Electronic Medical Records for Health Services

Electronic Medical Records for Health Services Print All

Initiative Title	Electronic Medical Records for Health Services
Submitted in Previous Year(s)	2005
Critical Information, Notes, Justification, Rationale	Since I995 the idea of automation of our medical records has been put into the Health Services plans. However, other things in the Division have taken precedence and this was never put forward for funding. This was presented again last year to PBIE , however it was not funded and the promise of Banner does not satisfy our needs in this area. The Federal Department of Health and Human Services issued a directive in 2005 that ALL medical records become Electronic Medical Records(EMR) within ten years. Health Services is a total paper environment, which has a negative impact on our ability to provide efficient quality care. We have no means of collecting and retrieving valuable personal health history information from our students with chronic illness and generally do not know about them until they present with a problem on campus. All health histories, all clinic visits, encounters, all nurses notes, accident reports, emergency calls, referrals, clinical clearances, and reports to affiliating clinical sites are hand written on paper forms. Tracking encounters by diagnosis types is impossible; providing continuity of care for individuals is impossible to difficult at best. Reports are painstaking and time consuming to produce. Information often needs to be is entered in several places on several different forms. f Now, however, as the campus is moving towards a more student friendly, efficient, and high tech environment, it seems that this may be the time for Health Services to move into the 21st Century as well. While there are many EMR products that are designed for college health, most are very expensive and are built to perform functions we do not need, such as coding, billing, pharmacy, lab orders, etc. NueSoft Technologies has developed NueSoft Xpress, designed especially to meet the needs of a small health services like ours. It is currently in use at several SUNY Banner schools,is capable of interfacing with Banner, and would provide the security required for the storage of Medical Records. My plan is to begin with subscription to NeuSoft for the basic EMR package, and then the following year bring in the Online Student Health Center that will allow students to submit their immunization records online. Health Services staff thereafter would simply have to verify the information once the official records was recieved.
Consequences of this initiative not being funded	Health Services will NOT be able to meet the federal standards of care for the provision of and documentation of health care. We will continue to struggle to identify our students with chronic health problems and will fail to meet their needs in a proactive fashion. If we had EMR, we could initiate a voluntary Health History form that students would submit, and we would code by diagnosis. We could then reach out to these students, advise them about accommodation's they may be eligible for, and discuss ways that we can assist them while here at the college. As we migrate to Banner and students become accustomed to being able to having many of their interactions and information sharing activities with the College available to them in an online environment, they will find that they cannot connect with Health Services in that manner.
Department Goals
Programs
Locations
Estimated Completion Date	11/30/2008
Will this initiative span multiple budget years?	Yes
Importance	Low
Funding Source	Request for Prioritization
Created	06/17/2013 5:02 pm
Updated	06/17/2013 5:02 pm

Institutional Goals

Goal	How will the initiative support this institutional goal?
COLLEGE III: To implement technological delivery systems in Academic, Student and Administrative Services. 3: To continue to enable technological improvements in academic advising, in registration, in keeping track of student progress, and in financial aid processing, while maintaining personal interactions between students and college personnel.
MIDDLESTATES Standard 3: Institutional Resources f: While a technology infrastructure is in place, it is aging and inadequate for innovative learning applications and a robust administrative information system. With the appointment of the Associate Vice President of Technology, the college should begin the development of a technology plan to address the mission-critical areas of network support, database functionality, integration of staff and services, and life cycle management of computers across the college.

Action Steps

Action Step	Responsible Party	Order
Arrange Meeting with NueSoft Rep and our IT Dept to assess product - Product requires minimal IT support	Mary Mulrooney-Kenny	1

Expected Outcomes

Outcome	Order
EMR will allow Health Services staff to provide high qualtiy care, to operate more efficiently, will increase student and staff satisfaction, and will bring us into compliance with Federal guidelines for maintenance of health records	1

Assessment Methods

Method	Description	Other Method	Responsible Party

Resources

INITIAL YEAR COST:	$7,000.00
RECURRING COST:	$5,000.00

Equipment

Need	Cost (Initial/Recurring)	Supporting Departments
Annual cost of EMR	$5000.00 / 5000.00
Nuesoft Express license and software, staff training	$7000.00	Information Technology, CIO Office
TOTAL:	$7,000.00 / $5,000.00

Facility

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Supply

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Staffing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Training

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Marketing

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Other

Need	Cost (Initial/Recurring)	Supporting Departments
TOTAL:	$0.00 / $0.00

Prioritization

Level 5 Level 5 Cabinet Middle States	Level 4 Level 4 PBIE Committee	Level 3 Level 3 Academic Affairs and Student Services, Provost, VP Office Administration and Finance, VP Office Board of Trustees Chief Diversity Officer Institutional Advancement, VP Office President, Office of Student Services, VP Office SUNY Orange Foundation Sustainability Workforce Development, Strategy & Innovation, VP Office	Level 2 Level 2 Alumni Relations and Special Events Athletics Business Math Science and Technology, AVP Office Business Office CAPE Career and Internship Services Communications Office Enrollment Mgt and Student Financial Services, AVP Office Facilities Food Tech Grants Health Professions, AVP Office Hudson Valley Educational Consortium Human Resources, AVP Office Information Technology, CIO Office Institutional Planning Assessment and Research Lab School Learning & Student Success, AVP Office Liberal Arts, AVP Office Marketing Newburgh Campus Phi Theta Kappa Security Student Engagement and Completion, AVP Office	Level 1 Level 1 Academic Advising Academic Support Middletown Academic Support Newburgh Academic Technology Accessibility Services Admissions and Recruitment Arts and Communication Behavioral Sciences Biology Bursar Business Capital Projects Center for Student Involvement Center for Teaching and Learning Clinical Laboratory Science Computer Science and Technology Criminal Justice Cultural Affairs Custodial and Grounds Dental Hygiene Deployment & Operations Diagnostic Imaging Education Educational Opportunities Program Educational Partnerships English Enrollment Support Services Environmental Health and Safety ESL CAPE Financial Aid Global Studies Governance Honors Program HVAC Information Services & Network Infrastructure Interdisciplinary Studies Liberty Partnership Program Library Mail and Copy Services Maintenance Mathematics Movement Science Nursing Occupational Therapy Payroll Physical Therapy Records and Registration Science Engineering and Architecture Student Services - Data Management Student Services Central Student Services Newburgh Campus Student Support Initiatives Testing Center TRiO Student Support Services Unused Wellness Center Work Force Development CAPE	Initiative Title	Department
5	5 Notes View	4		1 Notes View	Electronic Medical Records for Health Services $7,000.00 / $5,000.00	Wellness Center

Level 1 (Wellness Center)

This is the only new initiative I can foresee proposing for the next 5 years or until it occurs. We will need additional staffing in Health Services, especially as we grow into our new Newburgh Campus. However it is not my understanding that staffing is considered as a new initiative.

Level 4 (PBIE Committee)

The ability to efficiently respond to student health needs is greatly hampered because Health Services is an entirely paper environment. This problem is magnified during emergency situations when the only way to obtain vital information may be to manually look for such information through boxes of paper files. For this reason, it is considered a priority that Health Services? request for funding to automate their office be fulfilled. The health needs of students in an emergency; the ability to more easily fit the remedy to the patient, all can be facilitated through digitizing our health records for the college.

Assessment

Date	Department Name	Status	Cost to Date	Funding Source
No results found.