Sample Implementation Timeline

Basic Implementation Timeline. Below is a discussion of a basic 4 step process to guide a practice through developing a timeline. Timeline implementation is mostly determined by the size of the practice and how much EHR already exists within the practice. Step 1. Preparation. (Timeline 90 to 150 days). Recommendations within the toolkit include learning your workflow processes, learning about CMS incentive pay, learning the basic functions of EHR. Take this time to assess the attitude and skill set of staff members. Choosing a Project Manager or understanding the skill of the Office Manager will help determine who will be in charge of the project. Ask your staff for input in how EHR can help them with their basic job functions. Estimate your practices eligibility for Medicare & Medicaid incentives. Review EHR vender solutions whose products may be a good match for the practice. Assess Staff Technology / Computer Qualifications. Assess readiness for EHR and HIE. Set goals. Step 2. Deciding what you need. (Timeline 60 to 120 days). After becoming familiar with the incentive pay structure, terminology and gaining knowledge of the workflow process, it is time to determine overall readiness. Parts of a practice may already operate with some functions of EHR. However, as a practice expands into a full EHR process it is crucial to research and obtain the proper hardware and determine: Technical needs. This toolkit Practice Readiness Assessment can help determine needs. Set up staff training. Vendor interview and contract. Determine how to improve the workflow process. EHR priority to the practice. Step 3. EHR Implementation for go-live. (Timeline 45 to 180 days) Work with your vendor to determine a detailed implantation plan that includes such topics as: Determines project leadership. Documenting workflow process. Hardware and Software needs. Staff education and training. Determine processing time for scanning old documents. Review security measures. Develop go-live in phases. Stage 4. Post Implementation. (6 to 12 months) After the go-live, some changes and adjustments to policy and procedures will naturally develop. Continue to refine the process, continue with education and stay updated on HIPAA and other security requirements. Conduct regular staff meetings to assess workflow processes, ongoing needs and concerns. This is also a good opportunity to communicate with staff and offer praise for accomplishments. Choosing an Office Manager with an IT background or hiring a full time Super User will make the transition and ongoing work flow process continue to be successful. In order to continue to receive incentive payments it is crucial to report to CMS and to achieve and maintain Meaningful Use.