System Optimization

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Webcast details

This webcast was created to help organizations of any size understand the importance of doing a system optimization after go-live. During this webcast listeners heard what a System Optimization is, why one needs to be performed, the porcess to complete one as well as examples on types of optmizations.

Originally aired: Friday September 5, 2014
Presenters: Larson Yuill & Melanie Rudd

Webcast materials

Download slideshow
Presented 9/5/2014


Q: We are a small organization with just a few providers, what areas should we focus on for quick optimization?

A: A good place to start is to do a Tasking-Workflow optimization. It is a great one to start with and results can be see soon after the resolution plan is put into place. Almost immediately after this objective is decided on your org can begin creating views to capture outstanding tasks, run some reports to see where your numbers are. Another good place to start is to optimize system preferences. Users have a tendency to get alert over load. I have heard clients say that their user don’t even notice them there are so many. In that example I gave during the presentation that org was not set up effectively nor were they in compliance with state regulations.

Q: We are a small organization, would our practices benefit from doing an optimization?

A: All organization of any size should perform optimizations on their system. If not a onetime full system optimization from top to bottom, a continuous process to effectively maintain your system at peak.

Q: What are your suggestions for questions to ask end users as we prepare for an optimization?

A: Some questions to ask your users are: Are there any bottlenecks that are noticeable during a patient visit? Do patients seem to stack up anywhere during the patient visit? Is there something you do on paper still that would improve patient care if it was done within the EHR? Give one example of your most challenging task or responsibility throughout the day.

Q: Do you have any suggestions for end user buy in? Making changes to workflows post go live, when users are still struggling to get familiar with the system?

A: Your users are immediately going to feel like the changes are making them spend more time on each task and taking time away from patient care. So making them aware that the org is striving to improve all processes should increase user buy in. Just let them know you 'hear" them and performing the system optimizations to improve any issues.

Q: How do we get a configuration workbook?

A: Depending on your software vender you should contact your support or sales representative to supply you with something to get you started. As always you can reach out to Galen for guidance in this area. Galen is working on a CW template now for client use. Allscript Client Connect has several of them that are specific to particular items. For example, The MU2 Package install has one and it is inclusive of all the items involved in that install. It is a good example of what an organization should use for a CW tool and what it should look like.

Q: How does a Configuration Workbook differ from a change log?

A: A change log is used to document any changes requested and/or made to the current system at that time. A Configuration Workbook is much more involved and should be a document to record not only the system itself but everything surrounding it. For example the system version that is running currently and previously, dates and times of installs, interfaces and the venders involved, any deviation from certified workflows, standardized build pieces, etc. As mentioned there is a Galen blog article regarding this called, "It's All in Your Head" written by Larson Yuill and a link is attached to the slides presented as well as here.