Summary
The Rennie Grove Peace Hospice SystmOne project was a successful project that was delivered on time and on budget. As part of an ongoing merger the project involved the migration of one of the hospices from InfoFlex to SystmOne whilst at the same time updating and restructuring the existing SystmOne system to introducing new best practices and resources. The project was complex due to the tight timescales and the merger of clinical services at the same time.
Aims/Objectives
Migrate RGH hospices to a single SystmOne EPR system
-Review, Streamline and align process to enable introducing a shared EPR
-Creation, updating and introducing of new shared resources for holistic care
-Update and training existing SystmOne users
-Implement and support go live for Hospice new to SystmOne
-Include both Adults and Childrens services
-Deliver the project on time and on budget
-Provide a safe and supportive team and project to implement the EPR
What did we do?
The project team worked through a number of phases, including:
-Scoping and requirement gathering
-Discovery and planning
-Development and design
-Communications and planning for training and roll out
-Go live
-Support and maintenance
What was the context / background?
The project was initiated due to the need to migrate two hospices to a single SystmOne system. The project was also complex due to the need to merge clinical services and admin services at the same time.
How was it organised and who was involved?
The project was organised by a project team that included representatives from the two hospices, Optimised Solutions, and the IT provider. Optimised Solution provided full Project Management and worked with the hospice leads to roll out the project with a combination of PRINCE2, Agile & LEAN methodologies. The clinical lead for the project was the project executive and provided superb leadership throughout.
What resources did you need?
Financial resources, Human resources, IT resources.
Benefits?
-The two hospices were migrated to a single SystmOne EPR system
-The project timelines remained on track throughout the project.
-Delivered on time, on budget, and within scope.
-Successfully mitigated any risks that arose.
-The project team was able to effectively plan, execute, and manage the project.
-The new system is providing a more efficient and effective way of recording and managing patient information and enabling access to additional shared patient data.Improved standardisation of service offering through new clinically signed off structured resources.
-The new system will provide a more consistent approach to data entry and reporting.
-The new system will provide a more user-friendly interface for staff.
-The new system will provide a more secure platform for storing patient information
-The new system enables safer, joined up ways of working and many opportunities to introduce enhanced functionality such as Autoplanner and Airmid at a later date.
Testimonial
We engaged the services of Optimised Solutions to support the design and roll out of ourSystmOne module across our newly merged hospice organisation and were absolutely delighted with the service that we received. The team brought their extensive experience and guided us through the whole process from the initial planning phase to the eventual roll out. The project was brought in on time and on budget, a huge feat given the significant complexity of the work as a merger of clinical services was happening at the same time! The Optimised Solution team were extremely professional and provided expertise inproject management in addition to their extensive technical knowledge of SystmOne. Their experience of healthcare organisations, in particular the independent hospice setting, proved invaluable as they appreciated the unique challenges and the need for flexibility within the sector. Optimised Solutions provided enormous levels of support to the hospice staff during the training and throughout the roll out phases of the project, being on hand to manage issues and support our teams. The feedback from the staff was overwhelmingly positive about the support that they received and the approachability of the Optimised Solutions team. They also worked seamlessly with our IT provider and our in-house SystmOne support staff to ensure that the project was robustly embedded. In addition to the rollout of the system, Optimised Solutions provided further expert input into a project developing the reporting mechanisms for data extraction from the new system and offered recommendations for future developments within SystmOne for our hospice organisation. I cannot recommend Optimised Solutions highly enough. Their expertise and skills were incredible and their unwavering good humour and patience, despite the inevitable ups and downs, made this very challenging project the success that it was. I very much hope to use their services again in the future.
Dr Sarah Klinger
Medical Director and Clinical Lead for SystmOne