The MARIE LANNELONGUE SURGICAL CENTRE at Plessis-Robinson, chose HOSPITAL MANAGER in 2009 to organize the administrative and clinical processes of the institution. After five years of collaboration with SOFTWAY MEDICAL, Alain Mainar, Director of the Information System and his deputy, Mrs. Dominique André, take stock of this strategic project.
The Marie Lannelongue Surgical Centre, A TRADITION OF INNOVATION
Ranked as one of the most important centers of thoracic and cardiovascular surgery in the world, Marie Lannelongue Surgical Centre (CCML) brings in the very structure of care and research.
The institution occupies a building of 35,000 square meters and has 900 employees, including 100 doctors and 450 health workers and auxiliaries. Its annual budget is € 100 million, with an accommodation capacity of 201 beds. It counts more than 50,000 hospital days and 25 000 outpatient visits per year.
A Few Firsts:
1955: First “open-heart” operations carried out in Europe with extracorporeal circulation (C. Dubost)
1962 First implantation of a mechanical Starr prosthetic mitral valve in Europe (J.P. Binet)
1986: First heart-lung transplant
1988: First pediatric heart transplant (6 days old) (C. Planché)
First triple coronary revascularization with internal mammary arteries in a 9-month-old child (R. Nottin)
1996: Most extensive series of coronary bypass procedures with artificial grafts (R. Nottin,)
The CCML is a reputed Surgical Centre and admits both patients referred on by other medical teams and patients for specific operations. The excellent quality of work carried out by the CCML has been recognized by the Haute Autorité de Santé certification (the French National Authority for Health).
In addition to clinical work, the CCML is also one of the teaching sites for the Pharmaceutical and Medical Faculties of the Paris-Sud University. This status as a university teaching hospital not only enhances its reputation but also means it is possible to appoint professors.
The CCML has two research laboratories: a surgical laboratory and a medical research unit in partnership with the INSERM (National Institute of Health and Medical Research), the CNRS (National Centre for Scientific research) and the Paris-Sud Medicine Faculty.
The CCML is definitely a unique Centre at the cutting edge of medical practice. Its high level of specialization requires being extremely responsive in all operations.
The Information System must support this culture of excellence by facilitating TEAMS collaboration and efficiency
Strongly challenged by surgical and research top teams, the institution has developed a culture of excellence and strong demand on the level of services provided.
Modernizing the information system naturally emerged as a strategic issue as early as 2007, when the management decided to issue a RFP for the implementation of a new clinical information system. Convinced by the advantages provided by an integrated solution, CCML chose to broaden the scope of its initial project. The management decided to replace its existing Patient Administrative Management solution. As part of the Hospital Plan 2012 (special investment program funded by the French MoH), the institution was committed to deploy the entire project no later than December 2012.
As Alain Mainar, Director of Information System puts it “our initial goal was to select unique software that covers most of our requirements. We were looking for a software vendor with which it was possible to build a partnership. Choosing SOFTWAY MEDICAL and its full web HOSPITAL MANAGER solution also meant we chose an avant-garde technology, in line with our innovation values.”
A COLLABORATIVE AND EFFICIENT TEAMWORK
CCML awarded the contract to Softway Medical in July 2009 and as of September 2009, several projects were conducted in parallel to meet the deadline commitment:
- Infrastructure deployment,
- Data recovery (for stays up back from the 50s),
- Study of the existing situation,
- Interoperability analysis,
- Skills transfer to the project referent users of the Institution.
Nine months later, on April 1st 2010, a large part of the Hospital Manager© solution was rolled-out. The main features delivered at this stage were:
- Patient Administrative Management (for inpatients and outpatients visits),
- Office automation (including voice dictation),
- Archive files management (paper archives traceability).
In July 2010, the Medication circuit of the HM© solution was deployed in “pilot” medical units and then, was widespread within the whole institution thanks to the strong involvement of the CCML’s team of referent users.
Dominique André, IS Director Deputy, says: “Today, the Hospital Manager© software is extensively used by more than 400 concurrent users within all clinical and administrative departments. Doctors have an immediate access to their patient’s data, they can order their treatments and they use the voice dictation system to create their reports”.
The 450 caregivers use the different modules of HM© CIS (Clinical Information System) to provide care to the patients: Care Plan, Medical Record, Vital signs collection, Nurse transmission notes, etc. “Psychologists and Physiotherapists are also extensive users of the Patient Medical Record based on HM©. Indeed, all stakeholders have a privileged access to the best information on the patients. This is a definite progress in regard to the quality of care” adds Mrs. André.
The implementation methodology adopted by CCML: Users First!
Alain Mainar stresses, “The members of the Institution’s Project team are not IT-centric people. They are focused on the business requirements and above all, they are dedicated to the support of end-users.”
A team of referent users was designated by the CCML to deliver end-users training. As Dominique André puts it: “this ‘train the trainers’ approach works extremely well. Our referent users have worked closely with the Softway Medical team and then, they have delivered training and responsive support to the end-users. They know their working habits; they can overcome some internal constraints, etc.
She adds: “The collaboration with the Softway Medical consultants was very positive: partnership spirit, availability, understanding of the users expectations; CCML and Softway Medical project teams were aware of their key role in the success of the implementation. The process-oriented implementation model was a decisive choice.
As a proof that Hospital Manager perfectly fits into our daily routine, the new residents just have to attend a one-hour and a half general overview and then, get some support from the physicians. The following day, they are able to use the software. A nurse is autonomous after only 3 hours in the classroom”.
Interoperability and deployment: industry experts
“Although Hospital Manager© is the backbone of our information System, challenging project deadlines led us to implement third-party software from other software vendors (LIS, Operating Room, Intensive care and Imaging). We had to connect these solutions to HM©.”
For Alain Mainar: “A successful system needs to have effective communication with other applications implemented in the Institution. Softway Medical has a team dedicated to interoperability. We worked closely with their specialists and the outcomes are very positive. Thanks to their highly specialized knowledge and professionalism, we delivered a reliable and easy-to-use solution”.
MEASURABLE RETURN ON INVESTMENT FOR THE INSTITUTION
Alain Mainar explains: “Since 2010, the global activity of the Institution has been increasing by around 4% per year with the same number of staff on board. Our information system has a direct contribution to this performance”.
Streamlining the process
The implementation of the HM© Patient Administrative Management solution also helped the Institution to cope with the new activity-based funding regulation. “This reform becoming a reality for our outpatient activity, we had to streamline our billing workflow in order to be able to process the invoice at the patient discharge. Using an integrated solution allowed us to collect effectively all the information we need, saving a lot of time and energy”.
Sharing Patient information between the stakeholders allows saving time
Mrs. André notes that “gains are not always measurable in euros but in time savings. That was a key argument of the project team during the implementation phase: individually you may sometimes lose time, but collectively you will win a lot”. Today, Doctors and Caregivers acknowledge that they save lots of time by sharing the Patient Medical Record. The prime beneficiary is the Patient.
Leverage the wealth of data to facilitate research work
The solution allows medical teams to invest in new areas. For example, using the HM© Forms feature, doctors have created a database of congenital heart disease. They can query these structured data more easily and make scientific publications. As Alain Mainar puts it “This is perfectly in line with a key objective of the management: Strengthening the international reputation of the Institution”.