June 27, 2024

Digital Health News – June 2024

One year ago, we launched a significant enhancement to our EMR. Amidst a challenging time within the healthcare sector, our journey continues into 2024 with a focus on collaborating and supporting the 13 working groups and committees dedicated to optimising the EMR and enhancing our Digital Health platforms.  Together we are committed to improving the quality and safety of patient care. 

Our dedication to delivering Best Care drives us to stay at the forefront of technology. Each year, the Digital Health team, in collaboration with Oracle Health undertakes a major code upgrade for Western Health’s EMR system. This essential upgrade ensures that we maintain the latest and most secure code level, enhancing security, performance and functionality. We will announce more details about the 2024 code upgrade next month.  

The Bacchus Marsh and Melton Digital Health Transition project is gathering momentum as we prepare to go-live in November 2024 with several new systems, including the EMR, to improve patient care documentation and management. As we enter the operational readiness phase, our project team will increase its onsite presence, ensuring that all systems and processes are fully prepared. The team is working closely with BMM staff to conduct thorough testing, training, and validation activities to ensure a seamless transition. 

Please share this newsletter with your team.  

 

Lily Liu 

Divisional Director, Digital Health 

 

 

 

  • Bacchus Marsh and Melton Digital Health Transition Project

    May and June 2024, saw the Digital Health project team onsite at Bacchus Marsh and Melton information sessions. For those who missed the sessions, you can catch up by viewing the recording on the Digital Health site.  

    Operational Readiness 

    The onsite presence of the Digital Health project team will continue as we head into the operational readiness phase of the project. This phase is crucial for ensuring that all systems and processes are fully prepared for our Go-Live in November. The team will work closely with all stakeholders to conduct thorough testing, training, and validation activities. Their ongoing presence will help address any challenges quickly, ensuring a smooth transition. 

    Super Users 

    In July 2024, we will launch the BMM Super User network with 100 staff at Bacchus Marsh and Melton, joined by members of the executive team. Face-to-face sessions will be held at both sites: 

    • Bacchus Marsh: Tuesday, 23 July 2024, 2pm-3pm 
    • Melton: Wednesday, 24 July, 2.30pm to 3.30pm  

     

    BMM staff can still sign up to become a Super User with their manager’s approval by completing this short form 

    We are also seeking Supernumerary Super Users to join the BMM go-live activities. If you are an existing EMR Phase 2.1 Super User and would like to join the team, please let us know! You must be able to travel to Melton and/or Bacchus Marsh during the go-live period in November and December 2024.  Refer to the information on the Digital Health site for sign-up details.   

    Training 

    Our Digital Health Training team continues to support BMM staff, with ‘EMR for View Only’ training sessions.  These sessions are important for both clinical and clerical staff. If your team at BMM has not yet attended ‘EMR for View Only’ training, please reach out to our training team at WHS-EMRTrainers@wh.org.au or access the WeLearn course  

    We will offer a blend of in-person training and self-paced leading up to go-live in November 2024. Further details are available in the training section of the virtual information session recording (starting at 21.14 minutes).  

    For more information on the BMM Digital Health Transition Project, visit the Digital Health site.

    Enhancing the Benefits and Functionality of the EMR

    Optimising EMR functionality for Western Health remains a priority for the Digital Health team. This includes supporting 13 groups and committees focused on EMR optimisation and enhancing the benefits of Digital Health across the organisation.  

    Highlights for June 2024, include:  

    • Next of Kin information: Significant improvements to the visibility of Next of Kin information within the EMR, PowerChart and FirstNet applications.  
    • Referral to the Gender and Sexuality Liaison Clinician: A new referral for this important service is now available within the EMR.  
    • Referral Triage Workflow: Has been enhanced to ensure information is captured accurately during the nurse triage/screening step.  
    • Scheduling Workflow: Changes implemented to minimise incorrect overbooking of clinics.  
    • Allied Health Rejection Letter: A new reason has been added for Allied Heath to generate the appropriate letters to reject and redirect to external services. 

     

    To read about all EMR updates made in 2024, visit the new EMR Updates page. 

    EMR on the Go licenses are now available

    As part of the Electronic Medical Record (EMR) Phase 2 project, the Digital Health team is supporting clinician access to ‘EMR on the Go’, using personal handheld devices or smartphones. 

    Join more than 250 clinicians with an EMR on the Go license. Western Health staff are using the PowerChart Touch app to view almost 100 patient charts every day, add clinical images and dictate notes. 

    EMR on the Go licenses are now available to medical officers and allied health professionals. Licenses are in demand, so please complete the expression of interest form and view the device requirements beforehand on the EMR Mobile Apps page on the Digital Health site. 

    Licenses will remain active for clinicians who participated in the 2023 pilot.   

    If you have further questions, please contact: 

    Introducing a new Secure Messaging Delivery Provider

    The Digital Health team is collaborating with an operations-led working group and other teams to transition to a new Western Health Secure Messaging Delivery (SMD) provider for clinical documentation. SMD allows Western Health to electronically send confidential patient communication from other health services and clinicians. The move to HealthLink demonstrates our commitment to delivering accurate, timely and seamless communication that enhances patient care and safety.    

    Once the platform is live, we will use a staged approach to send selected clinical documents to a pilot group of GPs, before sending a wider range of documents to more recipients. Each phase will have a controlled release and post go-live monitoring before moving to the next phase. The first phase will focus on clinician letters, cancer Multi-Disciplinary Meetings, inpatient/emergency discharge summaries and pharmacy medication lists.  

    Our immediate focus is on testing and promoting the sign-up to HealthLink with GPs, to ensure they are ready for the change. We will work with a sample group of GP practices to test the workflows and ensure operational readiness. 

    The Chief Medical Officer and Operations teams will provide further updates as this important initiative progresses.  

    New Footscray Hospital

    The Digital Health team is collaborating with other Western Health teams and service providers on the New Footscray Hospital (NFH), focusing on integrating Digital Health applications into the site.  

    The EMR build in the non-production environment is now complete, and we are preparing for systems testing. The iPM build in the non-production environment has also commenced.  

    Changes to iPM and, EMR and BOS: 1 July 2024

    Starting 1 July 2024, along with other statutory reporting changes new mandatory requirements from the Department of Health will be in place for the Victorian Admitted Episodes Dataset (VAED), Victorian Emergency Minimum Dataset (VEMD), Elective Surgery Information System (ESIS), and Victorian Integrated Non-Admitted Health Minimum Data Set (VINAH MDS) data collections. These requirements include reporting sex at birth and gender.  

    The Digital Health Patient Administration Team is working with vendors for both iPM and the EMR to implement the new fields by 1 July 2024. In collaboration with the Diversity and Inclusion Division, training began this month for frontline staff who document patient information in these systems.  

    In addition to statutory reporting changes in iPM and EMR changes are also required in Birthing Outcomes System (BOS) from 1 July 2024. The Digital Health team is working with DTS to implement these changes in a non-production environment for testing, which will be completed by the Performance Management Unit (PMU). It is expected the changes to the production environment will occur in July 2024. PMU will communicate with the relevant stakeholders on the impacts to their workflows.  

    To ensure our systems and staff are prepared for the changes, the Digital Health team will priortise these updates ahead of other change requests in the lead-up to 1 July 2024. 

Page last updated: 27 June 2024