Electronic Medical Record (EMR) Program Information for Applicants 1
Table of Contents Background... 3 Our strategic objectives... 4 Roles... 5 Training and support... 6 Recruitment process... 7 Internal staff... 8 FAQs... 8 a) What is the program duration?... 8 b) What will happens when stage 1 of the program finishes?... 8 c) Is this a good career move?... 8 2
Background Monash Health plans to implement an integrated EMR system to Optimise the quality and safety of our patient care. Monash Health intends to have the first go live event for the foundations of this EMR system take place in late 2018. Monash Health is planning a multi-year staged implementation, bringing us to a level 5+ on the Health Information Management Systems Society (HIMSS) EMR Adoption Model (EMRAM) scale of EMR adoption. A large team will be hired and mobilised to plan and deliver a huge scope of technical and clinical work to support this implementation and to ensure the achievement of the detailed milestones and timelines once defined. The program milestones will include, among other things, a high grade technical infrastructure, clinical data repository, multiple points of system integration, electronic orders and results, clinical documentation, medication management and a single clinical portal for viewing this information. 3
Our strategic objectives Monash Health EMR Program has the following objectives, aligned to the Monash Health Strategic Plan: We put our patients first We have reduced medication errors and adverse drug events Short prescription and medication turnaround times lead to reduced length of stay We are able to reduce length of stay for specific groups We have improved response times for care to deteriorating patients We have reduced surgical infections and readmissions Our patients can access their information and manage their care whenever and wherever they want We drive innovation Our users, patients and partners can access the information they need securely whenever they need and from wherever they are Our systems talk seamlessly to one another We use information to drive research and clinical improvements We develop innovative models of care to improve outcomes We partner strategically for outstanding outcomes We can provide complete discharge summaries to patients and care providers We can integrate with national e-health initiatives We see improved patient, staff and community satisfaction and experience measures We share information seamlessly with our partners We lead sustainable healthcare Our medications costs have reduced We use less paper in our clinical settings We scan less We have reduced unnecessary diagnostic imaging and pathology testing We see increase time efficiency for our clinical staff We see reduced time to access information for both clinical and non-clinical staff This Program will transform how clinical care is provided to the patients and communities that we serve. It is a Program led by clinicians, for clinicians, ultimately for patient benefit. Interested in joining this truly transformational program? Read on to find out if this is the opportunity you ve been waiting for. 4
Roles The following list outlines the roles we are seeking. The Program organisation chart below describes the broader team and the structure. Clinical Application Clinical Application Lead Technical Lead Clinical Strategist Change and Communication Manager Training Manager Testing Lead Emilio Pozo Executive Director Information Development Lauren Welsh Program Administrator Earl Blessing Program Director Ronnie Ptasznik Chief Medical Information Officer Naomi Dobroff Chief Nursing Information Officer Tao Browne Project Manager Greg Horvat Project Manager Janel Burgess Manager Technical Lead Clinical Strategist Change and Communication Manager Lead Lead Desktop Suong Le Benefits Clinician Training Manager Susan Lin Jayde Ho Citrix Testing Lead Sarah-Jane Choi Network Security 5
Those recruited as Clinical Applications staff will join one of several speciality teams: Medications, Results/Ordering, Clinical Documentation, Clinical Decision Support, Emergency Department and Core/Security. Clinical Applications team members will come from many different backgrounds including, but not limited to: nursing, allied health, administration, health information services, pharmacy, diagnostic imaging and IT. You do not need to be an IT or EMR expert to be successful in your application. What is critical is that you are a team player and agile at learning, problem solving and supporting change. The clinical application teams will spend time understanding Monash Health work practices, mapping workflows, collecting data and understanding regulatory frameworks. Using this information, they will work with the vendor to build and configure the system to work for Monash Health. Once the system is configured to Monash Health specifications, all team members will be responsible for testing to ensure the system is safe and ready to use. Close to each of the site go-lives, all teams will be involved in the delivery of end user training and preparing Monash Health staff for go-live. During go-live staff will provide support at-the-elbow and in the command centre, through a rotating 24x7 roster, to ensure optimal clinician adoption and top class support for end users. This will necessitate commitment beyond standard business (8.30am to 5pm) working hours. For more information about each of the roles please read the position descriptions on the EMR webpage at http://www.emrmonashhealth.org/ Training and support All EMR Program staff will be appropriately trained and supported to fulfil the detailed program of work to bring the EMR live. Once all positions are recruited, the Monash Health EMR team members will undergo Monash Health general orientation and EMR Program induction. Specific vendor solution training will also be conducted. Clear team structures will be established to ensure reporting lines and program accountability are understood by all. There is no doubt this program will be demanding at times with competing deadlines and priorities. Successful applicants will be able to demonstrate they are great team players, resilient in the face of challenge, and have the ability to self-manage in a fast paced environment. 6
The EMR program team will have a close working relationship with the vendor throughout the life of the program. This will commence for the majority of members of the Monash Health EMR program team in mid-2017. Recruitment process The recruitment process for the EMR team is different to what you may have experienced in the past. Many EMR positions will require staff to draw on their previous experience; however the success of this program will rely on many additional attributes. As our EMR vendor will be very experienced in EMR installations, Monash Health will be guided by them to some extent. Should you be interested in joining the EMR team at Monash Health, please read the below carefully: a) Take the time to understand the positions on the EMR team. This information is intended to help with some of your questions b) Detailed position descriptions: can be found at http://www.emrmonashhealth.org, in addition to the recruitment site where the individual roles will be advertised c) Applications: once you have gained an understanding of the role, the next step is to submit an application via the Monash Health careers website. Unsuccessful candidates will be notified via email d) Interviews: following shortlisting, an interview will occur with the selected shortlisted candidates. For some roles, more than one interview may be required e) Referees: following interviews, a minimum of 2 referee checks will be undertaken for preferred candidates. At least one referee should be a current or relevant former line manager f) The process is expected to be completed by mid-2017 and successful candidates will be notified as early as possible to allow notice to be given. If required, communication will be via email to candidates g) If you have further questions, contact Lauren Welsh, EMR Program Administrator at lauren.welsh@monashhealth.org The recruitment process will be kept confidential and your application will be discussed with your manager only after you have provided their details as a reference. 7
Internal staff Before applying to an EMR position, we advise you to read the Monash Health Secondment Policy to gain a full understanding about your employment conditions during and after the completion of the program role. Where possible, as agreed with your current manager, your current position will be held open for the program period. We advise all internal applicants to discuss the conditions of secondment for your current role with your manager and the EMR Program Director or delegate at some point through the process. For seconded Monash Health staff it is expected that salaries will be in line with the EMR Program role specifications rather than any existing salary package. Any current penalties related to ward and shift work or local work agreements will not be part of the package. FAQs a) What is the program duration? It is anticipated that most staff will commence in mid-2017 and are expected to be employed in the program team between 2 and 3 years. b) What will happens when stage 1 of the program finishes? When stage 1 deployment is complete, the EMR will move into an optimisation phase which will require a team to support and continue improving the system. This team will not be as large as the implementation team, however program staff will have the opportunity to apply for these ongoing positions. It should be noted that while there is no current funding for subsequent phases of the EMR, there are multiple stages included in the EMR strategic plan that, should they be funded in the future, will require similar types of roles to stage 1. c) Is this a good career move? Working on the Monash Health EMR will be an incredible career opportunity. If you are still considering if it is right for you, here are some additional thoughts: Be involved in designing and implementing a new system and supporting processes that will improve patient care at the largest public healthcare provider in Australia Apply your skills and experience to transform and standardise the clinical workflow that delivers patient care, with the aspiration of one Monash Health Radically improve communication and sharing of information between clinicians and supporting staff across Monash Health: you will be building a system that reduces the burden of documentation, increases the accuracy and timeliness of information and 8
supports the delivery of best practice clinical care Become an expert in the fast growing field of integrated, enterprise EMR systems; become a member of an elite team at Monash Health Position yourself in this emerging field: you will build in-demand skills and experience transferable to healthcare settings around the country and potentially internationally Build networks and collaborate with other local, national and international health services as well as select vendor partners Improve your skills through specialty training in areas such as project management and the software development lifecycle, change management and communications and stakeholder engagement Enjoy an exciting and rewarding job for the program duration, with the option of remaining part of the Monash Health EMR team to optimise the system or contribute to possible future stages of the EMR journey at Monash Health Get to know the huge scope of the work that Monash Health does to support our communities through the unique vantage point of this organisational wide program Work and learn as part of a high performing and dedicated program team that is innovative and has fun together We look forward to working with you as part of this truly transformative initiative! 9