Requirements Checklist - HCP

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HealthCloudPOL, like any professional application, requires initial setup, including users, preferences, any customizations desired and many other items that constitute the scope of implementation. Although it is designed to be simple and quick to implement and use, there are still certain elements of this scope definition that must be addressed. Proper planning and preparation ensure the system meets your needs as completely as possible, and in the shortest possible time. Here is a checklist of requirements to be met before setting about the implementation of HealthCloudPOL. They can be broken down into four categories:


1. Laboratory Checklist

2. Product Demonstration

3. Scope of Work

4. Issue Agreements



Laboratory Checklist

Of course when planning setup of HealthCloudPOL for your lab, foremost among considerations is the lab's specific characteristics and requirements. So here's a checklist to help make sure you have those considerations covered. Use these to provide information to LabLynx support or to help you clarify your situation in your own mind:


CLIA Information

  1. CLIA Number
  2. CLIA Certificate Type
  3. CLIA Tests Performed In

Lab Information

  1. Do you have an EHR?
    1. What is it?
    2. If not, why not, and how do you currently manage patient data?
    3. Are you planning to get one?
  2. Do you have a current LIS?
    1. What is it?
    2. If not, why not, and how do you currently manage lab data?
  3. How many locations does your lab have?
  4. What types of instruments, if any, do you have (models etc. can be listed later)? Are you planning to get one/some?
  5. Are instruments integrated to EHR and/or current LIS?
  6. What tests do you do (this will need to be a complete list, with parameters and ranges, before beginning Setup & Training)?

Contacts

  1. Users
  2. Administrator(s)
  3. Accounting
  4. Vendors/Suppliers

Additional Information

  1. Instrument List (specific make, model) with parameters
  2. Time Zone
  3. Special Considerations

The POL LIMSpec

The Laboratory Informatics Institute has published a LIMSpec for the Physician Office Laboratory that includes many explanatory and relevant feature and function specifications for a physician office LIS. You can use it to query potential vendors about their products, services, pricing and more.

Product Demonstration

Certainly before bringing software into your lab you'll need to see it in action. The product demonstration is an integral part of pre-planning. But it is more than that. The demo offers a unique and valuable opportunity to exchange information within the context of the application - which means you can ask about how a function works and see it right then and there. Equally, it is a perfect tool for communicating needs and expectations to LabLynx, and for LabLynx to ask questions about how you do things and how you would like to do them in the new system.
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The demo session is typically done online, which is useful for a couple of reasons. One, it means you can schedule - and reschedule if necessary - at your convenience with little in the way of logistics to arrange. And two, it is recorded, so everyone is clear on what was promised and what wasn't, how things were shown to work, etc., and also you can review parts you may have missed or not quite understood, and you can share it with others who then also get a look at the LIS.

To help you make sure you get the very most out of your demo session, here is a checklist of things to make sure get covered:


1. Define Requirements - Customers know their lab, but it is extremely common to be a little uncomfortable in the area of Laboratory Informatics. Vendors know their product and informatics, but it is up to the lab to communicate their specific needs. The problem is that often labs don't really know their needs when it comes to informatics - partially because they really may not know what the technology and specific app are capable of doing.
It's the job of the vendor to help you understand what the product can do to help you manage your data. It's your job to communicate what kinds of data you have and what needs to be done with them. The Laboratory Informatics Institute's LIMSpec for POLs is a good tool to help you set expectations. Some of the kinds of information you need to be able to define include:

  • Number of users
  • Roles of users
  • Workflow(s)
  • Number and kinds of instruments
  • Any examples of reports and instrument files
  • What are your "pain points"?


2. Demonstrate to Requirements - As you share your information, the LabLynx representative will show you exactly how each need is met in the system. Once you feel comfortable that you understand how it works in each case (and you may well discover needs you didn't know you had, or solutions you didn't know existed), you'll want to be forming a picture of exactly which functionality you want to include in your budget (remember HealthCloudPOL itself is free - but any extra work or plugins aren't), and begin to formulate a scope together with your LabLynx representative.


Add Assays to Specimen

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3. Discuss Standard Implementation - HealthCloudPOL, like many systems, includes certain things as standard, but also has other optional services and features available. Make sure you know the difference. HealthCloudPOL includes in its standard implementation:

  1. Signed Agreements. These consist of the BAA and SA (Sales Agreement). Nothing can get started until these are signed and returned. They are the last planning step before implementation, or, if you like, the first step in implementation.
  2. App Provisioning. Once the BAA and SA are in place, HealthCloudPOL is installed on the LabLynx, Inc. Cloud Infrastructure, ready for Setup and Training.
  3. Free Support Services. Ask about the unlimited free support services that are included with every free HealthCloudPOL account. Clarify which, if any, of the functions, features or services that you want are in addition to the demonstrated functionality and free support services.
  4. Help Desk. Every HealthCloudPOL customer gets a LabLynx Help Desk account, which provides timely and comprehensive support, the ability to request new features and/or services and to interactively monitor progress. You can ask to see a demonstration of its capabilities.

4. Discuss Optional Products and Services - Your LabLynx representative will be more than willing to explore with you any features, functions or services you have in mind that aren't part of the default free application. We'll help you decide what's important and what can wait, and work with you on how best to budget. There are three kinds of additional items, so find out how the ones you want are priced:

  1. Fixed Fee Items. Some items are priced as "fixed fee', which means a price will be quoted and the item is delivered at that cost - no more, no less.
  2. Hourly Blocks. Groups of hours, usually in 4- or 8-hour blocks, are always available for purchase toward any work you would like done. This method of payment ensures you control your budget dynamically.
  3. Subscription Fee Items. Some items are priced as ongoing subscriptions, usually monthly or annually. These include, typically, things like interfaces with included support.

Scope of Work

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HealthCloudPOL is specifically designed to be simple, quick and easy to set up and use, so it's not like many enterprise-level applications that require a project to implement. Nevertheless, it is important to use the Laboratory Checklist and Product Demonstration to help you decide what you want and don't want in your LIS solution. It can include multiple instrument interfaces and connection to your EHR, billing services and more - or it may be the standard, free LIS alone, or something in-between. Elements of this scope fall under the general categories of:
  1. Application - The core of HealthCloudPOL is the LIS itself, which is free and comes with the HealthCloudPOL Support Resources described in the HealthCloudPOL Manual and website at http://healthcloudpol.com.
  2. Add-Ons - Any of a number of Implementation Options are available either initially or at any time thereafter. Choose from among them to define what you want now, and for the short, medium and long term.
  3. Services - In a real sense all implementation and add-ons are services, because where a feature or function exists it costs only to activate or configure it. Where it doesn't, it costs to develop it. All services are listed and discussed in the Services and Implementation Options sections of the HealthCloudPOL Manual.

Issue Agreements

Once you have a good idea of your scope, you're ready to sign up and get going! The last part of the Requirements Checklist to complete is the signing of the SA and BAA.

Once they are both in place, the activity starts. Your Help Desk account is set up, the site will be provisioned and you're on your way.

The documents are always stored in the Help Desk project itself. Keep copies for your own records. They can even be uploaded into the Document Record Management area of HealthCloudPOL itself if you like, for easy reference.