Case Study National Healthcare System EHR Adoption, Compliance
By Published On: April 25, 2024

Case Study

Case Study: National Healthcare System EHR Adoption, Compliance

Veterans Affairs Electronic Health Record Modernization Project

Client Overview

Elentic has been a key partner with the Department of Veterans Affairs (VA) since 2019, playing a pivotal role in supporting the Electronic Health Record Modernization (EHRM) program. Our engagement has provided us with an in-depth understanding of the challenges faced by the VA in terms of quality, risk management, compliance, and patient safety across various aspects of the program.

Key Challenges

  • Quality, risk management, and patient safety concerns.
  • Diverse challenges spanning readiness, healthcare workflow, and deployment.
  • Alignment with strategic goals, including the Annual Performance Plan & Report and Agency Priority Goals.

Project Outcome Summary

Elentic’s comprehensive approach and specific interventions have not only resulted in tangible improvements but also aligned the EHRM program with the VA’s strategic goals, ensuring a positive impact on the quality of healthcare services provided to veterans.

In-Depth Context and Methodological Expertise

Elentic’s extensive experience allowed us to develop a nuanced opinion on quality management at the VA. Our approach is informed by frameworks such as CMMI, Total Quality Management (TQM), Lean Six Sigma, and Kotter Change Management Theory. We consistently align with the VA’s strategic goals, particularly focusing on areas outlined by the Under Secretary for Health (USH) and the Deputy Under Secretary for Health (DUSH).

Solution Approach

Elentic specializes in leading digital transformation and change management initiatives with a robust quality management and compliance system. Our approach is customized for each client or governmental agency and is characterized by:

  • Deep discovery and principled collaboration.

  • Maturity assessment using the Capability Maturity Model Integration (CMMI).
  • Key Performance Indicator (KPI) establishment.
  • Data-driven decision-making and SMART goal setting.
  • Agile processes with continuous improvement feedback loops.

Quality Management and Compliance Activities

  • VHA Infrastructure Deployment Management:

    • Continuous improvement in EHRM NRM budgetary planning.
    • Customer-focused project status reporting across multiple sites.
    • Process approach articulating best practices with process flow charts.
    • Evidence-based decision-making through risk and issue management.
    • Relationship management with VISN CORs for quality assurance oversight.

  • Electronic Health Record Modernization (EHRM) – Strategic Planning and Solution Advisory:

    • Contribution to Lean-based Oracle Health/Cerner Model reversion methodologies.
    • Co-authoring a Toyota Production System-derived change control system.
    • Utilization and encouragement of Lean methodologies, including virtual Gemba Walks.
    • Strategic consultation on reducing system crashes using Six Sigma-derived metrics.

  • KPIs:

    • Adoption and utilization of Site Stabilization metrics for tracking EHR health.
    • Data analysis to monitor VAMC performance against approved VA metrics.
    • Leadership in Reset efforts to enhance program performance.
    • Document version control system implementation and Quality Assurance checklist.
    • Monitoring safety tickets to identify quality issues and risk management.

  • Council Administration / Solution Expertise:

    • Proactive review of EHR adoption dashboards for optimization.
    • In-depth Oracle Cerner understanding to identify alternate workflows.
    • Development of CCL audit queries to review builds for gaps or inconsistencies.

  • VAMC Site-Specific EHRM Adoption:

    • Improved Project Management and User Access Provisioning Standards processes.
    • Compilation and standardization of “Best Practice for Risk Management.”
    • Recommendations on staffing for deployment and sustainment.
    • Support for testing and training events with valuable Lessons Learned.

Outcomes

The efforts of Elentic have yielded significant results and benefits for the VA, including:

  • Error Reduction:

    • Reduced errors from 7% to 2%.
    • Time spent reconciling reports decreased with improved compliance, allowing for earlier report delivery with increased confidence and reduced staff time.

  • Optimized Workflows:

    • Proactive optimization of workflows for improved end-user satisfaction and reduced alert fatigue.

  • Strategic Documentation and Standardization:

    • Standardized best practices for risk management, enhancing communication and workflows.

  • Enhanced Project Management:

    • Improved Project Management and User Access Provisioning Standards processes.

  • Informed Decision-Making:

    • Utilization of Lean and Six Sigma methodologies to inform decision-making and address large-scale issues.
Compliance and Risk Management Process Improvement with Elentic

Compliance and risk management standards are unique to every organization. Elentic offers thorough evaluation of your organizational structure, skill sets, and people to lead digital adoption strategies that lead to process improvement across teams and organizational structures. We bring teams together to effect change. Connect with us to learn how our lifecycle management services can help transform your organization

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