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Identifying and Selecting an Information System Solution
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
Introduction
Because of the number of options for healthcare information systems, the following characteristics of an organization must be considered:
Size
Type
Complexity
Unique cultural aspects
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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Strategic Vision and Alignment
Organization’s strategic vision
Information technology (IT) department’s strategic vision and plan
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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The strategic vision and plan for an organization provides a long-term roadmap for the organization, and is critical in light of economic, regulatory, and market pressures.
The strategic plan is designed to map how an organization will achieve goals and objectives, both clinical and financial.
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Strategic Vision and Alignment (Cont.)
Evaluation of Systems
Need for the system
Development process
Basic structure
Functionality
Impact
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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Need for the system. What are the needs that the system addresses and how frequently do those needs occur? How effectively are current users employing the system?
Development Process. Where are the systems in development and what is the nature of the development team and its methodology? New is not always better but, neither is what is familiar and comfortable. Are we meeting the needs of the stakeholders—including management, financial, clinical, and operational stakeholders—and the largest stakeholder, patients and their families.
Basic structure. What parts or functions can be observed? Are theses items working to meet today’s need or tomorrow’s desired function?
Functionality. What is the system response time, accuracy, reliability, and ease of use for end-users? What are plans to continue evolution of the system to meet new and ongoing requirements?
Impact. How does the system affect providers, patients, processes, and the organization’s users in non-patient care areas? Does the system support data collection and reporting?
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Systems Development Life Cycle
Framework for understanding the process of developing, implementing, and using an information system
Series of sequential logical steps or phases
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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Knowledge about the life cycle of a hospital information system will help you to understand the importance of system selection in obtaining overall success in meeting your organization’s needs.
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Systems Development Life Cycle (Cont.)
Phases of the Systems Development Life Cycle
Project planning
Analysis and requirements definition
Design
Implementation
Integration and testing
Acceptance, installation, and deployment
Maintenance
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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The first phase in the information system life cycle includes project planning.
During analysis and requirements definition the needs of the clinicians, IT department, and the organization are identified.
The design phase will use the information gathered during the previous phase to guide decisions regarding how the system will be configured.
The implementation phase is where the decisions that were made in the previous phase are put in place in the software.
Integration and Testing are critical for ensuing that the system is operating as expected.
Acceptance, installation, and deployment across the hospital system is often called “bringing the system live.”
Maintenance and ongoing evaluation is the final phase.
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Systems Development Life Cycle (Cont.)
Identification of System Requirements
Take an inventory of current information systems and their functionality.
Take an inventory of paper documents and forms.
Interview and observe front-line staff and management.
Collect samples of system and manual reports.
Develop process and data flow maps.
Identify hospital standards, policies, and regulatory and accreditation requirements.
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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The decision to purchase and implement a new information system usually begins with the realization that the systems currently in place do not meet the needs of the organization and its users.
Interview key stakeholders and front line staff to elicit their opinions of the current information system. An effective approach is use of the SWOT analysis model.
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Information Flow in MS and CF Clinics
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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Figure 16-1
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Information Flow in Chronic Disease Care
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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Figure 16-2
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Systems Development Life Cycle (Cont.)
Key Interview Questions
Strengths: Which features of the current system do you find useful? How does the current system support you in providing safe patient care? Is the current system easy to navigate and use?
Weaknesses: Which features of the current system do you dislike and why? Is the system difficult to use? If so, why?
Opportunities: Are there some features or functionality that you believe are missing from the current system?
Threats: Are there any shortcomings or issues with the current system that may create a risk to patients who you are caring for?
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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This is an example of using the SWOT model for interview questions.
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Systems Development Life Cycle (Cont.)
Objectives for Consideration
Patient care
Efficiency
Information technology
Organizational
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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The list of requirements that is developed should be based on objectives that have been identified.
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Systems Development Life Cycle (Cont.)
Clinician’s Role
Do not minimize
Requirements identification
Better care decisions
Recording and reporting of patient care data
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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Clinical representatives should be involved in every step of the system selection process.
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Systems Development Life Cycle (Cont.)
Request for Information (RFI)
Vendor experience
Product
Patient communication
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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The RFI is an information step in vendor evaluation.
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Systems Development Life Cycle (Cont.)
Request for Proposal (RFP)
More complete and formal step
Cost and financial considerations
Negotiation process
Copyright © 2014 by Mosby, an imprint of Elsevier Inc. All rights reserved.
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An RFP requires much more effort and is the stage where you clarify your expectations and receive assurances from the vendor that they can deliver the system on your timetable and on your terms.
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