EDMS Implementation Approaches

Phased Deployment:

IMMJ Systems have extensive experience of deploying EDMS on a speciality by speciality basis, initially using outpatient clinics as the trigger for scanning. Once the back and forward scanning functions are proven to be stabilised and clinicians across all specialities have been trained and exposed to digital patient’s records, a scan on discharge approach will then also be adopted.

A phased deployment would be IMMJ Systems recommended approach to deploying an EDMS, as it allows for continued verification of operational and scanning processes to ensure SLA’s are being met and in the event of any concerns, the subsequent clinics go-live could be paused until resolution. This implementation approach has proven successful as it has ensured that the EDMS deployment is focused on continually supporting individual clinicians with the transition which has been key for establishing and maintaining clinical engagement throughout the project lifecycle.

The pace of the phased implementation from initial go-live will be largely dependent upon the following factors:

  • Availability of Trust training resources. IMMJ Systems will provide floorwalkers; to ensure that adequate support is provided to clinicians during go-live;
  • The scanning supplier can continue to meet agreed SLAs as the volume of records scanned increases in line with the phased speciality roll-out plan;
  • Forward scanned documentation is being processed in a timely manner;
  • IT equipment (new PCs, mobile devices, additional networking etc.) is installed in clinical areas.

Big Bang:

A ‘big bang’ approach enables EDMS to be deployed across all clinics in all specialities from the go-live date. Sufficient time will need to be allocated prior to go-live for transformation activities, and a speciality should be identified as an early adopter in order to verify new processes before deploying hospital wide.

The success of a big bang implementation will be largely dependent on the following factors:

  • Having sufficient transformation and support resources to cope with this approach;
  • Ensuring that all transformation activities have taken place across all services to understand the impact of taking physical notes out of circulation;
  • Understanding that the scanning throughput for on demand and forward scanning will be vast from go-live, therefore SLA’s will need to be closely monitored. If the scanning team fall behind, there is a risk that patients could be referred on or followed up without key information being available to clinicians.