The Well-Tempered #HealthIT Department Index

Hi fellow CMIOs, CNIOs, workflow gurus, and other Applied Clinical Informatics friends,

I'm writing today to share an interesting design I developed to help HealthIT departments to better organize, understand each other, and share information in a more organized way.

Animated GIF for easy sharing

Coming up with an organizational index like this requires a lot of thought about :

• Q1 : What does it take to run a standard HealthIT department (for both large Academic Medical Centers that often conduct research/clinical trials, and non-Academic, community health centers)?
• Q2 : Who are the common team members (and teams), and how are they organized?
• Q3 : How do they work together?
• Q4 : Who do they serve, and how?
• Q5 : Is the departmental model scalable/expandable, as an organization grows (or partners with other organizations)?

In short - Many #HealthIT departments have a group demand for a lot of information sharing, but there's not a lot of consensus on exactly how to do this. While I've seen different attempts at 'organizing this closet', many of the designs I've seen are either : 

• [   ] too coarse (everything in one disorganized, central file space, with people using alpha-search and AI to try to find files)
• [   ] too granular (everything in filed in many separate, distributed folders, sometimes down to the individual user, with people using alpha-search and AI to try to find files)

The challenge is to find the 'goldilocks' folder structure, just intuitive enough that everyone can find their way around, and yet flexible enough to scale as an organization grows. Neither too many folders, nor too few, are desirable.

*Interesting side-note : For those of you who might be classical music fans - This indexing challenge is somewhat reminiscent of Bach's Well-Tempered Clavier, which was his answer to the 1700s question of 'Exactly how many notes do we need in a scale?' For more on this fascinating challenge, and how Bach solved it - and its long-standing impact on modern music - see this YouTube video : https://youtu.be/NCMrHkMCeXk 

So after a lot of discussion, review, and validation with other HealthIT and other Clinical Informatics leaders, I think I've come up with a fairly reasonable design for organizing all of this that is fairly simple, organized, intuitive, and scalable as an organization grows.

It's a simple hub-and-spoke model - One hub, and nine spokes. Remember - This is just a proposed model, and your mileage may vary. Let's look at them in more detail, for your consideration and feedback : 

A. THE HUB : Your #HealthIT Department (Leadership) Homepage

This is the primary welcome page for your staff to arrive in your departmental development space, and gives everyone one-step, easy-access to common departmental materials like :

• Important news and departmental announcements
• IT Portfolio
• IT Roadmaps (including Administrative, Clinical, Research, and Academic)
• IT Policies, Standards, Templates, Forms, and Terminology (this also includes departmental file naming conventions)
• AI Strategy, Governance Committees, and Oversight
• IT Intake and Procurement
• IT Org Charts

A1. SPOKE 1 : Your Administrative IT Application Dev/Support Homepage

This is where your Administrative IT Application team will support common Administrative systems, like : 

• Email Server
• Web Services (includes Intranet and Extranet services)
• Safety / Security Systems
• Human Resources (Timekeeping, Payroll, etc.)
• Official Document Management (e.g. Policies, Bylaws, Guidelines, Protocols, etc.)
• Finance Systems
• Revenue Cycle
• Billing Systems
• Provider Credentialing / Med Staff Office systems
• Other Credentialing / Human Resources
• Contracting
• Facilities Management
• Supply Chain / Procurement
• ... and other Administrative Systems

A2. SPOKE 2 : Your Clinical IT Application Dev/Support Homepage

This is an important page, and based on the informal, de-facto NIST/HITRUST-supported criteria for Academic Medical Centers, this is likely to contain support for : 

• Your Tier 0 systems (downtime tolerance=minutes), including your central Bed Monitoring, Telemetry, Secure Chat, Core EHR production, Pharmacy Systems (order verification, dispensing), Radiology PACS/Imaging Views, Laboratory Systems (e.g. critical analyzers), ADT/Identity/Registration services, and Clinical Authentication (SSO, badge-tap)
• Your Tier 1 systems (downtime tolerance=few hours), including your clinical documentation modules, OR scheduling systems, ED tracking boards, Clinical Decision Support engines, routine (non-STAT) results reporting, and Interface engines supporting clinical data flow
• Your Tier 2 systems (downtime tolerance = few days), including your Revenue cycle systems, billing and claims, Enterprise Resource Planning / Supply Chain, non-clinical scheduling, Data warehouses
• Your Primary EHR and common support teams, including core and 3rd party Pharmacy, Lab, Radiology, and other specialty systems for Inpatient, ED, Perioperative, Ambulatory Procedural Suites, Ambulatory Clinics, and Homecare functions
• Your 3rd Party ('bolt on') Applications in your various clinical areas, and the administrators / developers for each one
• Your Applied Clinical Informatics / Workflow Analyst Development Spaces (e.g. for your Ordering/CPOE projects, Workflow Projects, and Clinical Decision Support (CDS) project analyses)

Carefully planning this Clinical IT page, with cross-referencing hyperlinks, can turn this page from a file storage area into a knowledge base and tool of learning and understanding. 

A3 : SPOKE3 : Your Research IT Application Dev/Support Homepage

If you are an Academic Medical Center that does clinical research (clinical trials), this is the page for your team members who support your Research IT applications, including :

• Your Core Research Labs/Areas
• Your Independent Review Board systems
• Your Clinical Trials Management (CTMS) system(s)
• Your Research Compliance
• Your Research Committees and Governance
• Your High-Performance Computing (if available)
• Your Research Analytics Systems
• Your Data Science / Translational Science Systems
• ... and other Research systems

A4 : SPOKE4 : Your Academic IT Application Dev/Support Homepage

If you are an Academic Medical Center with an academic mission, this is the page for your Academic IT systems including : 

• Academic Administration Systems
• Academic Registration Systems
• Academic Scheduling Systems
• Academic Grading/Scoring Systems
• Learning / Simulation Systems
• Graduate Medical/Dental/Nursing/Pharmacy Education
• Continuing Medical/Dental/Nursing/Pharmacy Education
• Undergraduate Medical/Dental/Nursing/Pharmacy Education
• ... and other Academic IT systems

A5 : SPOKE5 : Your IT Project Management Office (PMO) Homepage

Most HealthIT departments of sufficient size have a formal Project Management Office (PMO). If you have a PMO, you will need a page for PMO team members (and the many people who interact with the PMO and active projects), so this page could include : 

• Project Intake
• Prioritization Rubrice
• Project Governance
• Project Utilization Dashboards
• Project Templates
• Project Development Folders/Spaces
• Other Project Management Office (PMO) Tools

A6 : SPOKE6 : Your Enterprise Technology (Infrastructure) Dev/Support Homepage

This is where your Enterprise Technology (Infrastructure) Development and Support teams could easily find folders and supporting materials for : 

• Platform & Middleware Layer Applications (e.g. Windows/OS, Citrix, Virtualization/VM Ware, Interface engines, batch jobs, schedulers, and data warehousing)
• Identity and Security Layer Applications (e.g. Active Directory, SSO/MFA, Certificate services, etc.)
• Network and Firewall Layer Applications (e.g. Wireless, switches, routers, VPN, firewall, etc.)
• Physical Layer Applications (e.g. HVAC, cooling systems, fire suppression, telecom, elevators, electric grid, backup generators)

A7 : SPOKE7 : Your Business Intelligence, Reporting, and Analytics Homepage

This is where your Business Intelligence, Reporting, and Analytics team members could support your : 

• Administrative Reporting and Analytics - E.g. for HR, Legal, Finance, Compliance, or other Administrative purposes
• Clinical Reporting and Analytics - E.g. for Clinical, Quality, Operational, Scheduling, or Billing/Operational purposes
• Research Reporting and Analytics - E.g. for Research purposes, Clinical Trials, IRB support, Research Compliance support, etc.
• Academic Reporting and Analytics - E.g. for Academic/Educational purposes, Academic research projects, etc. 

A8 : SPOKE8 : Your IT Security and Privacy Team Dev/Support Homepage

This is where your IT Security Team could find and develop important IT security materials including : 

• Role-Based Security Templates
• Incident Reporting
• Account and Access Security (includes Onboarding/Offboarding and Role Changes)
• Security, Privacy, and Data Protection Policies
• Governance Committees and Leadership
• Multifactor Authentication (MFA) support
• Single Signon (SSO) support
• Security Training and Awareness Materials
• Other IT Security applications and files

A9 : SPOKE9 : Your IT Customer Service & Support (Service Desk)

This is where your IT Customer Service and Support (IT Service Desk) Team members (and others) could easily access helpful materials like : 

• IT Support Ticketing Systems
• Triage protocols
• Self-Service / Quick fixes
• Escalation Pathways
• Major Incident Board
• Status Board
• Outages / Alerts
• Known Issues
• Requests & Lifecycle Services
• Lost Equipment Reporting
• Data breach Reporting systems
• Planned Downtime Policies
• Unplanned Downtime Policies

SCALING / GROWTH : 
Assuming your team chooses to adopt this model for your organization, you could easily expand/scale this model to additional partner organizations, through a simple set of hyperlinks from these pages, e.g. : 

• [ Organization A : Project Management Page ] 
• [ Organization B : Project Management Page ] 
• [ Organization C : Project Management Page ] 

In this way, each organization would have a clean page for their own unique needs, while keeping all of the Project Management pages closely linked and aligned in expectations. (This would allow you to gradually continue to align, as organizations mature.)

SOME FINAL THOUGHTS : 

This is just a sample model, that I thought I'd share for friendly review, discussion, and feedback. If nothing else, I hope this has been a fun and helpful journey navigating through the most common functions, teams, and roles of #HealthIT, and welcome feedback or comments from others who have already explored this journey.

Remember : This blog is for academic and educational discussions only - Your mileage may vary. Have any feedback or suggestions? Leave in the comments section below!