To obtain a copy of NABH Digital Health Standards for HIS/EMR Systems, kindly click on the below-shown cover page
Purpose
The Digital Health Toolkit provides a clear, structured roadmap
for healthcare organizations transitioning to HIS/EMR System. Designed as a
practical tool, the guidelines ensure hospitals are thoroughly prepared for
each phase of the process—from initial planning and vendor selection
to post-go-live support. The hospital steering committee should be able to use
the checklists to ensure all tasks are completed on time, guiding a seamless
transition to digital healthcare.
Three Phases of HIS/EMR Adoption
This comprehensive guide outlines the three critical phases of HIS/EMR adoption,
i.e. Planning Stage (preparation stage), Implementation Stage, and Post Go-Live.
It ensures hospitals are well-prepared for the transition, emphasizing strategic
planning, careful vendor selection, smooth data migration, and continuous
improvement. This phased approach fosters successful HIS/EMR adoption,
optimizing care delivery and hospital efficiency.
Phase-1: Planning or Preparation Phase
The Digital Health Toolkit” provides a clear, structured roadmap
for healthcare organizations transitioning to HIS/EMR System. Designed as a
practical tool, the guidelines ensure hospitals are thoroughly prepared for
each phase of the process—from initial planning and vendor selection
to post-go-live support. The hospital steering committee should be able to use
the checklists to ensure all tasks are completed on time, guiding a seamless
transition to digital healthcare.
Key actions
Conduct a comprehensive review of the hospital's existing infrastructure, workflows, and staffing to identify gaps.
Evaluate the IT infrastructure to ensure it meets the technical requirements of the HIS/EMR system.
Utilize tools such as the HIS/EMR Readiness Assessment Checklist and IT Infrastructure Assessment Form for structured evaluation.
Form a cross-functional steering committee comprising clinicians, IT staff, administrative leaders, and department heads.
Engage stakeholders early to secure buy-in and clearly communicate the project's objectives and expected outcomes.
Define clear and measurable goals that align with the hospital’s vision and patient care objectives.
Develop a detailed project plan, outlining timelines, milestones, resource allocation, and risk mitigation strategies.
Identify essential HIS/EMR features to meet clinical and administrative needs, including integration with existing systems.
Secure budgets to cover the costs of software, hardware, training, and ongoing support.
The implementation stage involves the active execution of the HIS/EMR project plan. It includes vendor selection, contract finalization, system setup, and the actual transition to the HIS/EMR system. Hospitals must carefully evaluate HIS/EMR vendors and hardware/network needs, ensuring that contracts clearly specify requirements. After selecting the vendor, hospitals must follow a detailed implementation plan, including data migration, staff training, infrastructure setup, and go-live support.
Key actions
Conduct a structured vendor evaluation based on the hospital’s unique requirements, focusing on system compatibility, scalability, and vendor support. Refer to Vendor Evaluation Checklist.
Involve hospital staff in the selection process to ensure that the chosen HIS/EMR meets user needs and preferences.
Negotiate clear and detailed contracts that include service level agreements (SLAs), data migration support, and maintenance. Refer to Sample SLA.
Follow the below step-by-step guide to navigate the journey from detailed planning to data migration to finally going live:
Detailed Planning and Timeline Development - Collaborate with the HIS/EMR vendor to develop a comprehensive implementation plan, including key project phases, milestones, and deadlines. Establish a realistic go-live date in consultation with stakeholders and consider a phased rollout by department. Refer to Sample Project Plan.
Data Migration and Testing - Define the scope of data migration with the vendor, including data cleansing and structuring for transfer. Perform extensive testing, including unit, integration, and user acceptance testing (UAT). Refer to Data Migration and Testing/UAT Checklists.
Training and Change Management - Create targeted training programs for clinicians, nurses, and administrative staff. Train super-users extensively to provide support during and after go-live. Plan for ongoing training to cover new features and system updates.
Infrastructure Setup - Ensure the hospital’s IT infrastructure (including hardware, network, and servers) is prepared for the HIS/EMR system. Implement security measures such as encryption, role-based access, and audit logs. Test backup solutions and disaster recovery plans.
Go-Live Preparation - Conduct a pilot go-live in one department to identify potential issues. During the full rollout, have vendor representatives, IT staff, and super-users available on-site for immediate support and closely monitor system performance.
This stage ensures the long-term success of the HIS/EMR system by providing continuous support, monitoring performance, and driving improvements. From immediate support for resolving any initial issues to continuous system improvements and staff training to enhance user adoption and efficiency. Make use of the resources on offer to track system usage and key indicators.
Key actions
Establish a dedicated helpdesk for immediate post-go-live support to resolve technical or workflow-related issues promptly.
Conduct regular user feedback sessions to identify areas for improvement and adjust workflows accordingly.
Implement routine system audits and updates to ensure compliance with new healthcare standards and technological advancements.
Schedule ongoing training sessions to ensure all users stay proficient and new staff are onboarded effectively.
Create a continuous improvement plan to track system performance and user satisfaction, adapting the system to evolving hospital needs.
