COMOH EMR TASK GROUP STATUS REPORT: May 25, 2016

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1 Work Deliverable ITEM Task Group #1 Funding Combined with 3 EMR Funding Options/Opportunit ies Explore various options for PHUs to fund their initial roll out of EMR 1. Determine funding options 2. Engage potential funders to clarify funding options/process - Complete Target Date Deliverable Completed March 25 Task Group #2 Requirements (A) EMR Requirements - Clinical and Non- Clinical Services Develop a comprehensive set of EMR requirements for clinical and non-clinical settings. Requirements will inform future RFI/RFP Clinical services (client-centric) examples: Immunization Breastfeeding Sexual health Mental Health Travel Dental Methadone Non-clinical (group-centric) 3. Explore a group purchase model (i.e., shared service model) 4. Target Date Deliverable May Document and collate EMR requirements previously developed by key PHUs (e.g., Peel, Durham, Toronto, Hamilton, Waterloo) suitable to share with vendors for RFI/RFP process 2. Circulate Draft Requirements with Evaluation Framework to Task Group Members 3. Final Requirements Approval to COMOH WG - task moved to 3 - Requirements frame work developed - Consolidated list of PHU requirements drafted. - Duplicates harmonization and categorization exercise underway Kevin Neil

2 Work Deliverable ITEM (B) EMR Framework for Requirements - Clinical and Non- Clinical Services services examples: Tobacco cessation Speech and Language Public Health Event Registration Prenatal classes HBHC Administrative/functional requirement examples: Scheduling Report Generation (standard selection and adhoc) Inter-operability / integration Form and report templates developed by individual PHUs are saved to common directory and available to all PHUs Clinical Documentation OHIP/Billing Scalability Framework for requirements validation that reflects system functionality, e.g., required, optional, etc 1. Develop Requirements Framework 2. Circulate Draft Requirements Framework to Task Group Members

3 Work Deliverable ITEM 3. Final Requirements Framework Approval to COMOH WG Task Group #3 Costs and Benefits EMR Costs Versus Benefits Summarize existing cost/benefit analysis done by health units and to develop tools and processes to measure costbenefit moving forward. Areas of focus: One-time costs Ongoing costs Shared costs (across organizations that are using the same EMR) 1. Summarize existing PHU EMR costs such as training, policy and procedure development/revision time from start to completion, quality assurance, human resources, form and report development, etc). 2. Summarize all tangible and intangible realized or anticipated benefits with roll out of EMR 3. Prepare a template for cost/benefit analysis including instructions - Survey finalized April 26, survey distributed May 4, 2016 asking health units to complete on behalf of Task Group #3 and survey to Shaya Dhinsa by Friday May 20th. - Reminder sent May 11, To date there has only been 3 surveys received. - Once receive survey s results will be collated. Shaya Dhinsa 5. Explore a group purchase model (i.e., shared service model) 4. Final Documents to COMOH EMR WG Target Date Deliverable September Task Group #4 Lessons Learned

4 Work Deliverable ITEM EMR Implementation Prepare a 'lessons learned' document from health units or other organizations (e.g., AOHC, LTC) who have already adopted an EMR. Suggested areas of focus: Change management Implementation Project management Communication Evaluation Potential questions: What worked well? What didn't work well? What were the keys to success? How did you work with provincially mandated systems such as iphis and Panorama without duplication of documentation(e.g., immunization records and nursing notes) Have you been able to successfully share EMR data and under what circumstances? Have you conducted a gap analysis with any 1. Lessons learned document building on information already collected and provided to COMOH Working Group 2. Circulate Draft Lessons Learned to Task Group Members 3. Final Approval to COMOH WG In Progress: The Task Group members will be requesting documentation from and conducting one-on-one phone interviews with individuals from following organizations that have implemented an EMR o Northwestern o City of Hamilton Public Health Services o Kingston, Frontenac and Lennox & Addington o Timiskaming o North Bay Parry Sound District Health Unit o Wellington-Dufferin Guelph health Unit o Region of Waterloo Public Health o Algoma Public Health o Durham Region Health Department o Brant County o Niagara Region Public Health o Porcupine Health Unit o Toronto Public Health o Association of Ontario Health Centres (AOHC) The group is looking for lessons learned in three main areas (planning, implementation and evaluation). Responses will be themed for presentation in a final report Abidah Ratansi

5 Work Deliverable ITEM information system? Develop a glossary of terms that represents the work of the task groups to ensure a consistent use of terms and allow for clear communication and understanding. Task Group #5 EMR Strategy and Framework EMR Integration and Interoperability with other information systems To understand the landscape of information systems in Ontario with a view to explore how to optimize or integrate the use of provincially mandated systems, local PHU systems or other important systems with our EMR. Examples of provincial mandated PHU systems: iphis Panorama ISCIS OHISS 1. Common Glossary of Terms 2. Circulate Draft Glossary of Terms to Task Group Members 3. Final Approval to COMOH WG 1. Leverage the work of Panorama, ehealthontario and MOHLTC with regard to provincial systems and potential integration with EMRs in PHUs. 2. Develop recommendations on how PHUs will fit into the future vision on an integrated, interoperable EMR across the province of Ontario for COMOH to approve and communicate with Ministry. #1 & 2 January to Sep 15 with updates at COMOH EMR WG In Progress: The Task Group members are utilizing Google Drive to compile the glossary of terms document. This way, members can simultaneously add and edit the document without having to different versions of the same document. The Task Group has sent requests to the above 13 PHUs/organization to collect any glossary documents they may have related to EMR. The Task Group will then be reviewing the documents and extracting terms and definitions. Since this section requires collaboration with other Task Groups, we have shared the Google Drive document with all Task Group leads. This way, they will have the opportunity to add any terms they might come across while working on their assigned tasks. Accomplished: Glossary of terms completed - Inter-operability survey and being circulated May 23 with a 3 week turnaround time - Analysis of survey data and summary of Planned: Meeting May 25 with Connecting Ontario Projects/eHealth Ontario and MOHLTYC interview with a health unit using cgta planned (Peel Region roll out lead) Gathering list of Ontario PHUs part of cgta, cneo and cswo, May 25 th prsentations findings Faron Kolbe

6 Work Deliverable ITEM Examples of other important systems: cgta, cswo, cneon, ehealthontario o OLIS o HRM meetings 3. Compilation of information with future state recommendations Examples of local PHU systems: Electronic dental records in use by PHUs across Ontario Potential questions: What work has been done by the provincial project team related to iphis/panorama EMR inter-operability? (e.g., ICON, PHIX) How do we reach the goal of two-way communication between EMR and these systems? (e.g., cgta, etc) *Task group lead will provide update to Project Lead for circulation to COMOH EMR WG at pre-set meetings