Hosted Practice Deployment

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Description

This article is devoted to describing the roll out process for a hosted deployment. This methodology is based on a v11 TouchWorks EHR and TouchWorks PM deployment. It will initially be focused on describing the process of adding new clients to a pre-existing TouchWorks environment. This model is currently Multi-Org non-sharing, but most processes should translate to other models.

Project Tools

This is a Sample Task List that can be used as part of an overall project plan to manage a hosted deployment. It is intended not as a comprehensive list of all required steps, but rather as a sample to get you started.


Technical Assessment

Deploying to smaller independent practices requires a Technical Assessment. This ensures that the client is prepared to utilize an Electronic Health Record. Plan to complete this assessment well ahead of the roll-out to ensure there is ample time to make any corrections.

Practice Assessment

A Practice Assessment Formto be used for gathering information about a practice prior to beginning an implementation. Please note that this document is intended to be used in the context of a hosted offering, or MSO where each practice could be a distinct business entity.

Gaining the cooperation of the practice is critical to maximizing the benefit of the EHR. It is advised that regular meetings be scheduled early on so the practice has time set aside to devote to the project. The mutual understanding of work flows and desired outcomes will become a foundation for the project, as well as keep the practice's expectations realistic.

Pre-implementation visit questionnaire

Prior to building or modifying the application for the client, there are certain questions that must be asked in order to better understand their workflows and needs. The PIV Questionnaire is a great way to assess these needs and gain a better understanding of your client.

Workflow Assessment

Gather Current State Workflows

This step entails working with the client to better understand their current workflows. There are many ways to document the current state workflows, but the preferred method is to create a process diagram using Visio or another similar application. To gather the information necessary to document these, it is best to observe the clinic for a few hours to a few days depending on their complexity. This observation combined with your assessment of the PIV meeting should provide you with ample information to understand their current process.

Developing Future State Workflows with EMR

Every environment will have room for improvement, some more than others. After gathering the current state workflows as noted above, it will then be beneficial to evaluate and address processes that may be improved. Efficiencies will not only benefit the administrative aspect, but will improve the patient care as well. There are many methodologies to designing and documenting workflows, but inviting expert opinions in to assist will prove to be valuable in maximizing the integration of the new EMR as well as other practice related processes.

When redesigning workflows, be sure to factor in how the interfaces will impact workflow. If certain workflows rely on data or processes covered by the interface, then the interface will be an influencing factor. Not consulting the interface team at some point in the workflow design process, may result in a disconnect in the final product and require modifications.

Technical Considerations

Hosted TouchChart Scan

Hosted Environment Printing

Interface Considerations

Mapping Appointment Type

Mapping Insurance Class

Mapping Relationship dictionary

Handling the Bulk Load