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

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A. Sample EMR Implementation Plan EMR Implementation should be a well-managed, all-inclusive process. The following is a broad sample implementation plan that can be modified and made more detailed for an implementation. The plan addresses what activities need to be carried out, who are responsible for what, resources required, indicators of success and timelines of each phase. Timelines indicated are arbitrary for demonstration purposes. Activity Person responsible Resources (facility/ HIS/partner support) Output Indicators Timelines 1 2 3 4 5 6 7 8 9 1 0 1 1 1 2 PRE-IMPLEMENTATION PHASE 1. Stakeholder involvement a. Create an EMR implementation committee representative of all stakeholders, management and users 2. Assess existing system for: a. Policies & Procedures b. Scope c. Reporting requirements d. HR needs 3. Needs determination and budgeting. a. Considering type of implementation desired, list out and budget for all needs (software, hardware, trainings etc) Facility management/ Implementing agency Project lead IT manager - EMR Committee setup - Assessment report - Implementation activity report - Statement of Work - Budgetary Estimate proposal 4. Site Infrastructure readiness Completed site readiness checklist a. Power supply infrastructure setup to ensure that it can support the hardware to be set up. b. Purchase/ Setting up of network, as per the requirements of the facility. Power rating checklist Network setup and functioning 1 day 1 Month 1 day 1 day 1 day Standards and Guidelines for Electronic Medical Records Systems in Kenya 87
c. Computer room security determination – Assessment of the security needs definition of the minimum computer room infrastructure. (Like self locking door to the server room, policy on who has the key to the server room, fire preparedness – fire extinguisher, door guard to the server room etc). d. Purchase/ Setting up of hardware depending on the turnover of patients e. Setting up of software to support the EMR, and EMR – These include the desired operating system (Windows, Mac OS or Linux Based etc) and then the office automation products such as Microsoft Office 5. Human Resource Readiness Computer room/ server setup 3 days – 2 weeks Purchased Hardware 1 day to 6 months Purchased and configured support software ½ day per computer Define Roles of facility staff and EMR vendor - Roles chart Cross cutting The various people performing various roles are listed and assigned different responsibilities in the EMR implementation process a. Determination of required skills profile b. Employment/ training of staff with appropriate skills c. Sensitization of staff on workflow changes expected with EMR introduction – through trainings, site visits and demonstrations. 6. Change management Plan a. Assess and make organizational changes brought about by - Responsibilities chart Skills determination checklist completed Staff employed or trained Sensitization workshops, trainings, site visits, demonstrations conducted Changes documented 3 days - 2 days 2 – 10 days Standards and Guidelines for Electronic Medical Records Systems in Kenya 88
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Ministry of Medical Services Minist
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Acknowledgements This initial publi
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Change Management Process .........
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Architecture Enterprise Architectur
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and without the ability to share pa
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Purpose of this document This docum
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Globally, several organizations hav
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will be reviewed by the technical w
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Section Introduction The section de
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The above listed documentation requ
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Clinical Decision Support This refe
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H = Requirements. These items tare
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4.3. System has the capability to r
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10.2. System has the capability of
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16. Children’s Health 16.1. Syste
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The recommendations in this section
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Backup Backup is the procedure for
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Case Example: Building an EMR syste
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o Date medically eligible to start
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Page 48 and 49: i. EMR systems ii. Patient Identifi
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Page 56 and 57: Section Introduction The implementa
Page 58 and 59: Requirements 1. Servers and worksta
Page 60 and 61: informatics skills in order to effe
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Page 66 and 67: expertise, this cadre is also likel
Page 68 and 69: Data Quality and Confidentiality Id
Page 70 and 71: Demonstrate use of mouse functions
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Page 74 and 75: A locally stored backup log should
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Page 78 and 79: Upgrade Scheduling The EMR system n
Page 80 and 81: Monitoring is an ongoing, continuou
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Page 84 and 85: Hardware requirements Other infrast
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Page 94 and 95: C. EMR Readiness Assessment Checkli
Page 96 and 97: Is there a computer at each point o
Page 98 and 99: D. Security Policy Template Documen
Page 100 and 101: 1.9 Employees shall not access, sto
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Page 110 and 111: Strongly agree Agree Disagree Stron
Page 112 and 113: Functional areas Attributes Compone
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