Making the Switch: Best Practices for a Successful DRVS Re-Implementation - Part 1

Building a Strong Foundation - Key Steps to Prepare for DRVS Re-Implementation

In the ever-evolving world of healthcare technology, value-based care and care management, the integration of Electronic Health Records (EHRs) with Population Health Management (PHM) systems like Azara DRVS is crucial for improving patient outcomes, enhancing operational efficiency, and promoting coordinated care. However, re-implementing or upgrading an EHR system in a way that allows for a seamless and data-rich end result comes with unique challenges. Following a structured approach to the EHR migration and Beginning with The End in Mind will help ensure a smooth transition.

Working with your Azara Client Success Manager early will help make the transition seamless. Part 1 of this series shares essential tips for success when preparing to re-implement DRVS alongside your new EHR:

1. Assess Current System Limitations

Before diving into the re-implementation process, take the time to thoroughly assess the existing EHR system. Identify its limitations in terms of data integration, interoperability, user experience, and the ability to manage population health data. Understanding where your current system falls short will help you define clear goals for the new system.

Key Questions:

• Are there workflows in the new EHR for the most used reports/measures in DRVS?
• Are the new EHR workflows reportable - structured, specific, standardized?
• What workflows are missing in the current EHR that should be added to the new EHR?
• What workflows from the current EHR are working well? How can those workflows be preserved?

2. Involve Key Stakeholders Early

Engaging stakeholders from the outset is essential for the success of both the EHR implementation and the re-implementation of DRVS. This includes providers, clinicians, Quality Management team and of course the EHR experts. By including a diverse group of voices in the planning process, you can gain insights into what features will best support their workflows and improve patient care. Establishing a steering committee or advisory group also helps ensure that everyone’s needs are represented.

Key Questions:

• Who will lead the DRVS Implementation?
• Have the appropriate DRVS stakeholders been involved in the planning process for the new EHR?
• Who will be the decision makers regarding the DRVS re-implementation timeline?
• When will the appropriate resources be available for the DRVS re-implementation?

3. Develop a Clear Data Integration Strategy

Data integration is key when implementing a PHM system. Population health management relies on accessing comprehensive, real-time patient data from a variety of sources. This includes clinical, demographic, behavioral, and non-clinical factors. Develop a data integration strategy that ensures the accurate and timely flow of information between the EHR, PHM system, and any other healthcare systems involved. This also means ensuring compliance with regulations like HIPAA for data security and privacy.

Key Questions:

• Will DRVS access the new EHR through a direct connection, data feed, a third party?
• How will users access the information on the Patient Visit Planning (PVP) report in DRVS during the time between the current EHR and getting the new EHR connected to DRVS? What information will be available, up to date, etc.?
• Are there considerations for Azara Care Connect (ACC) or Azara Cost and Utilization (ACU) that need to be addressed to reduce or eliminate any downtime for these Azara products?

4. Train Users Thoroughly

The re-implementation of an EHR system, especially one integrated with DRVS, can significantly change the way healthcare professionals interact with patient data. It’s important to provide comprehensive training for all users—clinicians, administrators, and support staff. Hands-on training, role-specific modules, and regular refresher courses will help staff become proficient in using the system. The more comfortable they are with the new workflows, the smoother the transition will be. The data in DRVS is at its best when clinical staff understand the workflows for documenting in the new EHR.

Key Questions:

• When should we re-implement DRVS? Keep in mind the training of staff and workflow revisions that will need to be completed within the first few weeks of the EHR go live.
• Working with your CSM and Implementation Project Manager will give you a sense for the “right” timeline for your organization.

5. Leverage DRVS During the EHR Migration

One of the primary benefits of integrating DRVS with the EHR is the ability to gain insights into patient populations. Leverage the use of DRVS to access this information during any EHR downtime, use the PVP for morning huddles and the Care Management Passport (CMP) to access and manually enter select data points that may not have been migrated over to the new EHR. Understand what data will be migrated to the new EHR and what will not. Many EHR migrations do not include a historical pull of various demographic data that may be needed for regulatory reporting such as UDS. DRVS can assist with several of these data gaps. Work closely with your CSM and Implementation Project Manager to understand what data can be migrated from the existing instance of DRVS to the new instance.

Key Questions:

• Will the full patient population be migrated from the existing EHR to the new EHR? Understand what the end result is if a partial patient population will be migrated vs. a full patient population.
• Will allergies be migrated from the old EHR to the new EHR? DRVS can migrate the current allergies and those that were active in the last 3 years.
• Will appointments be migrated over to the new EHR? If not, since DRVS does not migrate appointments, it is crucial to determine how to address this gap to ensure the PVP remains accurate and useful.
• Will all immunization data be migrated to the new EHR? If not, the Azara Implementation team can migrate all immunizations so they are available in DRVS.
• Review the Data Migration DRVS to DRVS Checklist with your CSM prior to the EHR migration so everyone is prepared and understands what data will and will not be available in the new instance of DRVS.

Coming Up in Part 2

Once the new EHR is in place, the focus shifts to the re-implementation process, effective communication strategies, and long-term optimization. Stay tuned for Part 2 of the series which will share insights on how to monitor and optimize DRVS post-implementation, ensure long-term maintenance, and adapt to inevitable changes in healthcare data management.