JULY 2014

Linen Services is taking advantage of new technology to improve production, build efficiency and provide the best possible service to customers.

Barcodes will soon be introduced to track trolleys though the system in order to minimise losses and identify their position in the delivery chain.

Passive Radio Frequency Identification Chips are already being used to keep careful count of the number of washes of each item in the new, high-tech reusable barrier theatre linen range that is designed to protect clinicians during high-risk surgery.

“We are using technology to build safety for staff and to improve our services to our customers,” said Linen Services Manager Kevin Prasad.

The entire truck fleet is now equipped with GPS, enabling it to be easily tracked for improved delivery schedule efficiency and allowing Linen Services to report to hospitals on arrival times and provide re-routing solutions and increased driver safety especially during times of fire and flood. Reversing cameras are also enhancing safety for all involved.

“As an environmentally conscious business, we are constantly harnessing

Linen Services pinpoints technology

ContentsChief Executive’s message . . . . . . . . . . . . . .2

Linen Services pinpoints technology (continued) . . . . . . . . . . . . . . . . . .2

Excitement builds for Expo . . . . . . . . . . . . .3

Sifting through our best and brightest . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .3

Board update . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

Making safety a priority . . . . . . . . . . . . . . . . .4

Accolade for EnableNSW’s “driving force” . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

Praise for SMRT team . . . . . . . . . . . . . . . . . . . .5

New menu dishes up fresh skills . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .6

Serving up a compliment . . . . . . . . . . . . . . . .6

Clinicians give new fast form the thumbs up . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .7

A sobering message . . . . . . . . . . . . . . . . . . . . . .7

A network ready for anything . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .8-9

Continued page 2

HealthSharenews

If you’ve got

a story or

feedback for

HealthShare News,

please contact Karen Fontaine

on 8644 2246 or email karen.

fontaine@hss.health.nsw.gov.au

Check out our new website at

www.healthshare.nsw.gov.au

eHealth News July 2014

Page 2

Chief Executive’s message

HealthShare News July 2014

Page 3

HealthShare News July 2014

Page 2

Chief Executive’s message

Late last month I had the pleasure of attending Health Minister Jillian Skinner’s launch of the NSW State Health Plan: Towards 2021, a bold vision for the future of NSW Health which provides the big-picture framework for our own recently released Strategic Plan for 2014-2017. HealthShare NSW’s Strategic Plan, which is being widely circulated, has strong alignment with the NSW State Health Plan.

In our Strategic Plan, we have set ourselves ambitious goals and I have unwavering confidence we can meet them through commitment, innovation and determination – which are qualities I see daily in the course

of my dealings with many of our 6,400-strong staff.

As I write this, I am part way through a roadshow of HealthShare NSW sites across the northern region of the state.

As I’ve been telling the staff I meet there, I invite you to regard our plan as a roadmap which sets out for our workforce and our customers who we are, how we work, where we are headed and what we need to do to get there. It outlines the way forward for us and ultimately it will impact on each and every one of the 140,000 professionals we support who provide healthcare to the people of NSW.

Make no mistake: this is a journey which will be long and sometimes tough but – as is the case with any trip worth taking – the rewards will be truly satisfying once we arrive at our destination.

Once we’re there, HealthShare NSW will be not only the largest shared service provider in Australia’s biggest health system, but also the leader and

the best. It’s an exciting prospect not only for us but also for our customers and the hundreds of thousands of patients they serve.

Each and every day we are taking considered and confident steps to transform the words within our Strategic Plan into real and direct actions that will help to make HealthShare NSW more effective than ever as a trusted and valued partner, enabling excellent healthcare for the people of this state.

Conrad Groenewald Chief Executive HealthShare NSW

PS On my calendar this month is a morning tea from 10am to 11am on Friday 11 July at Chatswood in commemoration of NAIDOC Week, which celebrates the history, culture and achievements of Aboriginal and Torres Strait Islander people.

The theme this year is Serving Country: Centenary & Beyond, and I invite you to join us as we honour the Aboriginal and Torres Strait Islander men and women who have

served Australia at war.

Linen Services pinpoints technologynew technology to improve energy and water conservation, reducing our carbon footprint,” said Kevin.

Improved design in new washers and dryers is slashing water and power use, ensuring cost savings that can be passed on to customers – an important issue given the

escalation of electricity and gas costs. LinenWeb, the real-time online linen management tool, continues to give hospital managers the ability to order linen supplies accurately to avoid shortfalls and cost overruns, and helping them to track their deliveries and linen use within their hospitals.

Continued from page 1

A record number of registrations have flowed in for the HealthShare NSW & eHealth NSW Expo, preparation for which is in full swing ahead of the much-anticipated 15 August event at Rosehill Gardens, Rosehill.

Local Health District staff account for a higher-than-usual proportion of delegates, and registration – which is free for all employees of NSW Health – will remain open until Friday 8 August.

Professor Gary Sturgess Dr Mary Foley

Professor Gary Sturgess and the Secretary of NSW Health, Dr Mary Foley, have joined an impressive line-up of speakers at the 2014 Expo, which will feature presentations from businessman Mark Bouris and NSW Health Minister Jillian Skinner.

Gary holds the NSW Premier’s ANZSOG Chair of Public Service Delivery at the University of NSW, where the focus of his research has been on the management of frontline public services and the introduction of greater diversity and contestability into the public service sector.

In addition to serving on a number of government advisory boards in NSW, Victoria and Queensland, Gary is also Professor of Public Service Innovation at the School of Government and International Relations at Griffith University.

Exhibition space has sold out, with more than 60 exhibitors currently preparing a range of interactive experiences and information as to how strong partnerships can enhance service delivery to our customers and the patients for whom they care.

Excitement builds for Expo

Sifting through our best and brightestJudging is underway for the HealthShare NSW & eHealth NSW Service Awards, and the judges’ job is proving to be particularly tough given the record number of award nominations received.

Finalists in all of the categories will be announced on 21 July, with the winners unveiled at the conclusion of the HealthShare NSW & eHealth NSW Expo at Rosehill on 15 August.

Have you registered for Expo y et? Register now at www.hssevents.health.nsw.gov.au/healthshareexpo

HealthShare News July 2014

HealthShare News July 2014

Page 5Page 4

At its 5 June meeting, the Board considered and endorsed a raft of significant projects.

Members endorsed the Patient Food Services Blueprint and Quality Framework. The Board was supportive of this reform, which will see greater meal choice for most patients and tailored meals for patients with specific needs.

The progress of the performance reporting improvement project was presented, showing work on an improved performance reporting framework for the shared services environment which has been carried out for the past 12 months. Members look forward to seeing further progress in this area, including a benchmarking framework for performance indicators, which will require Board input and endorsement later this year.

HealthShare NSW’s annual leave liability was considered. The Chair, Brendan O’Reilly, is eager to ensure that HealthShare NSW’s liability is within an acceptable range.

Members were pleased to give a final tick of approval to HealthShare NSW’s Strategic Plan for 2014-2017, and they look forward to seeing the progression of the plan as business units advance their supporting business plans for 2014-15.

Members received an update on the arrangements for eHealth NSW to formally transition to a distinct entity with

its own ABN on 1 July. The Board continues to monitor the impacts of the transition on HealthShare NSW.

The Board noted that Non-Emergency Patient Transport (NEPT) will transition to HealthShare NSW from 1 July, and received a final update on the state-wide Rostering Program, which will be part of eHealth NSW.

Members also considered regular reports, including Financial Performance, Operational Performance, Enterprise Risk Management, Work Health and Safety, the Workplace Culture Program and the Audit and Risk Management Committee.

Members were also pleased to hear of progress for the HealthShare NSW & eHealth NSW Expo and Service Awards, to be held on 15 August.

The next Board meeting will be held on 7 August.

Board update

Making safety a priorityHealthShare NSW has enhanced its Safety Ambassador program, which aims to prevent staff from being injured while at

work so they can lead happy, healthy and productive lives outside of work. The program forms part of HealthShare NSW’s

safety message: Think Safe. Work Safe. Live Safe.

The purpose of having Safety Ambassadors in HealthShare NSW is to continually improve our safety culture so that our

safety message is embedded into everyday tasks, and becomes a natural way of working and living, not just a message.

The program works by recognising staff who take responsibility for their own safety in the workplace and, in doing so,

ensure a safe environment for fellow workers. These staff are nominated by a colleague, seconded by another

colleague and endorsed by a manager, after which they are formally appointed as Safety Ambassadors

until November each year, when the renewal process takes place.

For more information and to nominate a colleague to become a Safety Ambassador, visit the

Safety Ambassador Program page on the intranet: intranet.hss.health.nsw.gov.au/

insidehss/workforce/workplace-safety/safety-ambassador-program

Bronwyn Scott, Manager of EnableNSW, has won a highly coveted Award for Individual Excellence presented by the Institute of Public Administration Australia (IPAA).

Bronwyn surpassed a strong field of entries from across the NSW public sector to win the Public Value Award in recognition of her work in building EnableNSW as a fair, efficient and customer-focused service that delivers real value for the community.

HealthShare NSW Chief Executive Conrad Groenewald said in an email to staff that “Bronwyn’s passion for supporting people living with disability has been the driving force behind significant and ongoing service improvements since the establishment of EnableNSW in 2007”.

Bronwyn has led the EnableNSW team to reduce waiting times across all program areas and achieved significant savings through customer service, clinical and business reforms which have been redirected to assist more people in need.

Most recently, Bronwyn and her team introduced a major, ongoing expansion of the Equipment Allocation Program (EAP) to increase EnableNSW’s purchasing power, providing further cost savings of $1.4 million to date and capacity to assist many more people living with disability.

After accepting the award at a gala ceremony in Darling Park, Bronwyn thanked her team, telling them the award is a reflection of “the work and dedication of many”.

“I love coming to work because I get to work with passionate, talented and committed people. And I love coming to work because of

the difference we make to the day-to-day lives of the people we assist,” Bronwyn said.

Announcing Bronwyn’s accolade to staff, Conrad wrote: “I believe the success to date of EnableNSW under Bronwyn’s leadership clearly demonstrates that the quality and consistency of service delivery to our customers can be improved while achieving significant business efficiencies.”

Accolade for EnableNSW’s “driving force”

In another example of strong service delivery that supports

HealthShare NSW’s goal of becoming a valued partner to our customers,

the SMRT team was singled out

for praise. John Leehane, Far West

LHD’s Director of Finance and

Corporate Services, sent the

following letter to Robert Lagaida,

HealthShare NSW’s Director of

Finance and Business Strategy:

“ SMRT Training Manager Divina Gray and Training Officer Nina Hirapetians have just departed from Broken Hill after conducting three days of sessions. From my conversations with attendees, the training was regarded without exception as valuable, the assessment of the trainers was very positive and the content and format was very well received. Thanks for providing Divina and Nina. ”

Peter Dongas from the Governance Institute of Australia,

sponsors of the Public Value Award, presents Bronwyn with her IPAA award

HealthShare News July 2014

HealthShare News July 2014

Page 7Page 6

A new, simplified request form for new and refurbished stock equipment stored at EnableNSW’s Homebush warehouse has received the tick of approval from prescribers involved in the recent pilot.

The “fast form”, designed by the EnableNSW team with a working party of prescribers from Local Health Districts (LHDs), was trialled in the Sydney LHD and the lower Hunter over three months.

Post-pilot survey results showed that all respondents were satisfied or extremely satisfied with the overall experience of assessing warehouse stock during the pilot period. All respondents said the new form saved time and reported that feedback from their patients was positive.

“The fast form is a great example of the way we are working closely with our colleagues in local health districts to ensure our processes are as efficient as possible, freeing

their time to spend with their patients and ensuring equipment is delivered as quickly as possible,” said Bronwyn Scott, Manager of EnableNSW.

The new form will be implemented this year in all LHDs that access EnableNSW’s Equipment Allocation Program.

View the full survey results on the EnableNSW website.

Clinicians give new fast form the thumbs up Food Services staff and dietitians are being trained in

new technologies that support the improved patient menus being rolled out around the state.

HealthShare NSW’s Food Services software, CBORD, provides efficient and accurate inventory management and purchasing as well as the management of diet orders, patient meal preferences and dietary requirements.

Staff members are learning how to make the best use of CBORD, which interfaces with the electronic Medical Record (eMR), hospital admission records and financial programs.

“As staff use the upgraded version that is introduced along with the new menu, we are seeing real and measurable efficiencies in Food Services,” said acting Chief Operating Officer Carmen Rechbauer.

“We are grateful for the effort that staff are making in introducing these new menus and the processes that go along with them.”

During the training sessions, Food Services staff are learning about their important role in implementing state-wide nutrition standards as dietitians teach them the importance of correct serving sizes and how to follow mid-meal lists to ensure each patient receives their high-energy snack.

“Diet Office Staff are being trained in the new features of the latest version of CBORD,” said Kerry Balding, IT Project Manager for Food and Hotel Services.

Diet Office is the section of CBORD concerned with patient-centred information.

“Some staff are being given the opportunity to learn Diet Office for the first time,” said Kerry.

“Great new training videos are now available to help them get started and to act as refreshers for staff who have used the program before.”

CBORD training videos already available on the HealthShare NSW intranet include an Introduction to CBORD, Creating Purchase Orders, Receiving, Cost Tracking and Ward Issues, with more videos for Food Service Dietitians soon to come online.

New menu dishes up fresh skills

Serving up a complimentFood Services staff at Coffs Harbour Base Hospital recently

received this glowing letter of thanks from Tom Guranich

following his stay in the Rehabilitation Ward:

“Now I have left Coffs Base Hospital and

am back in the world, I have a keen memory

of the prompt arrival of tasty, interesting food

throughout the day. The meals were always

delivered by bright and friendly people – I was as

glad to see them each day as I was to tuck into

the food they brought. I never failed to enjoy

what I had. Thank you all very much. ”

A sobering messageThis month, the Health and Wellbeing team

reminds everyone to enjoy alcohol responsibly.

While the effect of small amounts of alcohol

can be beneficial for reducing the risk of heart

disease from middle age, excessive drinking has

significant detrimental effects on our health.

Some negative short-term effects include:

reduced concentration, slower reflexes or slurred

speech; injuries associated with falls, accidents

and violence as well as; nausea and vomiting.

Long-term negative effects include liver disease

and failure; sexual and reproductive problems;

concentration and long-term memory issues as

well as heart and cerebrovascular disorders such

as hypertension and stroke.

To help prevent the effects of excessive alcohol

intake, the Federal Government recommends

the following:

•Forhealthymenandwomen,drinkingnomore

than two standard drinks on any day reduces

the lifetime risk of harm from alcohol-related

disease or injury.

•Drinkingnomorethanfourstandarddrinkson

a single occasion reduces the risk of alcohol-

related injury arising from that occasion.

•Forchildrenandyoungpeopleunder18years

of age, and for those who are pregnant,

planning a pregnancy or breastfeeding, not

drinking alcohol is the safest option.

HealthShare News July 2014

HealthShare News July 2014

Page 9Page 8

A network ready for anythingSince April, a team of Emergency Management Liaison Officers has been meeting regularly to establish HealthShare NSW’s and eHealth NSW’s integration with emergency management across the broader NSW Health system.

Comprising two teams from all business lines

across various metropolitan and regional locations,

the network is designed to rapidly respond to

incidents at any of the LHDs to support their

management of emergencies and disasters.

Importantly, the Liaison Officers act as a

communication conduit between the LHDs and

HealthShare NSW’s State Controller, Carmen

Rechbauer, who is responsible for HealthShare

NSW’s and eHealth NSW’s resources during

times of emergency or disaster.

These Emergency Management Liaison Officers

leverage off each other’s particular knowledge

of the business to help fulfil any request for help.

Bruce Poulter Manager

Project Management Office, Food Services Improvement Project, Chatswood

Q: Bruce, what role does Food Services play in the event of a disaster?

A: Food & Hotel Services ensures procedures are in place to support

the supply, processing, production and distribution of food services

during periods of emergency and disruption. The overriding requirement

for Food & Hotel Services is to provide additional resources in excess of

normal business processes during an emergency. In this context we

have to ensure there are strategies and procedures in place and tested

to ensure a surge capacity is available to support an emergency response.

This means that not only can normal business be supported but also

the additional requirements likely to be needed during an emergency.

This includes increased production of food and packaging resources

to support LHDs involved in the emergency/disaster; planning and

preparation for increased food and package production; as well as

planning and preparation to transport and distribute prepared food

products to Evacuation/Treatment Centres and temporary health facilities.

Wayne Jones Project Manager

Linen Services, Cardiff

Q: Wayne, what did the Blue Mountains bushfires last October show you about the tenacity of our Linen workers?

A: The commitment of Linen Services staff is continually demonstrated by our ability to cope with disasters. With the recent bushfires, Linen staff adopted an “all-hands-on-deck” attitude. This is true of our entire team, from the NSW Linen Manager to the staff manning production machinery. I’m proud that our staff go to any length to ensure customers receive their complete linen order and also on time. We’re aware that our service should not only be seamless, but invisible to the frontline health workers. This ensures they’re able to concentrate on the issue at hand – caring for patients.

Chris Denny Designer/Solutions Architect

LAN Design & Implementation, Technology & Systems Support, eHealth NSW

Q: Chris, during an emergency such as a pandemic, what practical support could eHealth NSW provide an LHD?

A: eHealth NSW would continue to provide seamless access to existing clinical systems in the event of a pandemic. eHealth NSW could also work with vendors to quickly extend access to additional sites to provide point solutions for “pop-up” treatment centres such as flu clinics or vaccination facilities. This could assist LHDs to provide point-of-care centres during a pandemic.

George Freitas Operational Procurement and Logistics Manager

Service Centre Westmead

Q: George, can you give us an insight into the kinds of emergencies, apart from bushfires and floods, we need to be ready for?

A: From an Ambulance point of view the kinds of emergencies we need to be ready for are aircraft mishaps, rail disasters, earthquakes, drought, heatwaves, intra/interstate/international responses and outbreaks of infectious diseases such as pandemics. These types of events put a heavy strain on health services because patient numbers are inevitably and significantly increased. That means that, in addition to business as usual, we need to be well prepared for sudden surges in demand for our services.

Gary Sullivan Manager

Production and Business Support, Food and Hotel Services, Parramatta

Q: Gary, why did you volunteer to be an Emergency Management Liaison Officer?

A: In the old Northern Rivers Area Health days I was part of the emergency operations centre team, and on many occasions we had to mobilise and manage situations where floods isolated and at times forced hospital evacuations. Emergency management is like an insurance policy where you invest your time in planning and preparation as the premium, and hope it’s never going to be needed. When things go wrong, it’s best to be prepared and involved to get back to normal as soon as possible.

Ray Agland Distribution Supervisor

Orange Distribution Centre

Q: Ray, can you share your experience in how our regional staff help to deal with extraordinary circumstances?

A: Parts of Central and Far Western NSW are regularly confronted with floods or bushfires and towns and communities become isolated for varied periods of time. Orange Distribution Centre staff work long hours in coordination with Emergency Services to enable the affected areas to receive much-needed medical and general supplies.

Carmen Denton Team Leader

EnableNSW, Parramatta

Q: Carmen, how has EnableNSW prepared itself for an emergency?

A: EnableNSW has an active Business Continuity Plan (BCP) in case of emergency. For example, if evacuation is required from Parramatta, we have pre-loaded our Customer Relationship Management System onto work laptops ready for staff to take and work from home. We also keep all our correspondence, requests and review outcomes electronically on the HealthShare NSW Network. If the network is safe, we can access this remotely and view and process requests. We’re also aware of “at-risk” customers and have contact information for them and their clinical teams. If we need to get equipment such as mobility aids or home oxygen to our customers at risk, we have access to a range of suppliers that service the state as well as equipment in our Sydney warehouse.

JULY 2014

eHealth NSW is leading a program on behalf of NSW Health to consolidate all NSW Health email and directory services to a single platform.

The new email will allow you to login to any NSW Health-approved computer or mobile device using a single email address and user identification (ID) (StaffLink number).

Over time, the directory will be used to authorise many of the other applications used at NSW Health, including corporate and clinical applications.

So far, eHealth NSW has migrated more than 40,000 NSW Health employees to the statewide email platform: @health.nsw.gov.au

By the end of this year, eHealth NSW, HealthShare NSW, Clinical Excellence Commission (CEC), Agency for Clinical Innovation (ACI), Bureau of Health Information (BHI) and the Health Infrastructure (HI) staff will be provided with the new email account.

Where an existing email exists with the same firstname/lastname combination, the new email address

Email migration in full flight

(L-R): Mary Hakeem, Frederick Xavier, Jason Carmichael, Dave Davis, Andrew Pedrazzini, Pat Kartas, Elisabeth Primavera,

Tony Holdgate and Peter Anderson (obscured)

Continued page ii

eHealthnewsContents

Chief Executive’s message . . . . . . . . . . . . . .2

Email migration in

full flight (continued) . . . . . . . . . . . . . . . . . . . . .2

Dedicated team boosts

uptake of VMoney Web . . . . . . . . . . . . . . . . .3

Indonesian politicians

visit eHealth NSW . . . . . . . . . . . . . . . . . . . . . . . . .4

HealtheNet roll-out

gathers steam . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .4

New technology for

Asset & Facilities

Management . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .5

The people behind

the projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 6-7

If you’ve

got a story

or feedback

for eHealth News,

please contact Karen Fontaine

on 8644 2246 or email karen.

fontaine@hss.health.nsw.gov.au

Check out our new website at

www.ehealth.nsw.gov.au

eHealth News July 2014

eHealth News July 2014

Page iiiPage ii

Chief Executive’s message

The important and far-reaching work currently being carried out by eHealth NSW was one of the key planks of the NSW State Health Plan: Towards 2021, released by Health Minister Jillian Skinner late last month.

As Minister Skinner pointed out, healthcare is changing and, with

it, the needs and expectations of communities, patients and their carers.

Increased demand, an ageing population and more people dealing with chronic illnesses such as diabetes and cancer mean new challenges for how services are funded, planned and delivered.

The focus, of course, is on delivering patient-centred care across NSW Health – and enabling eHealth is one of four major strategies that will make that increasingly possible.

“Improving digital connectivity for a smart, networked health system in hospitals, in the community and into the future” is how the NSW State Health Plan: Towards 2021 puts it.

What it means is that eHealth NSW and HealthShare NSW are agencies

with important roles to play in leading change.

Our own recently released Corporate Plan for 2014-2017 aligns with the vision and approach of the State Health Plan and outlines our aim to build a connected future for delivering accessible, quality, efficient and safe healthcare across our state.

NSW Health certainly has a bold vision for the future and our various and compatible plans set out the next key steps in our mutual journey to create a 21st-century health system that will be sustainable, purposeful and, most importantly, deliver positive health outcomes for the people of NSW.

Michael Walsh Chief Executive/ Chief Information Officer eHealth NSW

Email migration in full flight

Continued from page 1

will have a number appended. For example, if

John.Smith @ health.nsw. gov.au currently exists, the

staff member with the same name will have the new

email address: John.Smith1 @ health.nsw. gov.au.

The email address allocated to you will be unique

to the individual and will remain yours throughout

your entire working career at NSW Health, even if

you leave NSW Health and return at a later date.

This is a move strongly supported by

clinicians and others who work across

different Local Health Districts and agencies.

“Having a single email address which can follow

me across different health service entities and

consolidates different email accounts has been

fantastic,” said Dr Roger D Wilson, Chief Pathologist,

NSW Health Pathology.

“I no longer have to spend time switching from

one email account to another, and it has made it

easier for people trying to contact me. As others

come onto the @health domain, it will mean that

I can see their availability and share diaries,

which is also very useful.”

An accelerated training program for the VMoney Web Project has substantially boosted uptake of the VMoney Web payment claims lodgement system by Visiting Medical Officers (VMO) around the state.

Since February, a dedicated training team has toured the state, clocking up almost 9,000 kilometres to places as far afield as Broken Hill and Grafton, and training more than 700 VMOs and Local Health District (LHD) staff in the use of the VMoney Web application.

To maximise attendance, the training team has been holding sessions outside of normal business hours to accommodate the varying shift patterns of VMOs. This saw the trainers on site at hospitals as early as 5.30am to prepare for 6.30am sessions or as late as 7.30pm to deliver evening sessions.

“Our early-morning training sessions proved very successful, with the majority of sessions filled to capacity. A compliment to our trainers was that following these sessions, we’d have additional VMOs turning up to sessions later that day due to the positive word of mouth,” said Peta Pocock, Training Lead with Corporate Programs.

Three separate training courses are provided for different audiences. This includes a how to submit a claim course for VMOs and their delegates who submit claims on their behalf. Training is provided to Checkers and Approvers who verify and endorse

claims, and to LHD Web Administrators whose job it is to maintain the system going forward.

The VMoney Web application enables VMOs or their delegates to log the hours, duties and procedures undertaken by them in order to claim payment. The application will eventually replace the current paper-based system, using workflow to route the claim information to the relevant NSW Health staff for approval and processing. Claims data is stored in a database to allow reporting and enabling recall of previous claims as required.

The system has a number of benefits including an improved

ability to monitor the status of claims and track payments to VMOs, and provides an improved suite of VMO payment-related reports.

Statewide implementation is expected to be complete by the third quarter of 2014.

Dedicated team boosts uptake of VMoney Web

Elizabeth Carey trains VMOs in the use of the new web application

Feedback on VMoney Web TrainingFrom a VMO “An excellent introduction to the system. The session covers a lot of ground and is a good overview of how VMoney Web works and the payment process. The PDF files in the Help section will be a great tool to go back and revise. The facilitators Stephen and Liz were excellent and extraordinarily helpful with specific advice to suit my individual circumstances.” Helen Zois, VMO, Sydney LHD

From the Checkers and Approvers “I find VCM user friendly. It’s an easy way to communicate adjustments to the approver and the VMO (with the comment field and automated email). Issues are easily identified with the amber or red flag, and investigated.” Megan Walker “What can I say but a massive THANK YOU to your team, especially Stephen and Liz, for making it easy for us and the VMOs.” Brianna Gerrie and Tracey Molloy, Northern Sydney LHD

eHealth News July 2014

eHealth News July 2014

Page vPage iv

Fifteen members of Indonesia’s House of Regional Representatives (HRR) recently visited eHealth NSW to learn about our state’s pharmaceutical regulations and supply, the role of the Ministry of Health’s Pharmaceutical Unit and NSW’s ever-evolving eHealth system in general.

From eHealth NSW, Fiona Wilson provided an overview of eHealth NSW, Robin Mann gave an overview of the Electronic Medication Management (EMM) program and Guy Player presented on the Pharmacy Improvement Program (PIP).

Zarina Begum, the Ministry of Health’s Special Projects Manager, Protocol and International Visits, said although

the delegation recognised significant differences between the pharmaceutical programs in Australia and Indonesia, “they were of the opinion that the visit was of great benefit, especially as they move forward on refining their own pharmaceutical legislation in Indonesia”.

“The HRR members were also keen to learn from Australia with regard to Australia’s experience in the development and management of community hospitals as they develop their network of remote community hospitals,” Zarina said. “It is likely that the Indonesian Government may fund other visits in the near future.”

Indonesian politicians visit eHealth NSW

All metropolitan LHDs have now signed up for HealtheNet, an eHealth NSW initiative that benefits patients and clinicians by providing a consolidated view of a patient’s clinical information from across NSW Health and a patient’s National eHealth Record (PCEHR) via the NSW Clinical Portal.

Moreover, HealtheNet Program Manager Yin Man is meeting with the Chief Information Officers and Chief Executives of rural LHDs over the next few weeks with a view to bringing them on board to roll out by June 2015.

Western Sydney and Nepean Blue Mountains, South Eastern Sydney and Illawarra Shoalhaven LHDs, and the Sydney Children’s Hospital Network (Randwick and Westmead) are connected to the NSW Clinical Portal; with electronic discharge summaries being sent directly to general practitioners, a patient’s PCEHR and to the NSW Clinical Repository to share across NSW Health.

HealtheNet will be implemented in phases to all remaining LHDs by June 2015.

For Yin, the most exciting thing about all LHDs signing up is finally being able to “connect the dots” – meaning that HealtheNet’s reach is more widespread than ever, allowing for traditional Area Health Service boundaries to be broken down and putting in place the foundations for integrated care.

The HealtheNet program supports the Integrated Care in NSW strategy recently launched by Health Minister Jillian Skinner, to achieve a more integrated health system with services connected across many different providers and focused on individual patient needs.

HealtheNet roll-out gathers steam

eHealth NSW is implementing a new integrated workplace management system to assist Health Agencies in managing their asset portfolio and life cycles.

The web-based system (TRIRIGA), to be released as AFM Online, will enable a consolidated and consistent view of the NSW Health asset base to ensure the right asset is available at the right time and in the right condition to support optimal patient care.

Asset & Facilities Management (AFM) staff will have the capability to collect, monitor and track the information needed to improve the management of their assets and facilities. Through

business analytics, critical alerts and automated process capabilities, AFM Online will drive efficiencies, and provide more comprehensive reporting.

“The aim of AFM Online is to enable better alignment of assets to support health service delivery, and improve asset utilisation and performance,” said AFM Performance Improvement Program Manager Gary Jessiman.

AFM Online will be delivered progressively on a functional basis encompassing Corporate Real Estate (property, lease and heritage management); Environmental Sustainability (energy, utilities and waste management); Facilities Management (space management

and planning); Medical Equipment Management (biomedical engineering and non-biomedical device management); and Operations and Maintenance (infrastructure, plant and machinery management).

Progressive roll-out of functionality will be carried out in consultation with LHDs and Health Agencies commencing with Corporate Real Estate, which is being implemented from mid 2014.

Completion of the roll-out for all AFM Online functions is scheduled for mid-2015. For more information about AFM Online, email afmonline@hss.health.nsw.gov.au

New technology for Asset & Facilities Management

Anticipated Outcomes of AFM

Patients • Well maintained and available medical equipment and facilities will enhance the quality of patient care

Clinicians • Greater efficiency resulting from well maintained and available medical equipment and facilities, preventing scheduling, diagnostic and treatment delays

AFM Staff • Improved ability to manage asset maintenance planning and quantification of maintenance backlog

• Improved ability to monitor and manage AFM service levels

• Improved ability to monitor and manage asset and facilities utilisation

Local Health Districts/Customer Health Services

• Improved analysis and reporting capabilities to support strategic and operational decision-making

• Improved visibility into cost drivers, sources of cost and performance and condition of assets and facilities

• Improved management and planning of AFM services that may result in shorter time for return to service and fewer unplanned outages

• Improved ability to manage asset risks and optimise service levels

• Improved contract management outcomes as a result of contracts consolidation and reduced unplanned emergency purchases

NSW Health System

• Improved patient care due to well maintained and available equipment

• Improved capability to strategically manage assets and facilities

• Improved availability and quality of AFM reports from a single source of truth

eHealth News July 2014

eHealth News July 2014

Page viiPage vi

Dr Angus RitchieEMM Medical Lead for Concord Hospital

“As a dedicated clinical lead for EMM, I work with the project team and bring a holistic approach to designing solutions that are best for the whole system, not just specialty or craft groups. The dedicated resourcing of clinical leads means projects function better – we can make decisions in the room; we know when to escalate them; and we can consult among all the specialty groups in the hospital.

“The breadth of change required to implement EMM is vast and it’s been enormously challenging. EMM reaches into every corner of the hospital and to every clinician involved in a patient’s care, including their GP, as well as the patient themselves.

“The preparedness of clinicians for that change is not where it needs to be and the level of engagement is often still passive; many clinicians are still being pushed towards digital healthcare rather than taking the front foot. Certain clinicians are on-board but others have mixed feelings because of poor clinical engagement with past projects.

“We are finding new and better ways of engaging clinicians and at the same time designing solutions that integrate and enhance existing workflows. We cannot keep implementing changes that require new workflows or extra movements within the eMR – it must be integrated, intuitive and easy to use. Reframing EMM as a clinical project, rather than an IT project, has been an important change.

“Danae brings clinical experience to the role. As an experienced nurse, she understands how we engage people in our hospital systems. She also provides a framework for the next level, ensuring the decisions we make are good for the whole of the health system, not just Concord Hospital. In particular she ensures that the lessons we learn as a leading site – many of which are painful and have consumed large amounts of time – can be rapidly shared with those that follow.

“Having access to Danae and the eHealth NSW EMM team has been especially helpful when we’ve hit difficult problems. Sometimes it’s about helping to better define the problem and at other times it’s assisting with the manpower to conduct first-in-system work at a pioneer site such as ours. The leading edge often feels like the bleeding edge! In trying to solve so many problems in order to go live, you need that level of support. eHealth NSW has been very supportive of our project and they recognise that the lessons learnt are broader lessons that will make future implementations easier.

“On a personal level, Danae shares my passion for clinical leadership and that’s a great support especially when we’re bogged down addressing complex problems. This relationship keeps me focussed on what’s most important – helping clinicians to deliver better care.”

The implementation of Electronic Medication Management (EMM) systems is a prime example of collaboration between eHealth NSW and Health Agencies.

Dr Angus Ritchie and Danae McDonald work closely

to develop and implement EMM solutions. Here, in a

new feature for eHealth News which will profile the

people behind the projects, Angus and Danae discuss

their mutual passion for a program that is helping

to improve the quality, safety and effectiveness of

medication management in NSW public hospitals.

The people behind the projectsDanae McDonaldeHealth NSW’s EMM Clinical Lead for Nursing

“My role as the EMM Nursing Clinical lead, which I came to from a background of

20 years in nursing, is about working collaboratively with LHDs like Sydney

LHD and with Angus and his team as another clinical person to

bounce ideas off. Our aim is to influence the design of

a system to make it user-friendly for clinicians.

“The biggest benefit we’ve come up with in working collaboratively with the LHDs is sharing knowledge between initial sites and not trying to reproduce or reinvent EMM every time a new site comes on. Now that Concord has blazed

the trail, we don’t want our other initial EMM sites – Sydney Children’s Hospital Network or Prince of Wales Hospital – to start from scratch. We want those lessons learnt to produce guidelines to develop the best fit for each LHD.

“When it comes to my working relationship with Angus, we discuss any issues and I feed any concerns back into the program. For example, Sydney LHD is working

with their solution provider to develop a module that incorporates IV therapy. This solution that’s being developed will hopefully be used across other sites. It’s great to be involved in these meetings as it means more clinicians are working together with the vendor to decide the best fit for the clinical environment. It also provides an opportunity for me to catch up with Angus.

“Doctors are one of the hardest groups of clinicians to engage but it’s been wonderful to work with Angus as he is so energetic and enthusiastic. He’s also very willing to give honest opinions, which is great because we always know what he’s thinking. It’s nice to have medical engagement and it’s great for the sites, too, because they need that.

“We do feel like pioneers. Not only are we trying to find our way, we’re also trying to find our feet. My clinical background means I’m always trying to bring things back to patient care and patient safety. That’s part of my role; to keep bringing the project team back to what happens in the hospitals.

“Angus and I are passionate about the need for this to be led by clinicians. IT people can provide input and guidance as to whether something is technically viable or not, but it really needs to be clinician-led. That’s where we unite and work together in fighting for that.

“This does feel like pioneering work and it’s good that LHDs are engaging and willing to have us there because sometimes you’re looked on as more a bureaucrat than a partner. It’s great to be involved in a clinical program with IT input, rather than an IT project with clinical input.”

“The breadth of changerequired to implement EMM

is vast and ... enormously challenging. EMM reaches

into every corner of the hospital.”