FTEs REQUIRED FOR IMPLEMENTATION ACTIVITIES eClinicalWorks
EMR eClinicalWorks PMS eEHX
Sponsor Project Director Project Manager
This is the core Project Team
Other Management Clinical Leads, Billing Specialists, Office Managers Applications
Programmer/Analyst
In-house Applications Programmer/Analyst recommended for a project of this size User Analyst/Participants Users of the system:
Front Office: Patient Registration and Scheduling
Mid-Office: Physicians, Nurse Practitioners, Physician’s Assistants, Nurses, etc. who provide direct patient care
Back Office: Billing, Claims Processing ,Check-Out
Office manager/System Administrator: Recommended for each practice (See Other for responsibilities)
Systems Programmer Not necessary if there is an Applications Programmer/Analyst of staff System Engineer/
Administrator
An in-house System Engineer is recommended for a project of this size Citrix Engineer Required if running in a Citrix environment with VPN routers, etc.
Desktop Technician In-house hardware & peripherals technician recommended for a project of this size Trainer Enterprise may choose to elect “Super Users” to function as internal trainers for phased
implementations
Interface Analyst Based on the number and complexity of the interfaces required for projects of this magnitude, eClinicalWorks recommends that the client employ an in-house Interface Analyst
Network Manager Recommended for eEHX deployments; can be the System Administrator Other (specify)
One (or more) Super Users who have been fully trained in eCW and can be available as a resource to the affiliated practices
System Administrator in each practice (can be the Office Manager)
Is authorized to manage the system security settings and monitor network issues
Can oversee the remote deployment of system upgrades to all workstations
Can monitor the internal modifications being made to the system (templates, pick lists, etc.)
Can schedule various jobs for optimum system performance, i.e., running reports, batch claims, system back-ups, etc.
eCW Response:
eClinicalWorks does not provide or service computer and network hardware. Maricopa County will need to coordinate with a hardware supplier and any associated resources to install system hardware, if required.
eClinicalWorks can provide a turnkey solution through its business relationship with Dell. However, clients are free to choose the hardware supplier of their liking.
2.3 IMPLEMENTATION SERVICES:
2.3.1 Describe standard implementation services that are included in your SOW.
2.3.1.1 Specify the standard implementation services that are included in your offer.
eCW Response:
eClinicalWorks provides the following implementation services to its clients:
Program Management
Installation
Interface design, test, and installation – as needed
Data migration – as needed
Training
Customer Support
Documentation
Professional Services – as needed
2.3.1.2 Specify the roles, experience, and qualifications you recommend for each practice team.
eCW Response:
Please refer to above chart for roles and responsibilities of practice team members. Qualifications for practice staff include a level of computer literacy that will allow users to easily operate eClinicalWorks software. eClinicalWorks can offer a staff member computer literacy assessment and perform a practice implementation Readiness Assessment from a planning, budgetary, and staff perspective
2.3.1.3 Specify the tools and/or services you offer subscribers for current workflow analysis and redesign using your EHR.
eCW Response:
In an ongoing effort to provide “best in class” service to new and existing customers, eClinicalWorks now offers a variety of professional services that are designed to ensure a smooth transition to the eCW Unified EMR/PM Solution and facilitate optimal system utilization.
A Business Analyst will assist the practice from the initial planning phases through training and Go Live.
Post-Implementation services are also available for existing customers.
Major areas for review are:
Logistics of laptops, tablet PC, and peripherals
Database structure
Workflow design
Training requirements
Set up of test and production servers
Reporting requirements and report generation
Existing customers can benefit from eCW Professional Services after implementation, particularly those practices or groups who have fifteen or more providers or who are experiencing growth, either by adding more providers or expanding to additional locations. eCW Professional Services provides a way for existing customers to re-evaluate their EMR/PM workflow with the goal of improved office efficiency and maximum use of the EMR/PM system’s features and capabilities. Professional Services for existing customers includes:
Site Survey to assess the current clinical infrastructure
Workflow assessment and recommendations for improved workflow
Clinical content development
Identification of under-utilized features in eCW that will lead to greater efficiency
Review of system features, reporting capabilities, interfaces, etc. to ensure the EMR/PM system is being used to the fullest
Identify and plan for areas of internal growth, i.e., bringing labs and testing in-house, adding new interfaces, etc.
Identify areas where additional training would be beneficial
New customers can benefit from eCW’s Professional Services during the initial planning of the transition from legacy or paper-based systems to the eCW Unified EMR/PM Solution. The most critical factor in the success of an EMR implementation is advance planning; eCW can provide expert planning assistance to ensure a smooth transition and optimal use of the EMR/PM system from Day One. Business Analysis Services for new customers consists of:
Assistance with hardware purchase and set-up
Site Survey for assessment of the current clinical environment and recommendations for optimal office set-up to facilitate EMR workflow
Redesign of office workflows
Plan all aspects of conversion from paper to electronic charts
EMR configuration for security access settings and all user, provider, and facility settings
Customized training strategies for all system users in the practice
Definition of reporting requirements
Post Go Live assessment and re-evaluation
2.3.1.4 Specify tools and/or services you offer subscribers for identifying and resolving site network and infrastructure needs.
eCW Response:
eClinicalWorks is hardware neutral and performs well on most industry-standard hardware platforms.
eCW can provide hardware and network equipment through its business relationship with Dell. Practices are under no obligation to purchase their hardware and network equipment through eCW or Dell, however.
eClinicalWorks can assist the practice with a preliminary determination of hardware that will be required for an implementation of eClinicalWorks but is not responsible for the final procurement, installation, test, and support of hardware.
2.3.1.5 Specify the level of system design and build that is required from the subscriber (e.g.: menus, user security, order and documentation templates, code set/dictionaries, alerts).
eCW Response:
eClinicalWorks does not require system design/build from Maricopa County HCH. Menus, user security, order and documentation templates, code set/dictionaries, alerts are included in the EMR/PM solution.
There is a high level of user customization that Maricopa can utilize to ensure eClinicalWorks EMR/PM
solution fits your needs. Training on how to customize the application is provided as part of standard on-site training.
eClinicalWorks comes pre-loaded with hundreds of templates, including family medicine, pediatrics, and obstetrics at no additional charge. eCW also contains OB Flowsheets to document all aspects of a pregnancy, from the initial assessment and calculation of the EDD through post-partum.
2.3.1.6 Specify the process used with external parties to negotiate and test interfaces, including each party's role.
eCW Response:
The eClinicalWorks solution is based on the open systems approach of system architecture. eCW implements open specifications for interfaces, services, and supporting formats to enable properly
engineered components to be utilized across a wide range of systems with minimal changes, to interoperate with other components on local and remote systems, and to interact with users in a style that facilitates portability.
The eClinicalWorks Solution has well-defined, widely used interfaces/protocols; uses standards which are developed/adopted by industrially recognized standards bodies (ex. ANSI for HL7 Standards, ASTM for CCD); defines all aspects of system interfaces to facilitate new or additional systems capabilities for a wide range of applications; and has provision for expansion and/or upgrading through the incorporation of additional or higher performing elements with minimal impact on the system.
Interface
Interface
eClinicalWorks recognizes that hospitals, doctors, and other healthcare providers require the ability to send and receive healthcare data and is committed to adhering to the HL7 messaging protocol as its standard.
This enables all systems following the HL7 specifications with the ability to communicate with
eClinicalWorks without the need for data conversion. eClinicalWorks has established HL7 interfaces with numerous hospitals and laboratories across the country.
eClinicalWorks general approach to interfacing, regardless of the type of interface is:
Discuss data exchange format (HL7, XML, CCD, web services) with customer
Design and test system interface(s)
Determine if there are any changes to the specifications required
Test the interface(s) using the test system
Upon test completion, deploy interfaces in production mode