Stakeholder & clinical engagement
Clinical engagement is at the forefront of IMMJ Systems implementation approach, the success of an EDMS implementation is pivotal on buy-in from clinicians as they are usually impacted most by the change. From early stages within the project, IMMJ Systems work closely with clinical, administrative and management teams to understand all existing processes relating to the casenote pathway before designing the future state processes incorporating MediViewer.
Ample training, clinic support and floorwalking support is provided to users, and our team always encourages users to feedback on their experiences with MediViewer in order for us to continually improve our product and their experience. In our experience, stakeholders who feel they have been listened to and considered throughout the implementation are more engaged in the project and invested in its success.
Completing transformation activities up front
IMMJ Systems’ approach is to complete transformation activities for all specialities in advance of system implementation. This ensures that there are no surprises throughout implementation, providing an opportunity to identify and resolve any obstacles in advance to avoid any delays to the project.
Our approach ensures that we capture and verify all current state processes up front which will enable us to highlight any inconsistencies in processes and provides us with the opportunity to standardise processes and develop one consistent future state. This means that once the future state processes have been verified with an early adopter they can be published Trust wide so users can familiarise themselves with the new processes in advance of going-live within their speciality.
The transformation activities also feed into a heatmap to demonstrate where patients are likely to be referred or admitted once a speciality have gone live, this will help to inform the order of speciality go-live and will allow for the project team to allocate appropriate floor walking support in the correct areas.
Training and floorwalking support
IMMJ Systems provide all system user guides, scenario scripts and FAQ documentation to customers to adapt as they require. We also provide full system training to hospitals internal training and support teams.
In addition to the above the IMMJ Systems team will also provide training to every consultant, and in advance of each consultant’s outpatient clinics going live, our team offer a pre-go live preparation session. This is usually scheduled 1-2 days prior to the clinic go live date and during the session the following is offered:
- Refresher training on MediViewer;
- A reminder of the To-Be processes;
- The option to set up favourites and filters on MediViewer for the consultant;
- The opportunity to review a small number of the records on the upcoming live clinic to simulate a ‘virtual clinic’ experience. This helps the clinician become accustomed to navigating MediViewer and find critical clinical documents for ‘live’ patients quickly.
IMMJ will also oversee the deployment and will support each live clinic for two sessions e.g. If a consultant has 2 clinics per week they will be offered up to 4 clinic sessions supported by the IMMJ team.
From early stages within the project IMMJ Systems engage with stakeholders, senior management and finance to highlight the possible benefits of deploying MediViewer. Whilst carrying out the transformation activities the team are continually documenting changes that can be made, and processes that can be streamlined in order to achieve the desired benefits. The team are transparent with their findings and work closely with senior management to help them understand how they can realise their benefits.
Here are just some of the cash releasing benefits that can be achieved by deploying MediViewer:
- Reduction in tasks associated to moving, handling, requesting and tracking physical case notes for secretarial and admin teams, ward clerks, porters and clinical nurse specialists who manage their own clinic admin;
- Reduced cost of case note storage space across the hospital;
- Reduced transport costs for case notes within and between sites;
- Reduction in cost of paper and stationery by digitalising records and creating new records in a purely digital form;
- Reduction in stationery costs associated with physical case notes;
- Redeployment of Medical Record staff, some of whom will transition to new forward scanning function. Savings will be accrued associated with the transition of Medical Records staff to their new roles in the forward scanning team.