eHIS Update

Much has been happening in the world of "eHIS" or the "electronic Health Information System" project. To keep KHN employees current on activities surrounding the development and implementation of the system, regular updates about the project will be featured in KHN Today. If you've been wondering who is working on this large project, read on to learn about the project team.

Who is the eHIS Project Team?
The eHIS Project Team is made of employees from across Kettering Health Network who comprise multiple teams with various roles and responsibilities. These teams encompass virtually all areas of KHN medical centers and outpatient facilities. For example, some teams are focused on the areas of Ancillary, Anesthesia, Pharmacy, Medical Records, Ambulatory, Surgery, Labor & Delivery, Billing and Security, to name a few. Below are descriptions of roles and responsibilities that explain team structure.

Roles & Responsibilities
Project Managers
Project managers are accountable for several work teams, developing and managing work plans and resources. They identify and monitor project dependencies, estimated timeframes, milestones, deliverables and requests for changes. While ensuring communication and coordination across work teams and Kettering Health Network, they manage, communicate and resolve issues and changes. Providing direction and adherence to the project's guiding principles, scope and vision, their leadership inspires all team members in their work to help achieve success of the project.

Project Coordinators
Each project coordinator is trained and certified in Epic Systems so they are an expert in module applications. They facilitate design sessions and ensure appropriate documentation, follow up, next steps and resolve any issues that arise. They provide specification development for interfaces, reports, conversions, etc.; configure building of the system and develop testing to ensure success in design and implementation.

Project Team Members
Project team members are trained and certified in Epic Systems as appropriate and participate in design sessions. They provide system-build configuration, support testing development and complete day-to-day project activities that contribute to the success of the project.

What Are Subject Matter Experts?
Subject matter experts (SMEs) have been appointed by their managers to represent their departments in the eHIS project. While they are not full-time eHIS project staff, their role is to provide detailed, hands-on operational expertise, and act as a departmental consultant to the project teams. Each participates in project activities as needed to validate practices, processes and workflows. They identify potential barriers and opportunities, gather operational data, tools, and/or policies, and assist with system testing, including workflow walkthroughs and dress rehearsals with operational staff.

Why Training & Certification?
After choosing Epic Systems as the vendor for the eHIS project, KHN receives their software, technical and implementation support. The package also includes Epic's training program which is thorough, detailed and rigorous. From August through October 20, approximately 97 Network employees have attended a total of 231 Epic training classes. More employees will be attending training in November and December as well.

The Epic training program is an important investment that pays off in numerous ways. When the eHIS project team successfully completes training, they are comfortable and confident in helping build the KHN eHIS system. Attending training gives end-user trainers a thorough level of knowledge that they can pass on to the employees they train. Not only does this training prepares KHN staff for a successful installation, it also allows them to support and maintain the software.

• Creation of a single, highly integrated, electronic Healthcare Information System (eHIS)
• Standardization - business, clinical and process - across the Network
• Integrated use of the clinical and financial information across the network and with partner physicians and business partners (i.e. health plans)
• Use the eHIS to leverage Best Practice behaviors and enhance and monitor performance and outcomes
• Utilize the eHIS system to elevate the practice of medicine and provision of care in the communities KHN serves.

• Establish a single, integrated KHN Healthcare Information System across the continuum of care Strategic Core Vendor Architecture (Epic)
• Network-wide standardization of business and clinical processes
• Ensure Clinical and Operational ownership

• Interdisciplinary clinical focus, streamline patient care processes, reduce variations in care delivery
• Facilitate processes that are a by-product of care, not additive to the process
• Improve communication of patient-related information

• Leverage comprehensive analysis and reporting
• Move to online review over printing
• Information management - standards will be established and utilized
• System interoperability and data integration key to meeting business objectives
• Establish data convergence with patient instrumentation
• Real-time, 24/7/365 system availability and support
• Stable, reliable technology infrastructure
• Maintain confidentiality of patient information
• Improve process to enhance patient satisfaction