1. Look, no pen!! Managing referrals electronically Janine Carter, HIMAA 2005

2. GHICTA Grampians Health Information & Communications Technology Alliance Grampians Health Information & Communications Technology Alliance Based in Ballarat, Western Victoria Based in Ballarat, Western Victoria Includes 12 public hospitals and Includes 12 public hospitals and three primary care partnerships three primary care partnerships

3. RIMS Context Connecting Care service directory and e-referral system Connecting Care service directory and e-referral system Primary Care Partnerships Primary Care Partnerships Service Coordination Tool Templates (SCTT) Service Coordination Tool Templates (SCTT)

4. RIMS Project Team Health Information Manager Health Information Manager Systems Developer Systems Developer Social Worker Social Worker PCP representatives PCP representatives Grampians CIO Grampians CIO BHS IT Manager BHS IT Manager Reports to GHICTA Management Committee

5. Goals of RIMS Facilitate referral procedure Facilitate referral procedure Eliminate duplicate data entry Eliminate duplicate data entry Intuitive tool Intuitive tool Easy to use Easy to use Statistical information Statistical information Seamless transfer of information Seamless transfer of information

6. Trial Ballarat Health Services – rehabilitation unit Ballarat Health Services – rehabilitation unit 12 weeks 12 weeks Six service agencies Six service agencies Social work, occupational therapy and nursing Social work, occupational therapy and nursing User survey User survey Enhancements Enhancements

7. Survey Results Positive functionality rating Positive functionality rating Positive screen design rating Positive screen design rating Access to user manuals Access to user manuals Additional training Additional training Access to computers Access to computers Positive impact on process Positive impact on process

8. Benefits Interface with PAS Interface with PAS Data defaults across referrals Data defaults across referrals Standardised content Standardised content Form wizards Form wizards Flexible form design Flexible form design Analysis of referral activity Analysis of referral activity Service provider directory details Service provider directory details Multiple transmission methods Multiple transmission methods Access to referral information Access to referral information

9. Change Issues Pre-existing Connecting Care experience Pre-existing Connecting Care experience “Computer-phobia” “Computer-phobia” Using and updating PAS information Using and updating PAS information PC & printer access PC & printer access

10. Change Management Highlight benefits Highlight benefits Discuss impact on processes Discuss impact on processes Be motivational & excited Be motivational & excited Encourage & encourage more Encourage & encourage more Realistic expectations Realistic expectations Rewards Rewards Acknowledge system shortfalls Acknowledge system shortfalls Be available to help Be available to help Recognise stress Recognise stress

11. Deployment Currently in all subacute units of Ballarat Health Services Currently in all subacute units of Ballarat Health Services Grampians region – acute and community health Grampians region – acute and community health

12. Development Increased security features Increased security features Interface to other systems using messaging standards Interface to other systems using messaging standards Improved user configuration Improved user configuration

13. Further Information Janine Carter 03 53206426 janinec@bhs.org.au