Becoming an eHealth Champion Part One. Tips and Tricks Models - - PowerPoint PPT Presentation

National E-Health Transition Authority www.nehta.gov.au

1

Becoming an eHealth Champion – Part One. Tips and Tricks – Models that work

4 September 2014 Gillian Leach – Australian Association of Practice Managers Heather McDonald - National E-Health Transition Authority

2

National E-Health Transition Authority www.nehta.gov.au

Agenda

1. Recap on the previous webinars 2. Benefits of Connected Healthcare Communities 3. eHealth Workflow Impact 4. Importance of Data Quality and Cleansing 5. Selecting patients who will benefit from eHealth Records 6. Tips to help you support your teams both clinical and

• ffice

7. How to lead and support the change process to embrace eHealth. 8. Resources available to support you in your practice

3

National E-Health Transition Authority www.nehta.gov.au

Recap on previous webinars

4

National E-Health Transition Authority www.nehta.gov.au

Recap on previous webinars

Webinar 1

 What is eHealth?  eHealth foundations  The eHealth Record System  How do I access the eHealth record?  How does eHealth benefit Practice Managers?  How does eHealth benefit individuals

Webinar 2

 An overview of the eHealth Record System  How to register your

• rganisation

 Setting up the eHealth Record System in your practice  Where to go for help and support

Webinar 3

 ePractice Incentive Program  eHealth Administration

• IHI validation
• Functions of HPOS and

HI Service

• eHealth functions of PKI

Certificates

• Functions of RO and

OMO

• Staff Management

Activities

 Guide to Assisted Registration

5

National E-Health Transition Authority www.nehta.gov.au

Benefits of Connecting Healthcare Communities

6

National E-Health Transition Authority www.nehta.gov.au

Better access to health information Access to health Information around your patient’s current and past health conditions like diabetes, heart disease, medications and surgeries. Improved Continuity

• f Care

Improved continuity of care through accurate and timely communication and clinical hand over across health professionals. Informed decisions

• n patient’s medical

needs Informed decisions on patient’s medical needs through access to a health history and clinical documents rather than just information recalled by the patient.

• Less time seeking access to accurate health information from other providers
• More time for clinicians to see more patients
• More efficient consultations
• Less duplication of records
• Provide efficient access to health information that you didn’t already have.

Benefits of Connected Healthcare Communities

7

National E-Health Transition Authority www.nehta.gov.au

eHealth Workflow Impact

8

National E-Health Transition Authority www.nehta.gov.au

eHealth Workflow Impact

9

National E-Health Transition Authority www.nehta.gov.au

The eHealth workflow impact can vary. Some examples can include:

• The Provider’s confidence to use CIS efficiently and the provider’s

experience carrying out eHealth tasks

• Quality of existing clinical data including demographic data
• Support by practice staff to undertake eHealth activities prior to the

consultation - registering patients at the front desk

• GP and patient’s eHealth knowledge - as the Practice Manager, you are

responsible for the ongoing education of your Practice staff

eHealth Workflow Impact

MBS Items and eHealth

It is acceptable, for example, to bill a level C rather than a level B if creating/updating a Shared Health Summary or uploading an Event Summary, results in an extended consultation. For more information: Contact MBS on 132 150 or visit their website: MBS Online

10

National E-Health Transition Authority www.nehta.gov.au

Improved NASH Certificate Renewal Process

The Department of Human Services and NEHTA are working together to improve the NASH Certificate Renewal Process for current NASH subscribers. Current process:

• Subscribers complete and return a Renewal Confirmation form to the

Department of Human Services prior to the new certificate being issued. New improved process:

• NASH certificate renewals will be issued without requiring subscribers

to complete the Renewal Confirmation form.

11

National E-Health Transition Authority www.nehta.gov.au

Improved NASH Certificate Renewal Process

In late October 2014:

• All subscribers will receive a letter providing further information on this

process. From November 2014:

• Active subscribers will receive their renewed certificate/s in the mail.
• Inactive subscribers will receive an additional letter offering them the
• pportunity to contact Healthcare Identifiers Service to reactivate their

record status and request a reissue of their certificate.

12

National E-Health Transition Authority www.nehta.gov.au

Improved NASH Certificate Renewal Process

What subscribers will need to do:

• Subscribers need to ensure their details on the Healthcare Identifiers

(HI) Service record are accurate.

• Updates can be made through Health Professional Online Services

(HPOS).

13

National E-Health Transition Authority www.nehta.gov.au

Importance of Data Quality & Cleansing

14

National E-Health Transition Authority www.nehta.gov.au

What are quality health records?

• Completeness
• Consistency
• Legibility
• Accuracy
• Relevance
• Accessibility
• Timeliness

The Royal Australian College of General Practitioner’s (RACGP) suggest quality health records have seven attributes. Some tips for maintaining quality health records

• Check health records in quieter periods
• Allocate staff with medical knowledge to maintain quality records
• Verify details with patient before and during consultation
• Encourage and support the GP’s to use clinical coding for recording patient

information in Clinical software

Link: Data Quality and eHealth & RACGP website

15

National E-Health Transition Authority www.nehta.gov.au

Data Quality & Cleansing is important for the following reasons:

Demographic Data - To Access a Patient’s eHealth record:

• Correct patient demographic details in your Clinical Software is essential to

ensure an accurate match with the information held by Medicare so as to validate the patient’s IHI number Clinical Data - For Safe Sharing of Clinical Documents:

• It is imperative that data drawn from your local software and uploaded in a

Shared Health Summary is of the highest possible quality because it is likely to be the first clinical document another healthcare provider views Clinical Coding – For Adding Conditions:

• Selecting clinical conditions from the ‘condition list’ rather than free text

enable entries to generate quality data within the local records that enables key word searches and reporting.

Preparing your data

Link: Data Records and Clinical Coding

16

National E-Health Transition Authority www.nehta.gov.au

Data Cleansing Tips

Data cleansing good practices for non-clinical information

• Reconfirm patients demographics data every visit
• Ensure all Practice staff avoid duplication of patient records
• Define a policy of active versus inactive patients, e.g. – an inactive

patient may be a patient who has not visited the practice twice in the past three years.

17

National E-Health Transition Authority www.nehta.gov.au

• Your Clinical Software search tool
• Pen Clinical Audit Tool - http://www.clinicalaudit.com.au/
• Canning Tool - http://www.canningtool.com.au/

Data Cleansing Tools

Links to assist with data cleansing: RACGP - Quality health records in Australian primary healthcare RACGP - Sample compliance checklist for quality health records RACGP - Electronic health records Health Summary Fact Sheets NEHTA ‘For Providers’ - Data Quality and eHealth

Learn how to use these tools and teach/encourage the General Practitioner and the Practice Nurse to help with data cleansing:

18

National E-Health Transition Authority www.nehta.gov.au

Data Cleansing Tools

Clinical Data Self-Assessment Tool is a simple-to-use tool that helps assess, analyse and improve the quality of data contained in most clinical software systems. The tool can be found in Decision Support Tools such as the Pen CAT tool or the Canning tool. The CDSA Tool can provide your practice with the following functionality:

• Report on completeness of patient demographic and heath summary data
• Report on duplicate patient records
• Report on data quality status and improvements which can be made
• Provide guidance on addressing identified gaps and improving overall clinical

data quality.

Clinical Data Self-Assessment (CDSA) tool

For non-license holders:

The Canning Tool The Pen CAT tool (user Username cdsa, and Password cdsa1234 when asked).

19

National E-Health Transition Authority www.nehta.gov.au

Selecting patients who will benefit from an eHealth record

20

National E-Health Transition Authority www.nehta.gov.au

Use Assisted Registration Tool in the software at front desk for:

• Patients who visit the GP often – will usually have a

complex or chronic disease – continuity of care

• Patients who will be admitted to hospital
• Patients who are getting a care plan
• Elderly patients
• Children

Selecting patients who will benefit from an eHealth record

21

National E-Health Transition Authority www.nehta.gov.au

How to lead and support the change process with your clinical and front office teams

22

National E-Health Transition Authority www.nehta.gov.au

Creating Change

What is in it for you as the practice manager? What are the benefits for the practice?

• Less time spent on scanning documents received or

faxing those needing to be sent

• Less opportunity to have mistakes with incorrect

documents in patient files

• Time saved calling hospitals and other practitioners
• Creating a better continuity of care for the patients

23

National E-Health Transition Authority www.nehta.gov.au

Creating Change

• The failure rate of change initiatives crucial to an organisation's success is

estimated between 50 to 70%.

• Many common reasons for this failure rate include:
• lack of organizational readiness – many practices have received ePIP

but are not uploading clinical documents.

• unprepared executive management and clinicians
• unclear direction and focus – “not a lot of records in the system so why

bother?”

• lack of resources –in particular time taken to explain to patients about

eHealth and uploading SHS for the first time

• underdeveloped training and sustainability strategies – no formal

education session provided by one body e.g. colleges.

24

National E-Health Transition Authority www.nehta.gov.au

25

National E-Health Transition Authority www.nehta.gov.au

Next steps

• Start Data cleansing
• Familiarise yourself with your own eHealth record
• Assist patients to register through Assisted Registration at the front desk if

you have the software (or encourage them to register themselves)

• Data cleanse the patient’s demographic data and encourage your clinicians to

review their data.

• Review Software Demonstrations on the NEHTA website
• Start validating patient IHIs and checking if PCEHR exists.
• Encourage your clinical teams to start creating Shared Health

Summaries and Event Summaries

• Attend Webinar 5 – Becoming an eHealth Champion Part Two – Training

Environment

26

National E-Health Transition Authority www.nehta.gov.au

Resources available to support your practice

27

National E-Health Transition Authority www.nehta.gov.au

• Call NEHTA Help Centre on 1300 901 001 or email

help@nehta.gov.au

• eHealth registration resources + software demonstrations +

training environment available at www.nehta.gov.au/for- providers

• Visit www.ehealth.gov.au for information on the eHealth

Record System and promotional resources.

• Contact your Software Vendor
• Department of Human Services
• Medicare Locals – still working to support practices

Resources and support

28

National E-Health Transition Authority www.nehta.gov.au

For Providers

eHealth Software Demonstrations and Support tools NEHTA Help Centre for eHealth Support

29

National E-Health Transition Authority www.nehta.gov.au

Would you like to know more?

Next webinar: 25 September 2014, 12pm to 1pm AEST Becoming an eHealth Champion – Part Two: Introduction to the Training Environment Register now at the link below!

http://www2.redbackconferencing.co m.au/NEHTA25SEPT2014