This is part 2 of the series. See part 1 here.
I would like to continue this series by explaining in more detail the process of system configuration. Project management efforts, when implementing and/or deploying NextGen’s EPM & EHR, are greatly affected by proper system configuration builds.
All partners, consultants, associates, etc., at Santa Rosa Consulting, can attest to the difficulties that can arise when ‘best practices’ have not been followed from the start of an implementation, including the initial system table builds and proper documentation gathering phases. Part of these challenges can be avoided by using tools such as the NextGen Go-Live Wizard and various claims analysis forms. Much information about a given practice and/or organization can be put into an Excel spreadsheet and then imported into the NextGen database. This process alone can save many hours of toil and labor that can be used for other needs.
Documentation gathering is an on-going process, but it is a crucial element when undertaking a new software conversion or upgrade. All data must be present in order to align providers, referrals, clearinghouses, direct-to-payer, third-party affiliates of other business processing or conversion engines, from another software vendor to NextGen’s sequel based database. A copy of current fee tickets, schedules, educational pamphlets and the overall workflow of the practice itself has to be included when matching system configuration parameters and building-out the system to meet the needs of the practice.
Meeting ‘meaningful use’ will be a subtle, but recurring message in my blogs. Every aspect of a conversion or new implementation, beginning with table building in system configuration, is ultimately what helps mark required fields in order to initially attest to ‘meaningful use’ and then qualify through reporting criteria in future years in order to facilitate a return on investment by the organization. Setting up of enterprise and practice preferences moves each and every practice toward stimulus reimbursement. By configuring system administration and file maintenance correctly, every practice can greatly reduce the number of errors at go-live.
System configuration is also a great time to take stock and inventory of current practices and vendors in order to look forward to a more seamless process, (and a paper-free one), by implementing NextGen’s electronic practice management and the electronic health record software. Pre-work can be accomplished by obtaining a listing of clearinghouse enrolled providers, facilities, rendering vs. referral providers, recall letters, statements, group and sub-group information and all Payers that may need to be imported and/or changed during the build.
Project management professionals must recognize the what, when, who and why and be capable of acting upon the variables that affect the system configuration build. And, PM’s must be able to use the system configurations to verify how they affect the rest of the organization. We here at Santa Rosa Consulting pride ourselves on being able to meet and/or exceed that commitment. Basic system configuration requires data gathering and team building in order to right-the-ship and put the environment on a path toward success.
Setting appropriate expectations during system configuration for the project team, senior management and other stakeholders, is another crucial element of this process. Making a plan, obtaining buy-in, working the plan, evaluating the plan and then repeating this cycle is the most effective way of proceeding with the project.
As I continue this series, I will delve more into the ‘detail’ of each project aspect through go-live endeavors that are needed in order to accomplish a successful NextGen Electronic Practice Management and Electronic Health Record implementation. At Santa Rosa Consulting, we strive for excellence each and every day and welcome your input in accomplishing same.