UCSF Medical CenterCTG – August 7, 2014

Project: e-Form/e-Signature Pilot

BCD Project Manager: Sheryl Shah

UCSF Medical Center

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The presenter(s):

The ask: Request CTG approval to move forward with the E-form/E-signature pilot in Inpatient Admitting / ED. Scope:

Inpatient Admitting and ED pilot (Parnassus and Mission Bay) Integration between Apex, DocuSign for Patient, and Image Now/ECM. In person signature process via mobile platform. Remote signing (offsite) is

out of scope for the pilot. Size (IT/CS): Medium / 917 hours Costs: $304,246 for pilot + $29,920 / year for vendor license renewal

(DocuSign for Patient product) Funding: IT/CS Capital and Operating Budget Timeline: August 2014 – February 2015 Go-lives: Parnassus – December 2014; Mission Bay – February 2015

Sheryl Shah, PMO Project Manager

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Project Drivers:

Increase operational efficiency

Streamline e-signature capture Mobile device accessible Remote signing capabilities (Future: NOT part of initial pilot)

Seamless integration with Apex and Image Now

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Operational Impact: Admitting & ED

 Affected Locations: Inpatient Admitting and ED

Parnassus Mission Bay (Bedside Admitting, Surgical Waiting Area and Birthing Center)

Personnel Impacted: Patient Access Staff

Training Required: Who: Admitting and ED Super Users Method: Classes, Tip Sheets

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Implementation Plan: Admitting / ED Pilot would:

Build the core foundation to integrate all products (Apex, DocuSign for Patient, Image Now)

Demonstrate Tablet Integration Address any issues before expanding the infrastructure to other

departmental areas

In parallel to this development, the project team would partner with operational stakeholders to: Determine workflows for capturing electronic signatures for

surgical consents. Determine additional development & training costs. Determine timeline.

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Recap: We are requesting CTG to move forward with the E-form/E-signature pilot in Inpatient Admitting / ED. Scope:

Inpatient Admitting and ED pilot (Parnassus and Mission Bay) Integration between Apex, DocuSign for Patient, and Image

Now/ECM. In person signature process via mobile platform. Signing remotely

(offsite) is out of scope for the pilot. Size (IT/CS): 917 hours Costs: $304,246 for pilot + $29,920 / year for vendor license renewal

(DocuSign for Patient product) Funding: IT/CS Capital and Operating Budget Timeline: August 2014 – February 2015 Golives: Parnassus – December 2014; Mission Bay – February 2015

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Appendix

Funding/Costs SummarySoftware licenses and initial integration with Apex, DocuSign for Patient, and Image Now/ECM

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Assumptions:

1) Vendor costs are a one-time fee for the e-signature platform and development of the transport mechanism to pass files from DocuSign for Patient to Image Now. IT infrastructure built as part of the Admitting / ED pilot will be reused for other departments.

2) Requirements for subsequent department implementations will need to be analyzed for additional IT/CS development and training costs.

3) Above estimates do not include signing devices (ie, ipads), tablet accessories, or MDM licenses that departments would need to purchase.

Funded by : IT / CSVendor Hardware/Software & Labor Cost (Funding via Capital funds)

Vendor: Kryptiq $149,601 Vendor: Perceptive $28,000 Vendor: ECM Contractor $9,000 Total Vendor Cost (Capital Funds) $186,601

IT/CS Labor by Team (Labor costs absorbed in current operating budgets)IT Interface Team (30 hours) $4,050 IT Server Team (100 hours) $13,500 CS APeX Access Team (30 hours) $4,050 IT ECM Team (190 hours) $19,500IT QA/Testing Team (80 hours) $10,800 CS Training Team (87 hours) $11,745 CS PMO (400 hours) $54,000 Total IT/CS Labor (Operating Funds) $117,645

Total cost of software & integration development for

Admitting / ED Pilot for PARN and Mission Bay $304,246 Annual Maintenance $29,920

Cost Estimates

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