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What are the best practices for implementing a health information system?

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A health information system (HIS) is a system that collects, stores, processes, and communicates health-related data for health care delivery, management, and research. Implementing a HIS can improve the quality, efficiency, and safety of health care, but it also poses significant challenges and risks. In this article, you will learn about the best practices for implementing a HIS, based on the experiences and recommendations of experts and practitioners.

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Brian D.

1 Assess your needs and readiness

Before you start planning and designing your HIS, you need to assess your current situation and identify your goals and priorities. You should conduct a thorough analysis of your existing data sources, workflows, processes, standards, policies, regulations, and stakeholders. You should also evaluate your technical, financial, human, and organizational resources and capabilities. Based on your assessment, you should define the scope, objectives, and expected outcomes of your HIS project.

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2 Choose an appropriate model and vendor

There are different models and vendors for HIS, depending on your needs, budget, and preferences. You can choose between a custom-built HIS, a commercial off-the-shelf (COTS) HIS, or a hybrid HIS that combines both. You can also opt for a centralized, decentralized, or distributed HIS architecture, depending on your data management and integration requirements. You should compare the features, benefits, costs, and risks of each option and select the one that best suits your situation. You should also conduct a rigorous evaluation and selection process for your HIS vendor, based on their reputation, experience, support, and compatibility.

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Brian D.
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This is always the balance for organizations, you can have it fast, cheap, or custom, with these options-- choose one. One of the major challenges I have seen is that every community is different, and programs have evolved out of different gaps and needs in community service delivery models. Conversely, health IT vendors try to build a product that is common enough to scale, but can also be customized for different organizational workflows. Unfortunately, you tend to meet the needs of some, but not all, when trying a one size fits all approach. Perhaps the most important thing to consider for a vendor is their ability to integrate with other systems in the community...and their willingness to do so.

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3 Involve and engage your stakeholders

Implementing a HIS is not only a technical project, but also a social and organizational change. You need to involve and engage your stakeholders throughout the project lifecycle, from planning to evaluation. Your stakeholders include your staff, patients, partners, suppliers, regulators, and funders. You should communicate your vision, goals, and expectations clearly and frequently. You should also solicit their feedback, input, and suggestions, and address their concerns and issues. You should also provide them with adequate training, education, and support to ensure their adoption and satisfaction.

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Brian D.
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This is the most significant step before any type of healthcare system procurement. Most healthcare approaches are now cross sector, requiring social, behavioral, and even environmental data. Generally, a good start is covening a community stakeholder group that is derived of community and healthcare organizational leaders. This group determines community objectives and begins to identify gaps within the current healthcare environment. However, it is important to stress that the community leaders are generally not the daily users of some technology solutions. So while the community leaders may identify objectives, they should not be the sole ones selecting a technology solution, care teams should also have input in this process.

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4 Follow a structured and iterative process

Implementing a HIS is a complex and dynamic process that requires careful planning, execution, monitoring, and evaluation. You should follow a structured and iterative process that allows you to break down your project into manageable phases and tasks. You should also use project management tools and techniques to coordinate your activities, resources, and deliverables. You should also adopt an agile and flexible approach that enables you to adapt to changing needs, conditions, and challenges. You should also test and validate your HIS regularly and systematically, and incorporate feedback and lessons learned into your improvement actions.

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Brian D.
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It is best to have a process and evaluation rubric before you reach out to vendors. I prefer to share the rubric so I can get responses back in a structured format. Some of the most critical items to evaluate health IT vendors on are: product maturity, interoperability (includes certifications), pricing model, RBAC granularity, security, PM model, and customer onboarding/support. Additionally, asking the vendor to provide a brief narrative of the project from their perspective gives you a sense of how well they understand the organization's vision and the resources they have to tailor the product. Lastly, I would always recommend a live demo with the last two or three vendors via a provided "demo guide" to evaluate in a consistent manner.

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5 Ensure data quality and security

One of the most critical aspects of implementing a HIS is ensuring the quality and security of your data. You should establish and enforce data quality standards and procedures, such as data validation, verification, cleaning, and auditing. You should also implement data security measures and policies, such as data encryption, authentication, authorization, backup, and recovery. You should also comply with relevant data protection laws and regulations, such as the Health Insurance Portability and Accountability Act (HIPAA) and the General Data Protection Regulation (GDPR). You should also educate and train your staff and users on data quality and security best practices and responsibilities.

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6 Evaluate and improve your HIS

Implementing a HIS is not a one-time event, but a continuous process of evaluation and improvement. You should monitor and measure your HIS performance and impact, using indicators and metrics that align with your goals and objectives. You should also collect and analyze feedback and data from your stakeholders and users, using methods such as surveys, interviews, focus groups, and observation. You should also compare and benchmark your HIS with other similar systems and best practices. Based on your evaluation results, you should identify and implement improvement actions and opportunities, and track and report your progress and outcomes.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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What are the best practices for implementing a health information system?

1

2

3

4

5

6

7

1 Assess your needs and readiness

2 Choose an appropriate model and vendor

3 Involve and engage your stakeholders

4 Follow a structured and iterative process

5 Ensure data quality and security

6 Evaluate and improve your HIS

7 Here’s what else to consider

Healthcare Management

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What are the best practices for implementing a health information system?

1

2

3

4

5

6

7

1 Assess your needs and readiness

2 Choose an appropriate model and vendor

3 Involve and engage your stakeholders

4 Follow a structured and iterative process

5 Ensure data quality and security

6 Evaluate and improve your HIS

7 Here’s what else to consider

Healthcare Management

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