CRITICAL GAP ANALYSIS CONSIDERATIONS
By Cathy Minchew, RN
Gather Information (from IS analysts, Clinical analysts, and department managers):
- Current Process Flows for both Inpatient and Outpatient for each department/area the analysis are
being completed.
- Needs detail of which systems being used for each process and who is completing the process (i.e.
registration, HUC, nurse, etc.)
- Registration
- Scheduling (if applicable)
- Orders placed
- Procedures performed
- Results
- Documentation
- Charges
- Coding (if applicable)
- Billing to patient
- Additional considerations to include in process flows
- Any applications currently interfaced into HNAM or that will need to be interfaced such as:
- Radiology digitized films applications
- Cardiology applications
- OB applications
- Registration and Billing applications
- Medical Records Coding applications
- All paper or online forms currently being used
- Will users stay on paper or go to online documentation? Do they document anything online now?
- If they will stay on paper, then possibly just a review of existing forms to see if any
updates are needed.
- A comparison will need to be done between paper forms and existing online forms (to determine if
existing online forms can be used or if changes need to be made or new forms created)
- If no existing online forms exist for comparison, then the paper forms need to be reviewed by the
departments and RISK to determine if any revisions need to be considered before creating new online
forms.
- Need to consider if any additional fields or forms needed.
- Consents or any documents that need to be considered for scanning into PowerChart.
- Does the site have the capability to scan in HNAM? If not, are they going to maintain a paper
medical record? Will part of the medical record be electronic and part remain on paper? Are any
documents currently being scanned into HNAM?
- What ever decisions above are made, need to consider if the end users work flow will be
impacted. The goal should be to limit where the end user has to go to find the patient’s
information and the time it takes to complete documentation and other tasks.
- Current hardware and software in the departments
- Need to consider if any hardware or software upgrades are needed for any new applications being
installed.
- Need to consider if additional hardware is needed if users will be performing more tasks
online
- Security access for users
- Need to consider if additional security will be needed in applications they are currently using,
or if security will be reduced.
- Need to consider if new security will need to be created for new applications or systems for
users.
- Training
- What training do users currently receive?
- Are they capable of using Windows/PC/Mouse?
- What additional training on new applications and hardware are needed?
- What additional training on existing applications are needed?
- Include the facility’s or department’s process flow in the training. Highlight key areas in the
Gap that should be included in training.
Compare current processes with future processes:
- Are there some processes currently being done that will need to change with the new
application/system?
- Is it a technical, process or just educational change?
- Document suggestions to make the process flow as easy as possible for the end users.
Compare paper forms with existing online forms:
- Make sure the fields on the paper forms are already included in the online forms, or document what is
not the same.
- If an online form does not exist for a paper form, make a note that a new form may need to be
created.
Go over Gap Analysis with IS and Clinical Analysts (and others as appropriate):
- A spreadsheet with multiple tabs works well to document the information.
- If an online form does not exist for a paper form, make a note that a new form may need to be
created.