System Requirements
The system must update automatically on all computers throughout the department after any information is entered or changed. The system must know average appointment times and generate a user error message if an appointment is placed incorrectly. The system must maintain separate levels of security for the users and the system administrator. The system must be operational 7 days a week, 24 hours a day in case of emergencies. The system must calculate the average hours worked per week for each practitioner, making sure that schedules are balanced evenly.
MediTouch by HealthFusion is the first software package that I researched on the Internet. This software can be used independently or in conjunction with the MediTouch EHR. This system is entirely web based and hosted so the clinic would not need to install or maintain any type of software on site. MediTouch automates billing, registration and scheduling for small and large clinics. MediTouch is a great fit for providers who want to take advantage of federal and state incentive programs.
For example, the system supports e-prescribing, which enables physicians to earn an additional 2% on Medicare reimbursements. Also, the system supports PQRI reporting, which can also qualify providers for an additional 2% in Medicare reimbursements. I read most of the reviews for this software and they were all in favor for MediTouch. The Better Business Bureau has given MediTouch an A+ rating. Must sign up for price information.
Kareo is the second software that I researched on the Internet. Kareo is one of the most popular web-based medical billing and practice management solutions on the market. This system is used quite a bit for small practices and billing companies. Clinics can easily schedule patients, confirm insurance, manage past due accounts, store patient documents, develop customized reports, etc. Kareo is a web-based solution so the clinic can focus on the patients instead of maintaining and updating software. On average, the reviews were positive with a few that weren’t thrilled with the software. Must sign up for price information.
The third software that I looked into was WRSHealth. This software had 5 stars, the other two having 4.5 stars. WRS Health was one of the early leaders in the market for web-based electronic health records (EHRs). While there were a number of web-based practice management systems early on, Waiting Room Solutions was one of the first to deliver a true EHR on a web-based architecture. 2013 WRS Health is a powerful system for EHR, medical billing, patient scheduling, order management, e-prescribing, image management, secure faxing, and disease management.
The product has already achieved 2011-2012 ONC-ATCB Certification and CCHIT 2011 Certification. Providers using this system will be eligible for meaningful use incentives. One unique aspect of the company is that the CEO, Dr. Larry Gordon, is a practicing physician. Because WRS has been designed by a practicing physician, it has led to the development of the system’s very intuitive, logical workflow. WRS Health is priced based on the number of providers in the organization and consists of a low monthly subscription fee. Prices include support and upgrades. However, buyers will want to request a detailed price quote as there are discounts available for multi-provider organizations and bundled services.
In my opinion, WRSHealth would be the best option for Heartfelt Clinic. The reviews were great, it’s an industry leader and it’s been around for a long time. I also like the fact that WRSHealth was designed by a practicing physician. Meaningful use is a big deal for clinics and with this software, the clinic will be eligible. Economically, services can be bundled and there are discounts available. Operationally, this will benefit the company. WRSHealth already has a few certifications. Technically, the price of the software includes IT support and all upgrades.
Application Development Plan
The best approach for Heartfelt Clinic’s application development plan would be the agile method. The agile methods share some similarities with the traditional methods, but the main focus of the agile method is intense collaboration and communication between the IT team and the users. The development team will be in constant communication with the users. In this case the users would include: schedulers, nurses, doctors, patients, etc.
The main goal of Heartfelt’s development team is to match the user’s specifications. Specifically, the Extreme Programming model will be utilized in order to define Heartfelt’s system requirements. Programmers will review user stories to determine the project’s requirements, scope and priorities. Prototypes will be developed and tested and modified as needed. The success of this approach is based on the users approval. The programming team will meet with the users who will test the new prototypes. Once everything has been accepted, obsolete code is removed and the remaining code is restructured to keep the system up to date.
System Changeover Plan
The phased operation changeover method would work best for Heartfelt Clinic. This method allows the clinic to implement the new system in stages. Risks and costs are cut by combining the direct cutover and parallel operation methods. This will benefit the clinic due to its medium size and tight budget. Another advantage of the phased approach is that the risk of errors or failures is limited to the implemented module only. The phased operation changeover method will be very successful due to the fact that the new implementation can be easily separated into logical modules.
User Training Plan
With the implementation of Heartfelt Clinic’s new electronic patient scheduling program, all users will need to be trained in newly added areas. The IT team will work closely with the department managers to make revisions to the original user guide. The new guide will include step-by-step instructions on how to access and utilize the new system.
There will be a frequently asked questions section where users can turn if they run into problems. 24/7 online support will be available as well. This is to ensure that any and all questions users may have get answered promptly. Department managers will schedule several training sessions prior to the launch of the new system. The IT department will lead these sessions and all users will be required to attend in order to get signed into the system.
Maintenance & Support Plan
In order for Heartfelt Clinic’s new patient scheduling system to be effective, the IT team will work in collaboration with department managers to implement an efficient maintenance and support plan. Maintenance activities include: changing programs, procedures or documentation to ensure correct system performance; adapting the system to changing requirements and making the new system is operating at its highest potential.
There are four different types of maintenance: corrective, adaptive, perfective and preventive. All four will be included to ensure optimal performance. Corrective: During this phase, analysis, design and testing will be performed on the new system before any implementation. Users will be able to submit system requests and if approved, the maintenance team will design, test, document and implement a solution. All requests are added to the maintenance log. The IT team will design the permanent solution and prepare full documentation.
