12 Months of Immediate Adaptability: Outcomes from an Oncology - - PowerPoint PPT Presentation

12 Months of Immediate Adaptability: Outcomes from an Oncology System Implementation

Ali BESISO, Bruce MANN, Vickie HO, Allan PARK, Jon PATRICK

Email: ali@icims.com.au Twitter: @AliBesiso

PROJECT BACKGROUND

Overview

• What: Breast Cancer Clinical & Research Information System

(RUTH II).

• Where: Royal Melbourne, Royal Women’s, and Peter

MacCallum Cancer Centre.

• When: Went live in November 2016.
• Objectives: Support multi-disciplinary care, rapidly re-design

and deploy new system (CIS), and facilitate research and clinical audits.

Multi-What?

Multi-Disciplinary Care

“Multidisciplinary care is a collaborative approach to treatment planning and ongoing care throughout the treatment pathway”

Cancer Multi-Disciplinary Meetings (MDM)

“aims to ensure that members of the treatment and care team can discuss all relevant aspects of a cancer patient’s physical and psychosocial needs along with

• ther factors impacting upon the patient’s care.”

VIC Health

The MDM Lifecycle

The “Unofficial” EMR!

IMPLEMENTATION APPROACH

The iCIMS Approach

Core philosophy is Immediate Adaptability

• User-Controlled Design
• Iterative Design and Testing
• Enterprise-Wide Connectivity
• No Data Lock-in (Native Data Export)

Implementation Approach

• Stage 0 – Contract Preparation (the P Monster: Procurement!)
• High Level Requirements
• Stage 1 – Clinical Process Analysis (the key step)
• Who, What, Where, When, Why
• Stage 2 – System Design & Handover (The secret recipe)
• Rapid system design and handover to users for agile-based tuning
• Stage 3 – Design Adaptation Grace Period (iCIMS unique edge)
• Final system design changes driven by users: rapid & coding-free
• Stage 4 – Business As Usual (BAU)
• Stage 5 – Progressive Development

Technical Implementation

• Single iCIMS installation on an RMH Virtual Machine (VM).
• Installed in 1 hospital, accessed by another 2 remotely:

– Royal Women’s via remote apps. – Peter MacCallum Cancer Centre via VERDI.

• Single HL7 exchange with hospital-wide Patient

Administration System (PAS): IPM

– Includes precinct specific patient merge events

PROJECT OUTCOMES

Project Timeline

• June 2016: Stage 0 (Contract Preparation)
• June 2016: Stage 1 (Analysis) and Stage 2 (Design) commence
• October 2016: Contract Signature
• November 2016: Stage 3 (Design Grace Period) commences
• February 2017: Design Adaptation Grace Period completion

Grace Period: First 3 Months of Go-Live

• 93 out of 98 design change requests implemented with an

average turn around time of 3 days.

• Scheduled weekly releases.
• No system downtime.
• Clinical staff started reporting 30% time savings as an

immediate result of using the system.

• Minimal training!

DESIGN ADAPTATION EXAMPLES

Example 1: Consensus Reached?

Example 2:

Final Thoughts

• The relationship between usability and trainability.
• Immediate Adaptability is key.
• The value of progressive development –

understanding the “next best benefit”.

• There will always be challenges – be prepared and

adapt!

Acknowledgements

The Parkville Precinct:

• The Royal Melbourne Hospital
• Peter MacCallum Cancer Centre
• The Royal Women’s Hospital

Thank You!