| SUMMARY The
Department of State, Office of Medical Services ("MED") has
successfully transitioned from paper based medical records for foreign
service personnel to a fully Electronic Medical Records (EMR)
environment. Since 1996, RGS has been an integral member of the MED
team to tackle the challenges associated with radically changing
virtually every business process within the organization while
deploying sophisticated information technology application and not
impacting the delivery of health care services.
THE BUSINESS CHALLENGE
The MED Informatics Division has been faced with leading an
organization through the process of continuous introduction of new
software applications, changing business processes, training delivery
techniques and personnel turnover as well as shifting organizational
priorities. Like most other government organizations, MED is challenged
is to execute process improvements through technology while facing
financial constraints and demands to adhere to an increasing number of
regulatory standards.
HOW RGS HELPED
Since the project's inception, the RGS team has been heavily
involved in every aspect. From the initial EMR design and software
selection, through the development, testing, QA and deployment and
ultimately the sustainment of this complex application known as eMED.
The introduction of this new technology has directly impacted the daily
business operations of local MED personnel. RGS has operated as the
change management facilitator to help the staff of over 100 to deal
with these impacts and take advantage of the solution. As an example of
our methodology, the eMED process training was designed and developed
by RGS to specifically target the way the user will incorporate the
application into his/her business process. We performed an analysis of
the business process and then designed the training modules to leverage
the capabilities of the EMR to improve the business process. RGS
incorporated user feedback from numerous user forums to find workable
solutions using eMED in the organization's business process. As part of
this project, RGS planned, coordinated and conducted the overseas
deployment of a web-based system for documenting visits to the health
units abroad. Cost effective electronic training was conducted by RGS
from MED Washington for approximately 150 overseas health units. In
addition, RGS has the responsibility to ensure eMED and its processes
are in compliance with all federal, medical and DoS security
regulations and mandates. RGS supports the Chief of Informatics on OMB
300 business case management.
BENEFITS DELIVERED
RGS has partnered with the MED organization to help them realize the
vision of electronic medical records. This program will allow medical
professionals in over 150 posts around the world to have instant,
secure electronic access to a patient's medical history. This access
will not only save lives but saves significant resources in both
dollars and man-hours previously used to update, file and retrieve
paper medical records. Additionally, RGS has maximize the utility of
the investment in the EMR by insuring that all MED users are equipped
with the skills necessary to allow them to use the IT tools in the most
efficient and effective means possible.
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