Selecting and Implementing a Health Care Information System
Why is this important topic?
Information System Life Cycle
Important questions to ask
Do we need to have a health information system?
Why do we need to have a health information system?
Is the system aligned with for our overall goals as an organization?
o Strategic planning
o Goals and objectives
Can we handle the project?
Do we have the support? Can we get buy-in from the staff members
Form a Steering Committee
Responsible for the project
May need subcommittee
Comprehensive but nimble
Upper management involvement – IT, administrative, financial and clinical
Decision making process
May need to hire a consultant – why?
Understand the current system
Basis of system requirements
Methods – interviews, observations, questionnaires
May need consultants to work on this part.
Focus on the need of information and optimization of process
Determine System Requirements
Important – basis of RFP
Based on the understanding of the current system
Get a list of “must” and “wants” – like and dislike
Prioritize the list – steering committee + consultants.
o Technical – architecture, downtime, connectivity, environment, response time, support
other technology, maintenance, etc.
o Administrative – regulation, security, privacy, help, data retention, report etc.
o System specific criteria
Try to acquire as much information about different systems as possible – CCHIT
Consider other factors
Request for Information
Simple document asking vendor to provide information about their systems based on the needs of your
organization. Additional questions may ask based on the response.
Request for Proposal
Single most important document
Questions need to be precise and well written
Avoid vagueness – structured questions.
Evaluation of Responses
Score card (sample below)
RFP EVALUATION SCORECARD
Before giving to reviewers the Procurement Team Leader should enter each evaluation criteria to be scored in first column and
indicate the priority level under the “multiplier” column. The evaluation criteria with the highest priority will have the highest
multiplier, e.g., “x 10” and the lowest priority criteria will have the lowest multiplier, e.g., “x 1”. Multiply the multiplier by “5”
to obtain the highest number of points for each criteria (since “5” is the highest score).
Reviewers must check one score (0-5) for each criteria. Multiplying the marked score by the multiplier will result in the total
points awarded for that criterion
NAME OF BIDDER: Score Score Score Score Score Score Points Maximum
Unsatisfactory Satisfactory Good Very Excellent Outstanding Multiplier Available
RFP TITLE: 0 pts score from (5 x
(0-5 and multiplier)
1 pt 2 pts 4 pts 5 pts multiply
3 pts by
NAME OF multiplier)
EXAMPLE - 1 XX (x 5) 25 25
EXAMPLE - 2 XX (x 2)) 6 10
EXAMPLE - 3 XX (x 1) 2 5
Comments on individual score selections or general comments during review of response:
Both vendor and clinical site.
Ask specific questions
Implementing an Health Information System
Form an implementation committee
Page 203 – characteristics of committee
Plan the installation
Work breakdown structure (WBS) – page 204
Get familiar with the systems
Go over system requirements
Decision on customization – how much?
Need of data and workflow optimization
Test the system
Analyze hardware and telecommunication environment
Develop Procedures and Documentation
Use the system implantation as an opportunity to introduce workflow optimization
User guide – scenario based
Evaluation – usability
Separate training environment
Knowledge retention – close to go live data.
Pick a date
Big bang vs staggered – determine strategy
Convert the old system to the new system
Evaluation after go live
Oversight of maintenance
Did not gain enough buy-in
Focus on one problem a time
Does not provide continuing evaluation
User Feedback and Support
System Log file
ROI – cost, quality, satisfaction, outcome