Standards and Guidelines for Electronic Medical Record Systems in ...

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Section Introduction The implementation of electronic medical records systems is a complex process requiring consistent oversight. Successful system implementation must take into account the way the process is managed from planning to roll out, and through ongoing operation. This section offers best practice guidelines on the implementation, operation and maintenance of electronic medical record (EMR) systems. The section targets program managers who are implementing and managing EMR systems. Implementation Planning Requirements 1. A comprehensive implementation and management plan covering all phases of EMR implementation shall be developed in conjunction with all relevant stakeholders. 2. EMR implementers shall identify a team at the facility-level, representing all EMR stakeholders, to guide the implementation process. 3. A phased approach to EMR rollout will be adopted to minimize service interruptions. 4. The implementation team should plan for a post-implementation review within two weeks of EMR rollout. Implementation Guidance EMR system implementation is a complex and costly affair that should be well planned and managed. An implementation plan (Annex A) should be developed to guide the process. This plan will serve to guide the process from preparation through post-implementation and should contain the following information: · Preparatory phase: Address budgetary and specification issues surrounding hardware and software purchases, governance structures for implementation, and identification of staff, their roles and training needs in line with defined competencies as listed in Chapter 5 Human Resource Requirements. Standards and Guidelines for Electronic Medical Records Systems in Kenya 53
· Implementation phase: Specify processes for installation of hardware and software, usability testing, user acceptance testing, and competency testing. · Transition: Specify how EMR users will transition from using the existing manual or paperbased health records systems to the new electronic system and address data migration issues such as entry of backlog data. · Post-implementation review: following the implementation of an EMR system, stakeholders should conduct a joint review to identify areas of success and concern, and to document lessons learned for the improvement of future implementations. 22 In the plan it is important to specify the timeline and persons responsible for conducting the review. Pre- Implementation Requirements Infrastructure Requirements Hardware Requirements EMR system developers must provide guidance on the minimum hardware requirements for the optimal operation of their systems. Infrastructure requirements are likely to vary from one EMR installation to another. For example, a multi-level installation with fully functional pharmacy and laboratory information systems may require a server, whereas a single EMR installation on a stand-alone computer may not. Different EMR systems will also have variable computer specifications (hard-disk space, computer memory, etc.) to support their functions. System developers should be consulted to determine the required hardware specifications for a given EMR system. Power supply requirements 22 Victor Balaban, Lela Baughman, Christopher Bishop, Meklit Hailemeskal, Xen Santas, Steven Yoon. Developing an Electronic Medical Record (EMR) System Implementation Plan: Guidelines and Template. Standards and Guidelines for Electronic Medical Records Systems in Kenya 54
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Ministry of Medical Services Minist
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Acknowledgements This initial publi
Page 6 and 7: Change Management Process .........
Page 8 and 9: Architecture Enterprise Architectur
Page 10 and 11: and without the ability to share pa
Page 12 and 13: Purpose of this document This docum
Page 14 and 15: Globally, several organizations hav
Page 16 and 17: will be reviewed by the technical w
Page 18 and 19: Section Introduction The section de
Page 20 and 21: The above listed documentation requ
Page 22 and 23: Clinical Decision Support This refe
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Page 38 and 39: o Date medically eligible to start
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Page 44 and 45: Section Introduction Within the hea
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Page 58 and 59: Requirements 1. Servers and worksta
Page 60 and 61: informatics skills in order to effe
Page 62 and 63: competencies will be of greater use
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Page 66 and 67: expertise, this cadre is also likel
Page 68 and 69: Data Quality and Confidentiality Id
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Page 72 and 73: Health facility management plays a
Page 74 and 75: A locally stored backup log should
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Page 78 and 79: Upgrade Scheduling The EMR system n
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Page 84 and 85: Hardware requirements Other infrast
Page 86 and 87: System Costs, Ownership and Sustain
Page 88 and 89: their health records upon request o
Page 90 and 91: A. Sample EMR Implementation Plan E
Page 92 and 93: deployment of the EMR (i.e. change
Page 94 and 95: C. EMR Readiness Assessment Checkli
Page 96 and 97: Is there a computer at each point o
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Page 100 and 101: 1.9 Employees shall not access, sto
Page 102 and 103: E. Information Asset Inventory Name
Page 104 and 105: G. Sample Service Level Agreement T
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• Determine appropriate incident
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H. Sample EMR Monitoring and Evalua
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Strongly agree Agree Disagree Stron
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Functional areas Attributes Compone
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Functional areas Attributes Compone
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