Implementing
Information Technology

Information Technology

Formalizing Implementation

Implementing an electronic record requires a multi-staged approach. In broad terms, this includes:

  • Formalizing an implementation plan that includes:
    • Key stakeholder involvement
    • Development of an implementation "team "
    • Defining roles and responsibilities for members of the family practice or primary care group who will have a part to play in implementation
    • Considering other essential external resources that need to be pulled in, (e.g. EMR contractor options, provincial ministry of health networks for billing purposes, access to external hospitals, labs and diagnostic facilities)
    • Preparing a list of critical activities associated with implementation – prioritized and aligned with responsible persons
    • Creating critical timeliness for implementation
  • Determining and contracting with a supplier for an EMR or other desirable electronic tools
  • Ensuring that appropriate data safeguards are in place including virus checking and spyware detection, backup and contingency plans for electronically recorded information
  • Ensuring that there is an identified system administrator (not always supplied by the EMR vendor)
  • Ensuring that the transition from paper to paperless systems has a backup plan so that data is not lost and carefully identifying where the most accurate information is during transition, (i.e. paper or electronic record)
  • Ensuring provincial privacy laws are applied to the new electronic tools, (i.e. use a Privacy Impact Assessment)
  • Downloading patient information to the EMR. In addition to clinical data (e.g. cumulative patient profile, notes, consultations, laboratory and diagnostic information), the patient demographic information will include:
    • Provincial health number for patient
    • Patient's last name and given names
    • Date of birth
    • Gender
    • Address information
    • Residential (and business) phone numbers
  • Monitoring progress to ensure critical timelines and responsibilities are being followed

(For further information, see the Physician Office System Program on the website of the Alberta Medical Association. See Other Resources.)