Upload
others
View
10
Download
0
Embed Size (px)
Citation preview
Workstream 1:
Project Management –
System Configuration
and Business as
normal
Andrew Heed
Kathy Wallis
17 June 2013
Agenda
• Some background to us – Trust and ePrescribing Project
• Workshop structure– Pre-Go Live planning
– Roll-out considerations
– Maintenance and Support
• Any questions??
University Hospital Southampton
• 1100 beds
• Provides services for 1.3M people in Southampton and south
Hampshire
• specialist services such as neurosciences, cardiac services and
children's intensive care to more than 3 million people in central
southern England and the Channel Islands
• major centre for teaching and research in association with the
University of Southampton and partners including the Medical
Research Council and Wellcome Trust
• treat around 140,000 inpatients and day patients, including about
50,000 emergency admissions
Project timeline
Newcastle upon Tyne Hospitals
• Freeman Hospital• Transplantation, Cancer Centre, Cardiothoracic Surgery, ENT, Vascular……
• Royal Victoria Infirmary• Neurosciences, Emergency care, Children’s Services, Plastic Surgery,
Ophthalmology, Dermatology, Maternity
• Beds – 1792 (Inpatient) & 205 (Day case)
• Activity– Inpatients – 192,000
– Outpatients – 870,000
– Lab/ Rad requests – 3 million
– ePrescriptions – 1.7 million
– eAdministration – 7.2 million
ePx Project
• Cerner Millennium system– ePx, electronic orders, A+E, Theatre
scheduling, PAS, documentation.
• Project timelines:– Work started April 2008
– Go-live November 2009
– Adult In-patient rollout completed March 2011
– Paediatric ward Feb 2013 (ongoing)
– Starting 2nd system upgrade.
– Documentation ongoing.
– Never-ending story
Workshop Session 1
Pre-Go Live Planning
• Design Considerations
• Testing
• Hardware
• Roll-out plan
• Training
• ….
Workshop Session 1
Feedback / Discussion
Design Considerations
• The drug catalogue– VTM, AMP, AMPP
• Terminology– Routes, forms, frequencies.
• Decision support.– Dosing sentences.
– Alerts (interaction / dose checking / allergy others)
– Order sets
• Future -proofing
Scope
• What can you actually do?
– System limitations
– Do you need documentation
• Where can you do it?
– Other systems?
• What can you afford / support.
Hardware
• Can you ever have enough?
• What kind?
• Dispensing trolley?
• Security / cleanliness / durability.
• People will have better hardware at home
– Or even in their pocket.
– But what can an App actually do?
Training
• Who to train?
• When to train?
• What to train on?
• How many people?
• How to get bums on seats?
• What about the night shift?
• Who will do this in the long term?
• Should we even bother?
Workshop Session 2
Roll-Out Considerations
• Support
• Mixed Media Prescribing
• Bank and Agency Staff
• Real time PAS / ADT issues
• ….
Workshop Session 2
Feedback / Discussion
Roll Out planning
• Start upstream or downstream?
• Time between wards go lives – transfer of patients and outliers
• Dual systems – paper and electronic
2013
Peri
od
29 M
ay -
31 J
uly
11 -
16 S
ep
tem
ber
18 -
23 S
ep
tem
ber
25 -
30 S
ep
tem
ber
Octo
ber
6 -
18 N
ovem
ber
20 -
25 N
ovem
ber
27 N
ovem
ber
-
2 D
ecem
ber
5 -
12 D
ecem
ber
11 -
16 D
ecem
ber
15 -
27 J
an
05 -
24 F
eb
ruary
Marc
h -
Au
gu
st
10 -
30 S
ep
tem
ber
2013
Ju
ly -
Decem
ber
2013
01 D
ecem
ber
2013
?A
utu
mn
2013
Win
ter
2013 / 1
4
Win
ter
2013 / 1
4
Pro
cess n
eed
s
ag
reein
g
Ward
Div
isio
n B
Wa
rds (
18
wa
rds)
Ca
nce
r C
are
:MA
OS
(B
ay o
n C
3);
C3
(B
ay B
), C
4, C
7, D
3,
Ca
nce
r C
are
CM
H
Ca
nce
r C
are
: C
6
Ne
uro
: F
8
Tra
um
a a
nd
Ort
ho
pa
ed
ics: S
DU
(T
&O
), F
1, F
2, F
3,
F4
Th
ea
tre
s: N
eu
ro B
arn
4 &
5,,8
,9,1
1, 1
2, h
,j. R
eco
ve
ry:
F le
ve
l, N
eu
ro
Su
rge
ry
AS
U, F
5, F
6, F
7
Th
ea
tre
s: 5
,6,7
,(1
1),
13
,14
. R
eco
ve
ry: E
Le
ve
l
Su
rge
ry
E5
, E
7, E
8, S
DU
(Su
rge
ry)
Ca
rdio
tho
racic
: D
4 (
Va
scu
lar)
Th
ea
tre
10
Wo
ma
n's
Su
rgic
al U
nit
Bra
msh
aw
Wo
ma
n's
Un
it, D
ay S
urg
ica
l U
nit
Th
ea
tre
s x
3 a
nd
Re
co
ve
ry: P
AH
SH
DU
Ne
uro
scie
nce
s: N
ICU
CN
U, D
NU
, E
NU
, F
8, N
eu
ro-R
ad
iolo
gy
Th
ea
tre
s: N
eu
ro 1
,2,3
. R
eco
ve
ry: N
eu
ro
Ca
rdia
c
D2
, E
3, E
4, C
HD
U, C
CU
, C
SS
Th
ea
tre
s: A
,B,C
,3,4
,
Co
mp
lete
Pa
ed
iatr
ic B
uild
.
V5
.02
- te
st a
nd
in
sta
ll
Ch
ild
He
alth
E1
, G
4N
, G
4S
, P
D / P
DM
, N
eu
ro P
ae
ds (
G2
),
Pia
m B
row
n, P
AU
, P
MU
, P
HD
/ L
TV
,
Bu
rsle
do
n H
ou
se
Th
ea
tre
s a
nd
Re
co
ve
ry: S
,T
Ou
tpa
tie
nts
Ma
tern
ity: B
url
ey, L
yn
dh
urs
t,
La
bo
ur
Wa
rd,
Bro
ad
lan
ds, N
FB
C
Ob
ste
tric
Th
ea
tre
x 1
: P
AH
To
be
co
nfirm
ed
:
rece
ive
an
d te
st V
5.1
To
be
co
nfirm
ed
:
Cri
tica
l C
are
: G
ICU
, C
ICU
Ch
ild
he
alth
: P
ICU
To
be
co
nfirm
ed
: T
ran
sitio
na
l B
ab
y U
nit, S
CB
U
NN
U
To
be
co
nfirm
ed
: C
DU
/ ?
ED
2012
Roll Out planning
• Big Bang vs staggered rollout.
– What can you support?
• Staggered:
– Arranged by directorate, patient flow
– How does geography affect things
– What is your transfer mechanism
– Is it realistic
– Too fast or too slow.
Dedicated ePrescribing support 24/7
• ePrescribing team manager (Pharmacist) plus 5 full-time team members (Nurses or
Pharmacy Technicians)
• On-site 24 hour support for 7 days post go live; otherwise 0730 – 2300 on site and
on-call over night
• Used extra support for Theatres when surgical wards first went live (anaesthetists
and recovery staff)
• Bank staff to support staff shortages
• Moving to be able to provide less on-site support over weekends
• Key success area for the project: awarded ‘Hospital Heroes’ team prize of Education
and Support
Agency nurses and locum doctor access
• Use NHS professionals and multiple other agencies
• High agency usage – wards could not operate if agency staff not able to use the
system
• Agreed process where agency nurses (and locum doctors) access and complete
training before starting their first shift
• Agencies responsible for completing System Access Forms
• Built into the performance metrics for the agencies
• Difficult for first few wards, but easier as more wards are live
Real-time ADT
• Was an on-going issue for the Trust to have a accurate electronic bed-state
– not a clinical task
• With ePrescribing:– Patient must be admitted to be able to administer medications (can prescribe if pre-admitted)
– If patient not admitted or transferred to the correct ward, they do not appear on the list of
patients due medication
– If patient not discharged, they will continue to appear on list of patients due medications –
each ward needs to clear all non-administered medications overnight to be able to administer
medications the next day
• Nursing staff now complete ADT when ward clerk not on duty (also have a
central ADT team to support)
• ADT available on the drug trolleys – therefore can complete transfers etc
‘on the fly’
• Also supports the use of other systems (e.g. Doctors Worklist; Bed
Management tools
Workshop Session 3
Maintenance and Support
• Responding to incidents
• Handling prescription errors
• On-going maintenance of the system
• Training
• Managing Expectations
• Reporting
• Data for audit
• Upgrades
• Downtime
Workshop Session 3
Feedback / Discussion
Responding to Incidents
• We now have something to blame!
• Who does this now? Who does this after go-live?
• System fault? or user fault?
• But what is the system?
– software, user, computer, Wi-Fi, power cable, the workmen
digging the road up 3 miles away?
• Trend monitoring.
• Feedback to users / training central team or department.
Consultant review of the drug chart / Drug
Chart Viewer
• surgical consultant ward
rounds
• anaesthetist review pre
procedure
(Demo)
On-going modification of build
• Link to stock control system limits naming of prescribable items:
– Inclusion of strength and formulation
• Modification of existing protocols – general prescribing practice is more
open
• Increasing list of protocols – standardise care and ease of prescribing
On-going maintenance
• Everything goes through the system
– New policies
– Clinical trials
– Who designs or build this
– Can the system / team become a bottleneck?
• How do we handle changes to the system?
– En masse change vs drip feed.
– How does the system handle change?
– Change control
• Do we need a down-time.
Future Proofing
• Try to plan for every area you will be going to….. Or you
potentially have a large rebuild / renaming process
• Try to take the long view and avoid short cuts.
• ???
Benefits: Error rates
0.00%
10.00%
20.00%
30.00%
40.00%
50.00%
60.00%
70.00%
1 2 3
Error Type
Wrong Route
Missed Dose
Wrong Freq
Wrong Drug
Wrong Form
Wrong Dose
No Duration
No Indication
Duplicate
Illegible
Wrong Instructions
0
2
4
6
8
10
12
Wrong
Dose
Missed
Dose
Prep
Error
Rate
Error
Wrong
Form
Wrong
Time
Administration Error Type Pre and
Post EPMA on C5 and G9
Period 1 (Pre)
Period 2 (Post)
Period 3 (Post)
Benefits: Drug Round times
Drug
Round
pre / post
eprescribing
Avg time / patient (Mins)
Avg difference
(mins / patientWard 1 Ward 2 Ward 3 Ward 4 Ward 5 Ward 6 Ward 7 Ward 8
am
pre 11.49 7 7.95 6.45 6.91 7.31 8.6 8.15
post 6.47 6.17 7.57 6.18 7.07 6.88 6.7 9.47 0.92
lunch
pre 8.68 3.75 4.71 3.43 3.82 4.08 10 4.12
post 3.15 2.73 4.11 3.11 4.47 4.19 3.72 3.7 1.67
Eve
pre 9.21 5 6.05 4.53 3.96 6.63 5.85
post 5.21 4.53 3.45 4.36 5.5 3.25 3.37 4 1.68
Night
pre 10.47 5 4.26 4.81 4.5 5.47 12.65 8.71
post 5.78 6.42 4.9 5.43 5.39 6.45 9.38 10.57 0.19
Prescribing of Ceuroxime Whole Trust
0
100
200
300
400
500
600
700
800
11
12
01
02
03
04
05
06
07
08
09
10
11
12
01
02
03
04
05
06
07
08
09
10
11
12
01
(bla
nk)
2009 2010 2011 2012(blank)
Month
No
. o
f o
rders
65+
UNDER 65
(blank)
EN_LOC_NURSE_UNIT_DISP (All)
Count of Month
Year Month
Age range
Prescribing of Ceuroxime in A+E
0
10
20
30
40
50
60
11 12 01 02 03 04 05 06 07 08 09 10 11 12 01 02 03 04 05 06 07 08 09 10 11 12 01
2009 2010 2011 2012
Month
No
. o
f o
rders
65+
UNDER 65
EN_LOC_NURSE_UNIT_DISP A+E
Count of Month
Year Month
Age range
Graph of C Diff incidenceJa
n-0
9
Ma
r-0
9
Ma
y-0
9
Ju
l-0
9
Se
p-0
9
No
v-0
9
Ja
n-1
0
Ma
r-1
0
Ma
y-1
0
Ju
l-1
0
Se
p-1
0
No
v-1
0
Ja
n-1
1
Ma
r-1
1
Ma
y-1
1
Ju
l-1
1
Se
p-1
1
No
v-1
1
Questions?