Industry leaders share their experience for successful strategies for implementation and optimization, including delighting users, easing the burden on IT and mitigating device loss.
In today's fast-paced healthcare environment, integrating mobility into technology strategies presents a myriad of challenges and opportunities. Industry experts, Mike Burke, former Assistant VP of Information Systems at Valley Health System and Dan Connelly Hospital System Manager at Redington Fairview General Hospital, share their experiences with mobile device initiatives in healthcare. Their journeys, though distinct, highlight common challenges and strategies essential for successful implementation.
The Mobile Healthcare Landscape
As organizations increasingly adopt mobile technologies, understanding the workflow requirements and considerations is critical. Mobility has the potential to enhance operational efficiency and improve patient care, but it also introduces complexities, including security and operational that must be managed effectively.
Different Phases, Common Challenges
Mike and Dan, both discuss their unique positions within their respective organizations. Dan was embarking on his mobile journey, implementing devices for the first time alongside a new Electronic Health Record (EHR) system. In contrast, Mike's organization already had a fleet of devices in use for nursing communications. Despite their differing stages, both faced similar challenges, particularly concerning device management and integration into clinical workflows.
Key Areas of Focus
Device Management: Both IT and clinical teams must collaborate on device management strategies. This includes:
Loss Prevention: Developing systems to track devices and reduce loss.
Device Health: Ensuring devices are maintained and updated, minimizing disruptions in clinical workflows.
Clinical Utilization: Clinicians require immediate access to functional devices that suit their specific workflow needs.
Workflow Integration: Understanding that different roles within healthcare necessitate different tools is vital. Clinicians must be able to focus on patient care rather than worrying about device functionality, battery life, or security protocols.
Security vs. Convenience: The balance between stringent security measures and user convenience is paramount. As healthcare environments prioritize patient privacy, ensuring that clinicians can access necessary tools quickly and efficiently is crucial for maintaining workflow continuity.
Infrastructure Readiness: Evaluating existing IT infrastructure is essential. Organizations must ensure that wireless capabilities and other technical supports are in place before launching mobile initiatives.
Building Effective Mobile Strategies
For healthcare organizations, the successful adoption of mobile technology hinges on strategic planning and stakeholder involvement.
Engage Clinical Expertise
Having clinical staff involved in the decision-making process helps streamline the adoption of new technologies. Their insights can significantly reduce decision-making time and ensure that chosen devices meet real-world clinical needs.
Invest in Training and Support
Effective training is essential for staff to adapt to new mobile devices. Mike noted that in-service sessions held at the beginning of shifts proved effective, as did empowering staff members to lead these sessions. When staff feel supported and informed, they are more likely to embrace new technologies.
Implementation Insights
Both Mike and Dan shared specific experiences that underscored the importance of thoughtful planning in mobile initiatives.
Positive Feedback Loop: Mike's organization saw surprisingly enthusiastic feedback from clinical staff after implementing a proof of concept. This encouraged further rollout of the technology.
Challenges with Personal Devices: The integration of personal devices into professional environments can complicate mobile strategies. Clear policies regarding device usage and charging practices help mitigate issues.
As the healthcare landscape continues to evolve, understanding and addressing the key challenges of leveraging mobile technology effectively will ultimately improve patient care and operational efficiency.
Below is the Q&A conducted with Mike and Dan to uncover their processes and best advice for how to roll out and optimize a mobile device strategy.
Q&A
Q: What was your main driver to implement Imprivata Mobile?
Dan: At Reddington Fairview, implementing a mobile authentication solution was part of our larger project to transition to an electronic medical record (EMR) system, since the hospital had been primarily using paper. The goal was to create a user-friendly experience for nursing, physicians, and clinical staff, facilitating quick access to applications and making it easier to transition from carts, handheld devices, and iPads. The focus was on ensuring the process was as efficient as possible for users.
Mike: The implementation aimed to address the issue of tracking mobile devices for nursing staff and physicians, as there were problems with losing phones. The primary goal was to identify the location of devices and who checked them out. A significant benefit discovered was the single sign-on (SSO) feature within the Imprivata Mobile Access Management system, which facilitated access to multiple apps on the iPhone, particularly the Vocera app. This SSO functionality, while still developing for iPhones, proved to be a key incentive for users.
Q: What was the impact to clinical/ancillary staff workflow?
Dan: Having a clinical staff member involved in developing processes and workflows was instrumental in creating a solid foundation for the technology rollout. The technology was designed to be intuitive for end users, leading to good acceptance. Users appreciated knowing the iPads they were using had sufficient charge and could access necessary apps easily. Some iPads were dedicated to Zoom meetings, while others were focused on patient care. Staff, including phlebotomists and nurses, favored handheld devices that allowed them to scan wristbands, collect specimens, and administer medication efficiently, without needing larger devices like carts or iPads.
Mike: During a proof of concept for new technology at a hospital being built in Paramus, New Jersey, the clinical staff expressed unexpectedly positive feedback, saying, "We love it! Can we continue to roll it out?" This enthusiasm was unusual for new tech trials. A key positive impact was that the new nursing leadership gained visibility into which staff members had each phone. This feature allowed them to log in and see phone assignments, this was well-received and considered beneficial for managing device usage.
Q: What educational and/or training resources were provided for clinical staff?
Dan: Training involved a mix of methods. Some lab staff learned to use the super device and then shared their knowledge with colleagues. The assistant manager provided training on ensuring proper setup. For the med-surg units, the focus was on training nursing coordinators and charge nurses, who then facilitated rollout on their floors. In-person training sessions were available for those interested, but attendance was optional, with some opting to participate to see the full process.
Mike: The process was straightforward. In-services were conducted at the start of two shifts before staff took over. A notable positive impact was the feature that indicates which phone has the most battery power, addressing previous complaints about picking up dead phones. This enhancement was appreciated by the staff.
Q: What are the requirements/considerations for IT?
Dan: As the team prepared to go live with the new hospital and medical office building, finding a supportive partner was crucial. Working with Dan Smith [Solution Engineer] from Forward Advantage made the process comfortable and helped clarify the necessary architectural changes. The team faced challenges, including staff losses due to COVID-related mandates, which affected planning. An AirWatch administrator left shortly before the rollout, but support for implementing multi-factor authentication for remote access was instrumental. Overall, having a knowledgeable resource to guide the process not only facilitated immediate needs but also enhanced the team's understanding of the backend, ensuring long-term support for the technology.
Mike: The organization had already implemented iPhones in patient care services, equipped with battery cases that lasted an entire shift. However, when considering Imprivata Mobile Access Management, they realized they needed to purchase new pass-through cases for the iPhones. It’s important to ensure that the cradles for these cases are placed in well-ventilated areas, as the planned location for the new hospital lacked adequate ventilation. Each cradle also requires a small PC and a tap-and-go card reader. Overall, key considerations include sourcing appropriate cases, cables, and card readers for successful implementation.
Final Thoughts
As healthcare organizations navigate the complexities of mobile initiatives, the experiences of leaders like Mike and Dan serve as valuable case studies. Their journeys underscore the importance of collaboration between IT and clinical teams, the need for robust training programs, and the critical role of clinical expertise in shaping technology strategies.
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