"A SENSE OF MOTION" DESIGNING DOCUMENTATION THAT (RE) CAPTURES THE SCENE
By Laura Cody
Developing documentation that captures a snapshot of the past, present and future state of
your electronic medical record (EMR) implementation can be challenging. However, there are
several techniques in use to help organizations capture the ever—changing details of an EMR
implementation. As a DBA/SA, gathering information is a top priority because of the need for
information such as server, database, and environment names along with software version
information, which enable the implementation.
A simple and useful tool is Microsoft Excel. Excel can be used to develop a template for
system configuration and other information pertaining to the project without being overly
challenging. Here are some quick tips for maintaining that template:
- Add every bit of information associated with the project because eventually someone will
ask for it.
- Make sure to add the information on a timely basis, as implementation changes generally
come fast and furious. Once you get behind the chances of catching up because less and less.
- Keep all revisions as an audit trail since they may be crucial for research and for
understanding the history and goals of the project.
- Ask for feedback from managers as the documentation is developed because the goal is to
deliver information that people will use.
- Have current information, allowing the technical team to stay focused and to assist in
guiding and supporting the implementation team when system matters arise.
- Grouping information, within the spreadsheet by adding worksheets for each group (i.e.
Hotfixes and Service Packs [HF’s & SP], services configuration, HL7 Interface configuration,
and hardware information) will make the documentation manageable and information easier to
find.
One type of visual guide that may be utilized is a Visio Eclipsys® SCM Environment template.
This is very useful for many people including the implementation team, managers, and other team
members. The Visio document is a color guide which groups environments and lists pertinent
information such as: environment names, versions, and hotfixes. All of which are color coded and
grouped accordingly. Having this information handy has enabled folks to be more productive, less
frustrated, and less stressed. There is nothing more frustrating than trying to locate the
person who knows the name of the newest environment while working on a critical step during an
implementation.
Having information that is easily accessible and managed well will help your organization
achieve its goal of implementing a successful EMR system. If you would like to see a sample
template or speak with one of our Technology consultants please contact our Corporate
Headquarters at (610) 444 1233 or vcs@getvitalized.com.
You can also visit our website at www.getvitalized.com.