Pre-Contract Scope Review - Event Guide

What's Inside This Guide:
Table of Contents Introduction Description of the Pre-Contract Scope Reviews Prerequisites Planning Who Should Participate What to Expect During the Event Logistics Scope Preparation Questions
Pre-Contract Integration Testing Scope Review Guide Event Guide
Accelerated Solutions CenterSM
Revision: 003 Eff: May 20, 2011
Doc ID: 2312

2011 Cerner Corporation. All rights reserved. This document contains confidential information, which may not be reproduced or transmitted without the express written consent of Cerner.
Page 1 of 12 Owner: Methods
2004 Cerner Corporation All rights reserved. This material contains the valuable properties and trade secrets of Cerner Corporation of Kansas City, Missouri, United States of America (CERNER) embodying substantial creative efforts and confidential information, ideas and expressions, no part of which may be reproduced or transmitted in any form or by any means or retained in any storage or retrieval system without the express written permission of CERNER. Cerner believes the information in this document is accurate as of its publication date. While Cerner has made a conscientious effort to avoid errors, some may still exist. The information in this document is subject to change without notice, and should not be construed as a commitment by Cerner Corporation. The following are trademarks of Cerner Corporation: CapStone; Care Designs; CareNet; Cerner; Cerner APACHE; Cerner HealthSmart; Cerner Millennium; Cerner Multum; Cerner ProVision; Cerners logo; CVNet; Discern; Discern Expert; Discern Explorer; EasyScript; Executable Knowledge; FirstNet; Health Facts; Health Knowledge Architecture; Health Network Architecture; HNA; HNA Classic; HNA Millennium; INet; InfraNet; Intellistrip; IQHealth; MedNet; MillenniumObjects; MRNet; OCF, Open Clinical Foundation; Open Engine; OIF, Open Image Foundation; Open Port; PathNet; PharmNet; PowerChart; PowerChart Office; PowerLink; PowerOrders; PowerVision; ProCall; ProCure; ProFile; ProFit; RadNet; and SurgiNet. All other trademarks referenced herein are the property of their respective owners.
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Table of Contents
Introduction.............................................................................................................................................. 4 Description of the Pre-Contract Scope Reviews...................................................................................4 Prerequisites............................................................................................................................................ 5 Planning.................................................................................................................................................... 5 Who Should Participate........................................................................................................................... 6 What to Expect During the Event........................................................................................................... 6 Logistics................................................................................................................................................... 7 Scope Preparation Questions................................................................................................................. 8
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Pre-Contract Scope Review Event Guide
Introduction
Cerner would like to provide you with an overview of a Pre-Contract Scope Review. This document will guide you in preparing for a Pre-Contract Scope Review and what to expect during these discussions. A Pre-Contract Scope Review is an invaluable step in the contracting and sales process, and enables the Client and Cerner to connect the appropriate resources to compare both current and future state workflows in relation to the contract scope. These remote discussions enable Cerner and the Client to do a final check that the software, services, and other items included in the contract effectively meet the needs and objectives of the organization.
Description of the Pre-Contract Scope Reviews

Pre-Contract Scope Reviews are discussions performed during the negotiating stage of the sales process; this is most appropriate after a contract has been delivered to and reviewed by the Client. The goal is to provide the Client an opportunity for open discussion and to ask questions pertaining to their contract scope. All solutions that appear in the contracts scope section should be considered for scope review discussions. Coordination with the Client is necessary for these discussions to occur; typically the Client Executive and Consulting Leader or Client Results Executive is responsible for securing the appropriate Client resources for these discussions. The Solutions Center will work to secure subject matter experts, or Solution Architects, to assist in these conversations. The Client Executive and Consulting Leader or Client Results Executive is responsible for providing the contract, scope, and other pertinent information to assist in prepping for the Pre-Contract Scope Reviews. The discussion will be scheduled in blocks of time, per solution. This enables both Cerner and the Client to focus on one aspect of the scope at a time, and dive deep where needed.
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Prerequisites
To best prepare for a Pre-Contract Scope Review, ensure the prerequisites listed below are as complete as possible. The Pre-Contract Scope Review will prove to be more beneficial if these items are prepared in advance. Scope-near final state, including known solution localizations
Planning
Cerner Implementation Team
In order to perform an effective Pre-Contract Scope Review, pre-planning is required. An Engagement Controller from the Solutions Center will assist with the following: Securing/Scheduling Solution Architects for the needed solutions, typically 30-60 minutes per solution. Reserving a conference room for the day(s) of the scope review. Customizing a high-level agenda with times, solutions, and names of specific resources. Proofing and finalizing supporting materials for the discussion. Setting up an internal prep call for knowledge transfer and reviewing of materials. Sending calendar invites to Solution Architects to block the appropriate time slot on their calendars. Sending a Live Meeting Invite to the Cerner and Client attendees. Customizing and providing the list of scope preparation questions to the Client Executive, Consulting Leader, or Client Results Executive (see page 7); the Client will need to prep and bring their responses to the scope review discussion. Documenting Client responses to the scope preparation questions, as well as other follow up items needed from the sales team.
Cerner Sales Team

The Client Executive, Consulting Leader, or Client Results Executive will assist with the following: Coordinate with the Client to schedule resources and meeting room(s). Provide Client background/knowledge transfer to the Cerner team.
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Review scope preparation questions and ensure all are okay to be sent to client or if any internal discussions need to happen first. Ensure Client has the scope document and scope preparation questions in advance of the call; allow enough time for the Client to prep and feel prepared for the scope review discussion.
Client Team
The Client Project Manager or Consultant managing the sales process will assist with the following: Confirming the agenda and specific attendees in the template provided. Securing/Scheduling Client resources, including: Executive Sponsors, Decision Makers, Relevant Departmental/Technical Staff, and other Clinical Representation. Reserving a conference room or meeting space for the day(s) of the scope review. Reviewing the materials and scope document in advance of the formal Pre-Contract Scope Review discussion and forward any questions to the Cerner representative. Forwarding any invites to the appropriate Client attendees.
Who Should Participate

Cerner Participants
The Client Executive and Consulting Leader or Client Results Executive will be onsite with the Client during this discussion; other Cerner representation will be engaged onsite as needed. The Engagement Controller and Solution Architects will be remote.
Client Participants
Client participants will include those who can speak to workflows for both current and future state, have knowledge of current systems and areas of integration, and are key decision makers in the sales decision.
What to Expect During the Event

Pre-Contract Scope Reviews may vary in duration depending on the solution mix in the proposed contract. This discussion will be facilitated by the Consulting Leader or Client Results Executive and Cerners Solution Architects. The Consulting Leader or Client Results Executive will lead off the event by explaining how the event will be conducted and review page one of the scope document to set expectations about how Cerner handles scope. The Solution Architects will walk the attendees through presentations outlining high level solution workflows as it relates to the contracted scope and answering questions that may come up. The Client Executive and
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Consulting Leader or Client Results Executive will add supporting commentary where needed and will manage timelines against the high-level agenda.
Logistics
Pre-Contract Scope Reviews provide an opportunity for the Client to review their contract scope with Cerner, ask questions, and dive deeper into solution processes and workflows. Any needed changes to scope, that result from the Pre-Contract Scope Review discussion, should be noted by the Solution Architect. These noted changes will then be compiled into one document by the Engagement Controller and shared with the Client Executive or Client Results Executive for incorporation into the formal scope document if approved.
AV /Telecommunication Needs: We will need a PC/Laptop projection unit and a two-way teleconference phone. Scheduling: If timing requires multiple days, these will be scheduled in contiguous days. Scope notes should include the following: Solution Architect Name and Solution Date Items should be noted in appropriate areas: 1. Out of Scope 2. Scope Expansion 3. Removal of: Functionality Licenses Content
Scope Concerns or Risks Areas for Follow Up 1. Question 2. Question 3. Question
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Scope Preparation Questions

***The Engagement Controller will edit the below questions to fit the Clients contract scope*** Charge Services 1. Will you require professional charges to be created in Cerner? 2. Do your sites currently have multiple bill codes for each item, or duplicated items across a catalog solely for billing purposes? 3. Are you planning on doing medical necessity (ABN) checking in Cerner? 4. Will you be keeping prices within Cerner? If implementing ProFit or live on ProFit then delete this question because answer is yes. Registration Management 1. Will multiple facilities be using Registration Management? If yes, will all facilities use the same billing system?
2. What documents are printed from the Registration system? Eligibility 1. Which clearinghouse will be contracted for Eligibility Management? 2. For how many payers will electronic eligibility checking be performed? Scheduling Management 1. Will multiple facilities be using Scheduling Management? 2. How many Departments/Clinics will be implementing Scheduling Management? 3. How many Physicians/Providers will be scheduled in Scheduling Management? 4. Which departments schedule appointments for inpatients? Do they reserve specific times for inpatients? Enterprise Master Person Index (EMPI) 1. How many separate MPI files will be loaded? 2. Will MPI cleanup be performed in legacy system before loading into Cerner? Profile and Medical Transcription Management 1. Does your organization have multiple facilities and separate HIM Departments within those facilities?
Revision: 003 Eff: May 20, 2011 Doc ID: 2312
2. If yes, is your HIM Department centralized or decentralized? 3. What type of encoder do you use today? 4. Are there any ancillary products that you utilize with this for editing purposes? 5. How many documents do you currently transcribe today? 6. Do you use a third party medical dictionary? 7. Do you use a speed typing system? 8. Do you utilize remote transcriptionists? Profile Chart Completion Management if implementing full ProFile then delete this section 1. Does your organization have multiple facilities and separate HIM Departments within those facilities? 2. If yes, is your HIM Department centralized or decentralized? Cerner Provision Document Imaging 1. Will the client back scan historical records? 2. Will the client start scanning current records from the Go-Live date forward? 3. Will records be scanned post-discharge or post-completion? ProFit 1. Does your organization have multiple facilities? If Yes, is your billing department centralized or decentralized?
2. Do you currently use a third-party claim scrubber or will you once live on ProFit? 3. Do you currently accept 835 remittance files or will you once live on ProFit? If Yes, how many different payers?
4. Do you currently use a contract management system? If Yes, do you intend to post expected reimbursement adjustments to ProFit through an interface from this system?
5. Do you utilize Pre-Collections and/or Collections agencies? INet 1. Is bedside device integration in scope for this phase of the project?
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Cerner Recommendation: Concurrent implementation of Bedside Medical Device Interfaces (CareAware) and Interactive View is recommended in the Critical Care venue. Within Critical Care, the volume of data collected and entered is significant. The ability for the end user to reduce time in data entry is significant. End user adoption and workflow advantages create a more successful conversion to on line processes.
CareAdmin 1. Do you currently have a medication bar coding process in place or the ability to repackage medications? 2. Do you currently have computers on wheels or wall mounted computers for clinicians to complete documentation at the point of care? 3. Do you have a wireless network in place?
CareMobile 1. Do you currently have a medication bar coding process in place or the ability to repackage medications? 2. Do you currently have computers on wheels or wall mounted computers for clinicians to complete documentation at the point of care? 3. Do you have a wireless network in place?
RadNet 1. How many facilities and/or clinics will be using RadNet? 2. If you have multiple facilities or departments, do they currently share the same order catalog? 3. How many normal templates and macros do your transcriptionists use?
Millennium Helix 1. How many worksheets do you have? 2. How many different sections do you have (Molecular Pathology, Molecular Diagnostics, Flow Cytometry, Cytogenetics)? 3. Is there someone on your site who has experience with VBScript that can assist in writing flat files?
PathNet General Laboratory 1. How many instruments do you have that will require auto-verification?
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2.
How many rules are defined in your legacy system? Include reflex orders, electronic alerts, auto-generated footnotes based on a specific result, etc.
3. How many custom queries do you utilize? (CCL, SQL, etc) 4. How many canned phrases or templates are defined in your legacy system? PathNet HLA 1. List the Transplant Centers and Type of Transplant Program for each transplant center the client supports? 2. Does the client perform Serological and Molecular Typing? 3. Does the client perform Low Res, Medium Res, and High Resolution Typings? 4. Does the client perform Antibody Screens/IDs? 5. Does the client perform Crossmatches? 6. Does the client perform Disease Association Orders?
7. 8. What Methods does the client use for Class I Typing, Class II Typing, Crossmatches and Antibody Screens/IDs? Volumes? Will there be an Interface to OTTR?
PathNet Microbiology 1. Are the 2nd level interpretations currently on your susceptibility instrument or in your current LIS System, and approximately how many do you utilize? 2. For your current antibiogram, is duplicate checking done on the susceptibility instrument, or in the LIS? Does it duplicate check down to the organism specific name, or the genus name? 3. Does your site use on-line algorithms for working up cultures, if yes, how many do you currently use?
Pathnet Outreach Services 1. How many different registrations scenarios are present? 2. What type of clinical information is called to your clients/providers under what circumstances? 3. Do you customize the requisition forms delivered to your clients? 4. Where does medical necessity checking occur in the registration/order entry workflow?
Blood Bank
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1. Will you receive both Codabar and ISBT products? 2. What types of product modifications do you do? 3. Are you using any instrumentation? PharmNet Inpatient 1. How many products are in your formulary? 2. What are the hours of operation of your pharmacy? 3. Who is your dispensing cabinet provider and how many cabinets do you have? 4. Do you use a pharmacy robot? 5. Who is your materials management system? 6. How many pharmacists do you currently have on staff? 7. Do you currently have a medication bar coding process in place or the ability to repackage medications? Document Revision History
Library ID: 2312 Revision Number: 001 002 003 Revision Number: 001 002 Effective Date: 3/3/2009 3/16/2009 5/20/2011 Initial release Updated terminology to be more client-facing Corrected duplicate library ID Library ID: A1001001A09B24B13030F62106 Effective Date: 3/3/2009 3/16/2009 Initial release Updated terminology to be more client-facing Description: Description:
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What's Inside This Guide:

Pre-Contract Integration Testing Scope Review Guide Event Guide

Accelerated Solutions CenterSM

Revision: 003 Eff: May 20, 2011

Doc ID: 2312

Page 1 of 12 Owner: Methods

Revision: 003 Eff: May 20, 2011

Doc ID: 2312

Page 2 of 12 Owner: Methods

Revision: 003 Eff: May 20, 2011

Doc ID: 2312

Page 3 of 12 Owner: Methods