Selection of an Electronic Health Record System for a Community-based Integrative Oncology Center

by Molly Stillwell, MA; Krisstina Gowin, DO; and Eiko Klimant, MD

Abstract

Objective:This case report describes an integrative oncology center’s selection of an electronic health record system. The goal is to provide a process framework for community integrative cancer care centers engaging in the selection of an oncology-focused system.

方法:A core team of experts from the practice assessed needs, held formative meetings, identified a set of candidate vendors to present, and held summative assessment meetings to select the product.

Results and Discussion:Of 13 vendors identified, four were excluded because of insufficient interoperability, program design, lack of training support, and minimal patient involvement. Six companies were eliminated because of usability standards. Three finalists were evaluated utilizing a bubble-sorting algorithm, and one vendor was selected.

结论:电子健康记录选择需要周到的诊所和患者需求,服务人群以及不断变化的医疗保健系统的整合。需要未来的研究来建立正式但适应性的电子健康选择过程。

Keywords:电子健康记录(EHR);电子病历(EMR);肿瘤学;医学信息学;综合医学

介绍

An electronic health record (EHR) system needs to be accessible by multiple end users with different levels of technological expertise. Thus, the selection of the product is critical. Because each healthcare community is unique, the EHR selection process is not generic; the process needs to begin with an exploration of the ecology of the particular service community. The literature provides substantial information about implementation of EHRs within traditional medical institutions and does so with a focus on the outcomes of their use after implementation. This focus includes the broad range of new data collection abilities, greater patient involvement, and the availability of new time-saving practices.1–12但是,文献几乎没有关于初始选择过程的信息以及该过程在各种临床环境中的不同信息,包括综合医学的新兴领域。现有文献所做的是考虑临床环境中持续挑战的新EHR系统的考虑。这些挑战包括时间管理;医师,制药团队和患者之间的合作;以及存储和访问数据,包括医师笔记和测试结果。13–15Furthermore, few studies16–18回顾整个步骤be expected in the selection process, ranging from identification of needs to user preferences; therefore, additional studies of the details involved in these stages are needed. Therefore, this article focuses on elucidating the step-by-step process employed by Salish Cancer Center as each consideration and challenge was addressed.

作为一个综合癌症诊所汇集practices such as acupuncture, naturopathic care, Chinese medicine, and chemotherapy, Salish Cancer Center maintains unique cultural considerations. Its patient-centered focus within an integrative oncology paradigm introduces new challenges in collecting, understanding, and utilizing information. Traditional EHR systems are designed to accommodate conventional practices that primarily receive and store structured quantitative data, such as physiologic test results and treatments. The integrative paradigm expands on this understanding by recognizing the contribution of the patients’ and practitioners’ subjective experiences in the process of treatment and recovery as equally valuable sources of knowledge. Thus, the paradigm highlighted here reflects the importance of the collection of narrative data, which presents distinctive considerations for EHR use and selection because of the qualitative nature of the data. Commitment to this multifaceted understanding of healing has informed the study methodology employed here, which emphasizes the importance of maintaining a high level of evidence-based oncology care, engaging patients and families in meaningful ways, and providing the foundation for growth of dynamic and effective services. Therefore, we aimed to identify an EHR system with the capacity to receive, store, and process both structured and unstructured data to provide a holistic picture of each patient; to capture metrics such as meaningful use and outcomes in relation to the requirements of the Medicare Access and CHIP Reauthorization Act of 2015 (MACRA); and to support future alternative payment systems.

本病例报告描述使用的过程our community cancer center to select a high-performing oncology-specific EHR system. Because the center emphasizes integrative care, our approach is founded within an equally multifaceted understanding of care. This paper outlines a framework intended to support other community care centers in selecting an effective and needs-based oncology-specific EHR system as well as to support oncology centers focused on expanding into integrative practices and supportive care. By following the approach described in this article to prioritize needs, healthcare centers of all kinds can be empowered to make informed decisions in the selection of an EHR system.

方法

Because of the relatively small size and integrative nature of the center, efficiency and attention to detail were determined to be of paramount importance in our approach to the selection of a new EHR system. As a result, the first stage of the process was a rigorous and systematic identification of needs.

To accomplish this step, a core team of experts was assembled from within the practice. These individuals were chosen on the basis of their direct experience with the functioning of the center and their potential contribution to its improvement. Those selected were responsible for assisting in the selection process by assessing needs, holding formative meetings, identifying a set of candidate vendors, attending the vendors’ presentations, and participating in summative assessment meetings to select the final product.

核心团队由两名肿瘤学家,一名药剂师,一名信息技术经理,肿瘤护士从业人员和首席财务官组成。该小组进行了互联网搜索,并与EHR社区成员进行了正式和非正式的对话。在线搜索中使用的术语包括oncology medical record, electronic health records, oncology, electronic medical record,and电子病历系统. The results of this inquiry contributed to a list of potential vendors for consideration, as shown inTable 1. In total, the six core team members held seven meetings over a period of twelve weeks.

After completion of this list, we conducted an initial review of available vendors. The criteria utilized in this review consisted of the primary tools required for the functioning of an oncology-specific care team, including oncology-focused programs and functions such as chemotherapy templates, chemotherapy ordering capabilities, and common toxicity criteria for adverse events. As a result of this review, all vendors that were unable to provide these features were removed from more rigorous consideration, leaving only those best suited to oncology-specific practice.

The remaining vendors then provided a web-based demonstration of their product to the team. The team was blinded to cost information in order to minimize financial considerations in the early phase of the selection process. After each meeting, the team discussed the product, reviewed notes, and used the vendor interaction both from web-based presentations as well as subsequent meetings to continue refining the scope of needs and priorities. During this stage, usability standards became the primary focus as issues arose regarding system designs that hindered use of the program with patients, made the process of recalling information laborious, and made the system incompatible with existing in-office programs and external sources such as Epic systems. This evaluation of issues regarding usability standards led us to drop additional companies from consideration.

Next, the team held summative meetings, and a final criteria worksheet (seeTable 2) was developed to display the most important criteria chosen by the team to be used in comparing the remaining EHR systems.

在系统比较之前,每个团队成员’s understanding of the criteria worksheet was assessed until agreement across team members was achieved. To accomplish this, two meetings were held. In the first meeting, the team engaged in an open discussion in which each member contributed to the identification of criteria most important for meeting the center’s needs. On the basis of this discussion, the initial worksheet was developed. The following questions and concerns were discussed: (a) cloud-based versus in-house server-based data storage, (b) collection and maintenance of both structured and unstructured data, (c) flexibility that would allow the system to remain relevant over time as the practice evolves, (d) total cost (including initial and long-term service, maintenance, and fees), and (e) user-friendliness. Expansion and improvement of services in the future was also an important theme considered during this phase of the process. For the full list of factors chosen as guidelines for selection, seeTable 2. The initial worksheet was then emailed to all team members, and they were encouraged to engage with it over the following week by considering the scope of this worksheet and recording comments and feedback to be discussed with the team as a whole. In the second meeting, the team reviewed the worksheet again and considered the additional comments, suggestions, and changes that had been made or proposed during the week. The worksheet was then updated with appropriate alterations, which the team reviewed line by line to confirm that every member had a firm understanding of each component and its influence on the selection.

The final criteria worksheet was then edited to distinguish between negotiable and nonnegotiable items to reflect the importance of certain features relative to others (seeTable 2). This organization was determined by team consensus with the intent of reflecting the varying levels of importance of the criteria. Factors such as data storage and user-friendliness were selected as requirements that could not be compromised in selection, whereas elements such as record transfers and research features were determined to be less critical. Items in the worksheet were then organized in descending order with the most important elements at the top. The worksheet was then used, item by item, to further assess the details of each vendor and examine the products’ form and function within the context of our specific community. On the basis of this examination, the list of potential vendors was reduced to a final few that showed the most potential for meeting the needs of our center.

In the last and most rigorous review, a heuristic bubble-sorting algorithm19was employed to systematically compare the remaining vendors. This method is a simple sorting algorithm often applied in computer programs when values must be sorted into an appropriate order for best use. In this process, values are compared to one another to determine their most effective order. We applied this method to compare the different features of the worksheet according to their relative importance and assign a numeric value between 1 (least) and 13 (most). For example, criteria such as downtime and data storage were given higher values of 11 and 13, whereas others such as research focus and analytics were given 2 and 3. In this process, all elements from the final worksheet were independently compared to one another to identify which item of the pair had the highest importance to our community practice. When one item was selected over another, it received a greater numeric assignment and moved higher in the ranking. This process was repeated until every element had been compared to every other element on the list and each had amassed a set of points. The total for each option was then calculated to reveal revealed which option most effectively met the desired criteria. The option with the highest total score was identified as representing the values and goals of the center most effectively. This process allowed the team a certain amount of protection against bias toward one vendor over another because the process consisted of a systematic classification of needs and focused decision-making.

Compared with other sorting algorithms, such as the bucket sort20和插入排序,21冒泡排序的技术提供了一个独特的approach that is inclusive and efficient. While the bucket-sorting technique is effective in making comparisons because of its ability to distribute elements into a series of buckets which are then sorted in relation to others, it can often overgeneralize the information. Similarly, while an insertion sort is adaptive and stable because of its focus on individually identifying elements of data and placing them in order, the results are often very linear. Thus, the bubble-sorting method provided a more organic process of discovery that better suited the amount of data under review, more effectively guarded against bias, and successfully led to the final selection of an EHR vendor that suited the center most appropriately.

Results

In the first stage (seeFigure 1), 10 vendors were initially identified; four were excluded because of concerns with overall program design including interface configurations and limited interoperability with other systems used within the practice, as well as the lack of oncology-specific tools such as chemotherapy templates. This step left six remaining vendors for consideration.

In the second stage of assessment, the remaining six vendors were further evaluated for usability standards such as interoperability, training support, and user-friendliness, resulting in the elimination of three vendors. The remaining three vendors were then selected as the most favorable options for more in-depth consideration and assessment.

In the third stage, the final criteria worksheet was developed to prioritize needs and more rigorously assess vendors. When the final three vendors were evaluated, one was eliminated because of the cost and challenges involved in the design of its in-house, server-reliant data storage requirements.

在第四阶段,两个供应商仍在进行比较。使用启发式泡泡算法来进行最终评估。在这篇评论中,一位供应商在标准工作表中列出的许多关键类别中被证明比另一个供应商更可取(请参阅Table 2); therefore, it received the highest total score and was selected to provide the new EHR system at our center.

Discussion and Conclusion

我们在本报告中的目标是描述社区癌症诊所的EHR选择过程,并为其他癌症中心的框架提供了框架。最值得注意的是,我们的临床过程包括强调通过自由文本叙事响应记录结构化数据较少的数据,这需要使用在设计方面具有更大灵活性的系统,并使能够与患者进行更真实的方式。我们的临床医生有责任提供有关综合实践的适当教育,并管理不同方法对具有不同文化背景的患者的影响。尽管这些要素意味着我们中心的经验是独一无二的,但EHR选择过程本身为选择框架提供了可以适应和应用于其他诊所和情况的框架。这种可推广性是可能的,因为该过程的基于需求的方向使得早期专注于确定每个实践中所需的特定元素。因此,该框架提供了一个个性化的过程,可以根据中心的需求量身定制最有效的EHR选择过程。

关于其他选择方法,我们发现尽管EHR实施经验有充分的文献记载,但有关选择新的EHR系统的过程以及医疗环境中差异所带来的挑战的信息有限。22–26Thus, individual practices or centers must initiate the process with little up-front direction. To be successful, they must first assemble a team of individuals dedicated to constructing the parameters of the selection process. Second, the criteria for assessment must be discussed and ranked in importance. Third, the team must hold formative meetings to evaluate selected criteria. Fourth, each potential EHR vendor under consideration must be tested according to the criteria. As options are narrowed to the final two companies, the fifth step is to employ a sorting algorithm, such as a bubble sort, to systematically assess both options according to their ability to meet the most important needs of the practice. Our description of this process is important because, to our knowledge, no algorithm currently exists to assist in the selection of an EHR system. Therefore, by defining the process or method identified here (seeFigure 2), this account can provide a framework for other centers seeking new EHR platforms as well as a reproducible method that may be evaluated as a general selection process for use in other scenarios in the future.

随着医疗保健系统朝着基于价值的护理发展,报销变得越来越依赖于所证明的护理价值,因此选择适当的EHR系统对于任何医疗保健组织的未来成功至关重要。该案例研究提供了一个框架,社区癌症中心可以遵循,以指导他们选择以肿瘤学为重点的EHR系统的过程。

Future Research

EHRs have become a requirement of modern-day healthcare and play a significant role in both the patients’ and practitioners’ experience of care. Despite the importance of EHRs, there is no systematic way to effectively choose which type of EHR system each center requires. Furthermore, as the medical field continues to diversify, the importance of identifying and fulfilling increasingly complex needs to guide quality care is more important than ever. As a result, continued research on effective EHR selection will offer important foundational contributions to the future of healthcare.

In the process of selecting an EHR system for our center, we identified critical gaps in information that could be addressed by the medical and research community. Areas for investigation include the following:

  1. 需要正式但个性化的EHR选择系统。Although the process we employed demonstrates one approach to EHR selection, the most effective method for this type of decision-making remains to be determined. Identifying a validated algorithm to form the basis of the selection process is important for streamlining and improving the quality of the work that a team must engage in when selecting a new EHR system. Widely shared needs and concerns can be represented in a systematic approach that serves to guide individuals in making the best choices for their workplace. More research is needed to identify how EHR selections can be made most effectively in order to understand what components this algorithm should include.
  2. Definition of the scope of assessment.When looking to compare options, a team must take time to determine the measures that will guide the evaluation. Questions here include how to assemble a core team for the EHR selection process and how to ensure all relevant vendors are included the selection process. Additional questions include the best ways to prioritize criteria, how to define the selection criteria, and what sorting algorithm to use in the end. Currently, no existing guidelines address these crucial elements. While each group must examine their own needs in order to identify the system that is best suited for their practice, researching the process and defining a general template from which to begin are also important tasks.
  3. Implementation of technology.This paper does not address the outcomes of implementation, specifically in regard to its application in this integrative environment; therefore, this area requires additional study. After a center selects an EHR, the team should continue to assess and document the experience of implementation and the system’s function and utility. The challenge within the integrative paradigm of this center is the successful integration of unstructured (subjective) information with structured (objective) data, with the goal of providing a more complete picture of individual patient health. Assessing and documenting this integration is important for our center and is valuable throughout healthcare because a systematic and comprehensive narrative of our EHR experience could provide a template for future technological advances and could contribute to the literature about how care is provided.

我们的中心处于独特的位置,可以进行和贡献强有力的研究,以解决上述问题。注意Abernathy等人提出的方法。27and Sledge et al.,28the community could structure itself as a learning healthcare system, in which individual patient data, including demographics, history, physiologic data, treatments, outcomes, and unstructured narrative reports from patients, practitioners, and family, are collected. These data are then delivered into an informatics repository capable of aggregating and analyzing the information. If research at this phase is conducted in accordance with rigorous evidence-based standards, the results can be used to develop evidence-based guidelines for treatment. This approach is valuable because guidelines rarely provide evidence-based information for all treatments at all phases of the disease process. Thus, individual centers must fill in the gaps using clinical expertise and consensus to specify treatments in the absence of evidence. Factors such as these are important to include when considering the long-term development of medical care as well as the adoption of a new EHR system. Elements that constitute a learning healthcare system, such as interoperability and diversified patient records, are therefore vital in selecting the most effective EHR platform and must be present throughout the selection process.

Conflict of Interest

There are no competing interests to identify. The authors declare that they have no conflicts of interest in the research.

保护人类和动物对象

Human and/or animal subjects were not included in this project.

Support

This paper was funded by Salish Cancer Center.

Molly Stillwell, MA, is a professional writer at Salish Cancer Center in Fife, WA.

Krisstina Gowin, DO, is an assistant professor of Medicine in the Department of Hematology Oncology at the University of Arizona Cancer Center in Tuscon, AZ.

Eiko Klimant, MD, is a medical oncologist at the Salish Cancer Center in Fife, WA.

Notes

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Molly Stillwell, MA; Krisstina Gowin, DO; and Eiko Klimant, MD. “Selection of an Electronic Health Record System for a Community-based Integrative Oncology Center.”Perspectives in Health Information Management(Fall 2018): 1-12.

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