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8/14/2013August 14, 2013Implementing MSOW:Tips for Success from Lessons LearnedPresented by:Annette Martyn MSOW Project ManagerMaggie Palmer, MSA, CPCS, CPMSM, FACHEEllen Chappe MSOW Manager of Data(formerly Application Specialist)Scripps HealthConversionsJennifer Green MSOW Project Manager 3200 Clinical service practitionerso 3000 Activeo 200 Allied Health 5 acute care hospital facilities22 Clinics2 Ambulatory Surgery Centers1 IPA and 1 Health Plan1 Hospice2 Residency/Fellowship programsMSOW Implementation Experience2013 Morrisey Technology and EducationalConference1 of 251

8/14/2013Scripps Health MSOW TeamsCredentialing/Privileging One Director One Manager Six Credentialing Specialists One Credentialing Coordinator One Credentialing Data Quality AnalystInternal Health Plan and Enrollment handled by Billing Office One manager Two Credentialists/Auditor Three enrollment coordinators One administrative supportAll the above teams work concurrently for practitioner on-boarding in anintegrated and complex credentialing & billing environment.MSOW Implementation Experience2 of 25Scripps Health PrivilegingPrivileging is handled by each individual hospital Scripps Green (560 ) – One Manager, one Cred Coordinator Scripps Encinitas (750 ) – One Director, 2 Med Staff Coordinators, 2 MedStaff Specialists Scripps La Jolla (1100 ) – One Director*, 1 Manager, 1 CME/Librarian, 1GME, 1 Legal Assistant, 2 Med Staff Coordinators, 2 Med Staff Specialists Scripps Mercy Chula Vista (480 )– 1 Med Staff Coordinator, 1 Med StaffData Quality Analyst Scripps Mercy San Diego (1100 ) – 2 Med Staff Specialists, 1 Admin Asst, 1CME, 1 Med Staff CoordinatorMSOW Implementation Experience2013 Morrisey Technology and EducationalConference32

8/14/2013Phase I:Installationand Kick OffPhase II:DataConversionPhase III:Build andTestingPhase IV: GoLivePhase V:Post Go LiveModulesMSOW Implementation Experienceoooo4 of 25Project PlanningRequesting VPN Accounts to Your Network (4-6 weeks)Hardware Procurement & System Specifications (*lead time)Scheduling the installation event (8 hours)Workstation Configuration Client Hosted MSOW or Morrisey Hosted MSOW¾ MSOW Hosted: Maintenance of technical hardware is performed by MorriseyInfrastructure Team¾ Locally Hosted: Client IT is responsible for server maintenance, systemrequirements and specifications 4 Web Servers MSOW TEST MSOW PROD (load-balanced?) Business Objects Enterprise Server in the DMZ Oracle or SQL DatabaseMSOW Implementation Experience2013 Morrisey Technology and EducationalConference5 of 253

8/14/2013The MSOW Kickoff Meeting formally recognizes the start of the project. The Kickoff meeting provides an opportunity to: Introduce Official Sponsor(s) Introduce Key Stakeholders Review Project Scope, Roles & Objectives Review High-level Timeline & Milestones Review Challenges specific to yourorganizationThis meeting allows the Sponsor(s) to relay their commitment to the MSOWimplementation outcome, and establishes internal communication and coordinationto make the implementation success more likely.“A well-planned kickoff meeting sets the tone for a successful project”MSOW Implementation ExperienceTaskDescriptionResponsible PartyWelcome Letter Products Purchased What will be converted Acceptable data formats Conversion mapping documents Conversion GuideManager Data ConversionsSet up FTP accountInitial contact with Sales, prodManagers and Conversion staffMorrisey6Time LineConversion Kick-OffGo over Conversion GuideConversion Staff & ClientMapping sessionGo over mapping documentConversion Staff & Client1 hour session1 or 2 hour sessionsClient completes mapping documentsConversion Staff available toanswer questionsClient2 weeks to 4 weeksClient sends dataPlaces data on FTP siteClientFriday prior to the Start ofPrelim ConversionData analysisContact Client with questionsConversion Staff1 weekPrelim Data ConversionContact Client with questionsConversion Staff2 weeksPrelim DeliveryWalk Through Data ConversionIdentify issuesMorriseyConversion Staff/Client1 to 2 hour sessionsClient Data-ReviewIdentify any new issues andreport to conversion staffClient1 to 2 weeksData RefreshFix issues found during datareviewMorriseyJust prior to SAT trainingConversion StaffSent 30 days prior to Go-LiveClient2 weeks prior to Go-LiveClient sends final cut of data and backup of MSOW databaseClientFriday prior to the Start of FinalConversionFinal Data ConversionFinal Data DeliveryGo-Live SupportConversion StaffMorriseyConversion StaffData Sign off sentData Sign off returnedClient Signs and Faxes backMSOW Implementation Experience2013 Morrisey Technology and EducationalConference1 week1 week7 of 254

8/14/2013St. Vincent8Implementation Challenges» Standardization» Skill sets across abroad system» Late adopters» Impact of other ITprojects / availability oftechnical resourcesMSOW Implementation Experience2013 Morrisey Technology and EducationalConference9 of 255

8/14/2013Scripps HealthTeam Breakdown by StageProject StageHours DesignatedTesting thewater Provided sample data to Morrisey Interviewed other MSOW clients35Launch Scripps Credentialing beganmeetings Professional staff Introduced70Data mapping MSOW data mapped Cleaned up data100PCCB activationand overviewBuilt all Scripps privilege forms inPCCB; additionally developedspecialty specific multi-facilityprivilege forms80Preliminary dataconversion 60 Go LiveMapped specialties withtaxonomy toolCleaned up dataOn target date18MSOW Implementation Experience10 of 25What We Did Right, and What We Could’ve Done (Even) Better Assessing time allotment for pre-conversion tasks, especially datacleaning Analyzing workflows & process integration between credentialing &enrollment Prepared users through extensive exposure to MSOW prior toMorrisey on-site trainingMSOW Implementation Experience2013 Morrisey Technology and EducationalConference11 of 256

8/14/2013Scripps Health: MSOW Implementation ApproachSignificant Milestones Data conversion Employee preparation Enterprise preparations Apogee preparationStrategies Intense data review & cleanup Regular team meetings in both offices for system exploration, processdiscussions, project updates Team vs. individual preparation tasks Super Users and in-house trainers Two dedicated IT resources – who joined every call!MSOW Implementation ExperienceProject StageScripps Health Tasks12 of 25Hours DesignatedImplementation Built reports One week MSOW immersion priorto Morrisey arrival Apogee training integrated intoregular work time200 (Credentialing Team)Data clean-up Practitioner addresses corrected Checklists from old system changedto processes in MSOW Normalized all data fields500 (Credentialing Team)Internal planningmeetings Reviewed existing workflows Discussed potential improvements Proposed & tested new processes120 (All Teams)Post go-live 400 (Credentialing Team)Additional Forms Editor documentsAdding processes to practitionersWebi ReportsBuilding reports in Crystal forexternal clients HL7 Interface planningMSOW Implementation Experience2013 Morrisey Technology and EducationalConference13 of 257

8/14/2013 Preparation» Training Format Consultant Recommendations» Training Approach» 2 SAS Events» 2 Go Live Events Allowed for appropriate time between MSOW and Apogee rollouts (findlength) Apogee – there was no data to convert. Data conversion updateddatabase to share records with Apogee using business rulesMSOW Implementation Experience14What We Did Right, and What We Could’ve Done (Even) BetterUnique to Scripps IS Project Manager and DBA liaison Decisions and timelines were centralized to prevent delays Detailed tracking spreadsheets to watch out for creep Working with team members across a system some that used a manual, paperprocess with no computer support. Team worked an average of 115 hours weekly on implementation for MSOW. Teams were not asked to work outside of normal business hours. Credentialing team only saw a 5 day “slide” on turn-around-time duringconversion.Continuous celebrations and“Day Away from MSOW” heldMSOW Implementation Experience2013 Morrisey Technology and EducationalConference15 of 258

8/14/2013Scripps Health: MSOW Implementation TimelineUsers are more open to new technology if there are fewerchanges to the daily routine.Project StageScripps Health TasksHours DesignatedData clean-upOngoing as we discovered things that weused as “work arounds” in MSO didn’t“translate” in the best manner to MSOW80 and counting (AllTeams)Weekly statusmeetings Monthly RefresherCourses Users set the Agenda based on need4 hours x1 month(Credentialing Team)Restoration ofstandard reports Provider listsMonthly and quarterly reports360 (before and afterconversion)Reviewed workflowsAddresses issuesDiscussed potential improvementsProposed & tested new processes30 minutes 1x a week (AllTeams)MSOW Implementation Experience16 of 25Scripps Health: MSOW Implementation TimelineMSOW ModuleNotesData standardization and mappingMarch 2012Data Clean UpApril 2012Installation and Go-LiveNovember 2012Acceptance TestingDecember 2012Privilege InquiryDecember 2012PCCB - 200 privileges converted from paperto electronicJanuary 2013 - March 2013*eDelineate & FPPE Conditions ManagerMarch 2013 - June 2013*Apogee Go-LiveMarch 2013MSOW Implementation Experience2013 Morrisey Technology and EducationalConference17 of 259

8/14/2013Scripps: MSOW Implementation Timeline (Continued)MSOW ModuleNotesFPPE Conditions ManagerJune 2013WebiMay 2013HL7 real-time interface to EpicIn processMSOW with faxingJune 2013PSV LettersJuly 2013Online Application/PHPIn ProcessHL7 InterfaceIn ProcessAdministrative Review ModuleLate 2013 - Early 2014MSOW Implementation Experience18 of 25Scripps Health:Take Aways It’s just MSO with a W! Start clean, stay clean Have reporting needs prioritized and beprepared in advance Use visual representation of the environmentas a conversion tool Revisit project tasks and make time to ensureunderstanding of each step Get verbal & visual feedback to ensure sharedunderstanding of conversion Have all users work together for mutualunderstanding of database use New ideas take time to get used to!MSOW Implementation Experience2013 Morrisey Technology and EducationalConference19 of 2510

8/14/2013Scripps Health: Final AnalysisHighest Value in conversion experience Credentialing office week-long review of MSOW prior to on-site training Credentialing office assigned PDCA initiative for evaluation Health Plan carved out time to specifically address Apogee conversionissuesWhat we missed Anticipation of impact of MSO “work arounds” on conversion Crystal Reports, learning, design and building Building a group understanding of MSOW usage, such as theTaxonomy and Specialty tablesMSOW Implementation Experience20 of 25Recommendations to Morrisey Add Process and Reporting sectionto project timeline Provide a “things to consider" witheach moduleRecommendations to Clients Perform clean-up early (makes dataconversion documentation easier) Keep data clean Understand differences betweencurrent system and MSOW—somedata divided in one database may becombined in anotherMSOW Implementation Experience2013 Morrisey Technology and EducationalConference24 of 2511

8/14/2013Next Year .Morrisey Annual User Group 2014If you would like to share your MSOW implementation experience at next year’sconference please let us know!!Morrisey Forumhttp://www.morriseyonline.com/snitzforum/MSOW Implementation Experience2013 Morrisey Technology and EducationalConference25 of 2512

to Morrisey arrival Apogee training integrated into regular work time 200 (Credentialing Team) Data clean-up Practitioner addresses corrected Checklists from old system changed to processes in MSOW Normalized all data fields 500 (Credentialing Team) Internal planning meetings File Size: 854KBPage Count: 12People also search formorrisey msow systemmorrisey msow systemmsow providence