Initial Coordination for Digital Bridge eCR Proof-of-Concept Working Groups August 5, 2016; Facilitators – John Lumpkin & Andy Wiesenthal
Coordination for eCR Proof-of-Concept Working Groups – Agenda Topic Contents Duration Opening Remarks from John Lumpkin 5 minutes Discussion of Initial Governance • Initial proposal for governance rules 30 minutes Structure and Membership • Initial proposal for membership rules Discussion of Working Group Structure • Initial Working Groups − Technical Solution − Requirements 20 minutes − Sustainability − Legal/Policy/Regulatory • Proposed Structure of all Working Groups Closing Remarks and Action Items 5 minutes Initial Digital Bridge Working Group Coordination 2
Proposed Governance Structure 3
Rough Initial Proposal for Governance Body Rules 01 04 Composition Meeting Cadence The interim governance body will be comprised of no Governance meetings should take place on a monthly more than 15 members and 1 chairperson. basis, with added frequency or sub-group meetings a) Initial chairperson will be John Lumpkin of RWJF. added as is necessary. b) The initial 15 members will be split equally among Public Health, Electronic Health Record Vendors, and Health Providers; each organization can select its governance member and included groups will initially be limited to those who attended the Greenhouse Session (June 2016). 02 05 Decision Making Interim Governance Decisions will be made by consensus wherever The interim governance body will design and select the possible; if voting is necessary a quorum of 2/3 of the permanent governance body, to be chartered and membership (10 members) must be present and selected no later than 1/1/18. voting, and a simple majority of those voting will be sufficient to approve a decision. The Chairperson will vote only in the event of a tie. --Abstain is consent. --A negative vote requires a rationale. 03 06 Outreach Ongoing Governance The governance body can solicit opinions, Terms of Ongoing Governance members shall be 2 years presentations, etc. to be shared with the group from in duration. others in the community as it feels is appropriate. Initial Digital Bridge Working Group Coordination 4
Rough Initial Proposal for Governance Membership Principles 01 03 Attendance Authority Governance members are expected to attend all Governance members should be able to make governance meetings. decisions and commitments on behalf of their organization. 02 04 Working Group Membership Time Commitment Governance members may participate on work groups or Governance members should commit 15-20 hours a task forces that the Governance Body creates. month to dedicate towards executing the work of the governance body. Initial Digital Bridge Working Group Coordination 5
Proposed Working Group Structure 6
Proposed Initial Working Groups What should these groups look like? Requirements • Working groups should consist of between 5 and 10 members. • All members must be willing to make substantial time commitments for the next 6-12 months and possibly beyond. Technical Solution • Logistical support and project management will be provided for the working groups. • Working groups will be encouraged to Sustainability obtain input from across all 3 communities — Public Health, Delivery Systems, and Vendors — as necessary to accomplish their work. Legal/Policy/Regulatory • All work product will be public, and members should expect to have responsibilities for consistent external communication. Initial Digital Bridge Working Group Coordination 7
Proposed Rules of the Road for Working Groups Requirements Technical Solution Sustainability Legal/Policy/Regulatory • Scope Statement: • Scope Statement: • Scope Statement: • Scope Statement: − The Sustainability working − The Technical Solution − The Legal Working Group will − The Requirements working group will develop a self- working group will develop identify policy and regulatory group will identify the sustaining business model for the technical solution for issues, develop model reportable conditions and bi-directional exchange. sending and receiving data solutions, and initiate trigger codes for those with input solicited from the advocacy for the models. conditions, the core data to community of practice as be transmitted and received, needed. and the clinical and public • Rules of the Road: • Rules of the Road: health workflow issues − Membership will be drawn • Rules of the Road: − Members will have experience associated with the rest of from all 3 communities. − Membership will consist of with legal frameworks in their the requirements. − RWJF, PHII, and Deloitte will approximately 5 invited jurisdictions and will be provide additional subject vendors and at least 1 drawn from all 3 • Rules of the Road: matter expertise to the member each from Public communities. − Membership will be drawn Sustainability working group. Health and Delivery System − Working group members from all 3 communities. − Working group members communities. should meet twice a month. − There will be one set of should meet twice a month. − It is anticipated that the trigger codes, to be working group will obtain maintained by public health. input from a variety of − Care Delivery Systems will sources. have the opportunity to − Working group members identify what is feasible for should meet twice a month. them to implement. − Working group members should meet twice a month. Initial Digital Bridge Working Group Coordination 8
Proposed Organizational Structure Governance Board Governance Chair (John Lumpkin – Initial) Care Delivery Public Health Vendor Program Ex Officio Networks Management Members Project Project Communications ONC Rep Director Director Manager Co-Principal Logistics Financial Communications Investigators Coordinator Admin Specialist Requirements Technical Legal/Policy/ Sustainability Workgroup Workgroup Regulatory Workgroup Workgroup Requirements Chair Technical Chair Sustainability Chair Legal/Policy/Regulatory Chair Care Care Care Care Public Public Public Public Delivery Delivery Vendor Delivery Vendor Delivery Vendor Vendor Health Health Health Health Networks Networks Networks Networks Initial Digital Bridge Working Group Coordination 9
Timeline to Consider 10
Proposed eCR Proof of Concept Timeline Q4 2016 & Q3 & Q4 Q3 2016 Q1 2017 Q2 2017 2017 Assemble existing tech Permanent Governance Governance and governance artifacts Entity launched and establish repository Secretariat and neutral convener Initial Governance body and formed workgroup defined and recruited POC sites & participants selected PH Informatics Broad stakeholder engagement across all workstreams Conference 8/24/16 Communications Develop eCR readiness Define PH Agencies report readiness toolkit for PH agencies communications plan Document First trigger codes and Requirements eCR business requirements POC tech Develop Lessons RCKMS platform available Technical Solution solutions defined Learned from POCs Sustainability plan Measurable metrics Report on measurable Sustainability and scalability plan for success defined success metrics for PH expansion Legal/Policy / Data use agreement, Privacy PH Agencies report readiness Regulatory & Security Policy developed Proof of Concept Proof of Concept Site Kickoffs Execution Initial Digital Bridge Working Group Coordination 11
Communications Approach 12
Stakeholders and Communications Communications Planning • Communications planning has begun − August 2016: Public Health Informatics Conference Members and their Organizations − August 2016: Informational sheet will be High levels of communication distributed and attention; must be willing and able to work (i.e., − October 2016: Full communications plan Governance and Workgroups) developed • Suggestions welcome for events and communications tools Implementers − EHR vendor user group meetings Provide information and status updates; contributes useful insights and suggestions (i.e., Pilot Sites) Adopters Broader external communication; audience will be impacted by project (e.g., Public Health Agencies) Time Initial Digital Bridge Working Group Coordination 13
Next Steps 14
Next Steps • Logistics and Feedback Survey: − Please return no later than COB Friday, 8/12 − Feedback on structure, meeting cadence, and ground rules − Please provide the names of who should represent your organization on the governance board (primary and alternate) • Determine the level of support your organizations can provide • Open items from this call • See you at the Public Health Informatics Conference, August 22-24 in Atlanta! Initial Digital Bridge Working Group Coordination 15
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