GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Clinical Record Scanning A patient centred approach Cathy Dooling Manager, Health Information Service Annie Manning Clinical Record Scanning Project Officer

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Today’s Presentation GV Health – who are we, what do we do? HIS – why did we decide to scan? How did we choose our system? How did we implement this system? What can 3M Document Creation system do? What would we do differently What next?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

GV Health – who are we, what do we do?  Major referral centre for northern Victoria and southern NSW  Population base of 160,000  280 beds – multiple campuses  Services offered – acute, surgical, medical, paediatrics, obstetrics, gynaecology, ICU and psychiatric services

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Model of Care Delivery Focus on the needs of patients or groups of patients Right information, right patient, right time Working together Co-ordinated systems Seamless transition between care providers

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year

Health Information Service – why did we decide to scan? Issues  Lack of storage space  Missing records, misfiles and records removed without being tracked  Fragmented paper records in multiple locations

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Health Information Service – why did we decide to scan? Options Relocate records to another area in GV Health - increased space Purpose build a clinical record storage area and or additional HIS space Increase HIS staffing Re-locate records to current off-site storage 24 hour turnaround and increased cost Scan the record into an electronic repository Develop full electronic medical record

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we choose our system?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we implement this system?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we choose our system?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we implement this system?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Project Control Group Implementation Committee Fabulous four – Implementation Team Manager,HIS Manager, Application Systems Clinical Record Scanning Project Officer HIS Operations Manager

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we implement this system?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we implement this system?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we implement this system? Project team Building work queues Pre-populating fields HL7 messaging System testing

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year How did we implement this system? Training session Project implementation staff – 3 HIMs and Systems Implementation Super Users – from each area End user – ongoing training

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year The day prior to “Go Live”

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Go Live ChartScan Go live 10/11/2008 – staggered over several days Help desk established 3M and Project Team attended each department at Go live time Help desk calls and issues reviewed at the end of each day

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Go Live ChartView 17 November 2008 Issues: Slow uptake of scanned record over time Clinician resistance to be faced Solutions: Responsive project team to address any issues as they arise Directly approach anyone/everyone who indicates problem with either module Executive support

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Where are we now?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year What can 3M Document Creation system do?

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year ChartScan

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year ChartView

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Lessons Learned Lessons learned Don’t under resource the project- make sure there is administrative support. Change management – dedicate resources to communication Be prepared to change Don’t assume everyone has basic computer skills – check and educate Make sure you and the vendor are on the same page IT support – need dedicated team member/s for the project Understand the product before you start Get clinician involvement – find at least one clinician champion Be responsive to requests Don’t make project team too big – have a core team and involve others as needed Utilise the support offered by the vendor Be able to demonstrate that you have communicated to all relevant staff – keep copies of all communication

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Future Development

GV Health – Recipient of the 2008 Premiers Award for Regional Health Service of the Year Acknowledgements This project has been reliant on help and assistance from many staff across GV Health and 3M. Special thanks for their ongoing hard work, support and enthusiasm must go to: Kerryn Healy CEO Paul Jewell HIM Rob Sands Manager, Application Systems Anne Irwin 3MDavid Crawford 3M Julia Harshbarger 3MJim Shannon 3M Jane McElwee 3M And all the members of the Project and Implementation Committees at GV Health