CASE STUDY: RFI Conversion Project Management for Two Hospitals and Ambulatory Practices

June 21, 2022

 

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Client’s Challenge

Our client requested guidance and assistance to replace their existing electronic health records, financial management applications, and supply chain systems for their two hospitals and ambulatory practices.

The first hospital is a licensed general acute care hospital that provides a full spectrum of general, surgical, and specialized care. They primarily focus on Orthopedics, Neurosurgical Brain, and Spine Surgery, but also provide services on Ear, Nose & Throat, Davinci Robotic Surgery, General Surgery, Gynecology, Hand/Upper Extremities, Imaging, Pain Management, Podiatry and Urology.

The second hospital is physician-owned, with highly experienced and skilled registered nurses, Emergency Medicine, and board-certified physicians. They not only provide traditional quality hospital care but also offer services ranging from a full range of surgical services to endoscopy and care for emergencies related to trauma and illness.

Lastly, they have ambulatory practices that function as an offshoot of both hospitals and wanted visibility and collaboration with each hospital to provide seamless care for their patients.

John Lynch & Associates’ consulting team worked to develop and deliver a Request for Information (RFI) to prospective vendors, guidance during system selection, overall project leadership and support, and project management services throughout each phase of their project.

 

Our Solution

Our consulting team organized three phases during the overall project:

• Phase I: Operational Assessment and IT Infrastructure Review
• Phase II: Request for Information (RFI) & EHR Selection Process
• Phase III: EHR Project Management, Conversion & Implementation

Operational Assessment & IT Infrastructure Review

Partnering with our client, we reviewed and evaluated the existing electronic health record system, financial management applications, and supply chain systems for both hospitals and ambulatory practices.

During this assessment, we focused on systems, IT infrastructure, staffing, business processes, and clinical workflows.  Our approach incorporated an assessment that included interviews and workflow analysis with leadership, providers, and key staff members throughout the client’s organization.

After completion, we compared the results of our data collection findings against the clients’ identified organizational goals. We finalized a report that identified gaps within their current state compared to their desired future state and used this information to create an RFI that would be sent out to their narrowed list of vendors.

Request for Information (RFI) & EHR Selection Process

Product selection for a replacement EHR is a time intensive step that requires focused attention to details.  Dedicating enough time and resources to work together is critical to further evaluate the clients’ goals, functional requirements, regulatory mandates, and information needs.

The advanced planning that was completed in the Operational Assessment assisted us with the RFI process, vendor evaluation and scoring, and final EHR and billing system selection within this phase.

The Operational Assessment provided the key information John Lynch & Associates needed to begin the vendor selection process. Knowing our clients’ organizational strengths, areas for improvement, budget, and clinical needs we were able to ultimately guide our client to score each vendor and ultimately make the best selection.

Our RFI process consists of:

• Identifying Potential Vendors
• Determining EHR Functional Requirement Specifications
• Evaluating required certifications & other regulatory and confidentiality requirements
• Scheduling & Organizing Product Demos & Reference Reviews
• Developing, Distributing, and Managing the RFI Process
• Evaluating, Scoring, and Reviewing RFI Responses and Assisting with Final Vendor Selection

EHR Project Management, Conversion, and Implementation

After vendor selection, our goal was to work in line with our client and the vendor to ensure a successful implementation of the new systems.

Following a prescribed vendor methodology, our client was scheduled to go live on the vendor’s latest product enabling them to provide higher quality of care and create tangible enhancements for their organization.

Our consulting team provided leadership during the creation of the project plan to ensure our client’s needs were well met. We also worked directly with the vendor to confirm they could support the timing, resources, and framework of the plan. This unique relationship with our client is what sets us apart and enables us to meet their needs well.

We helped guide their cultural shift by leveraging our third-party position, while assisting and promoting positive change throughout their organization. This is essential for successful new system implementations.

 

Final Steps

Throughout the project, we lead our client and the organization with the following:

• Readiness Assessment
• Communication Plan
• Strategic Planning
• Project Management
• Data Migration
• Contract Adherence
• Training
• Healthcare Reform Initiatives & Attestation
• Risk Management & Remediation
• Regulatory Requirements
• Return on Investment

 

The work we did helped our client to improve workflows and daily operations, reduce overall costs, increase collections, and successfully minimize system complexities and burdens for their provider teams.

For more information regarding this case study or if you would like to discuss how we can assist your project management needs, please contact us at 623.980.8018 or by email inquiries@johnlynchandassociates.com