9

This involves, developing and or reviewing a specification document, a needs assessment, a problem statement and a technological assessment to create requirements that the vendor's system must adhere to.

Front 10

What is the goal of an RFI?

Back 10

An RFI focuses on the capabilities a system can provide and how they fit the organizations requirements. It is NOT comprehensive like an RFP.

Front 11

What is the goal of an RFP?

Back 11

Is a detailed, formal document that is used to get in-depth information on the system (technical and process), costs, support options, and a background on the vendor.

Hint 11

The RFP helps to really narrow down to two vendors that can both satisfy the requirements of the healthcare org. One vendor is the primary vendor, and the second one is the backup vendor.

Front 12

How do you judge the response to RFPs?

Back 12

By having a standard scoresheet that is used for each vendor so that each vendor can be judged objectively based on their responses to the RFP.

Front 13

What is the 3rd goal of the software selection team?

Back 13

Product Demonstration.

Have the top 2 or 3 vendors do a demonstration of their product.

Hint 13

It is important to not let the vendor drive the demonstration the whole time, as they will only focus on the positive stuff.

Front 14

How can the software selection team judge the reputation of the vendors?

Back 14

References and on-site visits.

By doing on-site visits of other organizations that have the vendors system. By contacting their references who use the vendor's software.

Front 15

Implementation Process: What are the 4 different implementation strategies?

Back 15

1. Phased strategy
2. Departmental implementation strategy
3. Parallel implementation where the old and new systems run concurrently while phasing out the old system.
4. System-wide implementation (works well in small orgs but could be disastrous in large organizations)

Front 16

What must be checked within the healthcare organization before implementation of software begins?

Back 16

That the organizations IT infrastructure can support the new system. If not, then it needs to be updated (hardware, network, security...etc) and only then the system can be implemented.

Front 17

What should be done with data from the existing system(s)? What to do with it?

Back 17

This data should be converted as best possible and ported to the new system. Old data still needs to be maintained electronically for audit purposes.

Front 18

When should training occur for users?

Back 18

As close to the go-live as possible, to ensure information is fresh when they begin using new system.

Front 19

What are the different types of users to be trained?

Back 19

1. Super User - help to setup the system in their area and also act as trainers.

2. Key User - typically managers, just so they are aware of how to use the system.

3. End-Users - the daily users of the system.

Front 20

Before users can be trained, what needs to be completed?

Back 20

A Training Manual and Documentation needs to be created.

Front 21

After training and implementation what is the next goal of IT in regards to the new system?

Back 21

1. Assure the IT Infrastructure is operating smoothly and is handling the resource demands of the new systems.

2. Update Operational documentation if needed.

3. Make adjustments (technical and process) to ensure smooth operations of the IT infrastructure.

3. Train helpdesk in front-line support of new system.

4. Update Disaster Recovery Plan to include new system.