Why a new EHR?
As Trivium Life Services has grown, it has become clear we need an enhanced Electronic Health Record (EHR) system to better support our service delivery and billing processes under one unified solution for all service lines in all locations. This unified solution will replace Therap, YourWay, and Best Notes, our current EHR systems.
In December of 2020, with clients and staff in the forefront of our mind, we set out to find the right system that would not only meet our current needs and wants but also support us in our future growth. Through collaboration across departments, we created a list of required features/capabilities and wish list items for an EHR system that would assist with current or future duties; that list helped us determine which systems were best equipped to meet our needs.
After narrowing the systems to our top three contenders, we created a committee of subject matter experts from our billing, behavioral health, LTSS, IT, quality, and compliance departments to dig into the capabilities of each system, seeing how they could provide workflow efficiencies to assist in providing excellent services to our clients. The committee held a vote and unanimously agreed NetSmart is the best platform for Trivium.
About NetSmart
NetSmart focuses on whole-person, value-based care. For over 50 years, they have supported individualized care and improved outcomes for their partners. With their commitment to advancing technologies as healthcare evolves, we are confident they will be a strong partner to Trivium and help us embrace new opportunities to further empower our clients
Subscriptions/Capabilities
Orderconnect: is an electronic ordering system that will assist our providers with the ability to enhance efficiency by interfacing with clinics and other providers to prescribe medications and labs.
eMAR: electronic medication administration record that will allow for all required documentation regarding each administration or refusal to be easily documented. It also assists for staff to properly document the 6 objectives talked about in Relias trainings of: the right medication, the right dose, the right patient, the right time, the right route, and the right documentation.
Carequality: will assist with replacing faxes and information gaps by connecting in a national network of health information exchanges (HIEs). The interoperability will allow providers to access with multiple resources like pharmacies, PDMPs, labs, ED alerts, jail alerts, and public health registries as long as the other provider is willing to integrate with us and they have means to do so.
Inbox (messaging system): comes with the ability to send secure internal messages throughout the company and with external health care organizations that are compliant with HIPAA standards. We will be able to receive and send information such as clinical data, lab results and treatment plans.
New reporting platform: will provide us the ability to create reports that will assist with the quality of care of our clients and reporting demographics that could assist in applications of grants. This dashboard will give us measurable, steady, progress toward clinical, financial, and operational goals.
Documentation assistance tools: will assist us with creating a process that can be faster, easier and provide efficient quality of care
Ability to provide care anywhere: through offline capabilities provided to specific treatment locations where internet access may not be easily accessible. The ability to autosave documentation while you work is also featured.
Telehealth capabilities: are available to sync with MyEvolv in real-time quality care. This ability contains a functionality that will assist in documentation and billing telehealth to our client’s insurance carriers.
Client portal: is a functionality that allows clients/guardians to review things like their health records, make payments, schedule appointments, and provide education resources. This will be another way for our clients and providers to collaborate.
Internal billing: provides a centralized location to comprehensively manage claims and eligibility verifications. We will have a one stop shop for billing out services provided, fix any denied claims, and reconcile patient accounts by streamlining processes.
These are just a few of the capabilities that Netsmart’s MyEvolv will provide to help make our everyday tasks of documentation, billing, communication, and more, stronger with an opportunity to increase efficiency, timeliness, and increased collaboration between client and provider.
Other resources provided include the ability to utilize electronic signatures, supervisory workflows with communication capabilities, calculating client assessments, provider content on clinical case histories and peer reviewed publications, automatic updates to diagnosis codes, and collaboration on strategic plans, growth, and partnerships, to name a few.
Expectations & Goals
By implementing Netsmart as our new EHR system, Trivium aims to create a unified culture within our organization and forge a strategic partnership between Trivium and Netsmart. Using the new system will create access and accessibility by connecting our current programs into one global system. While this may be disruptive today, it will create an easier tomorrow where our employees' have a stronger ability to provide clients with a reliable and strong progression of care.
Our goals are to:
- Standardize/globalize practices/process-workflows/procedures/paperwork
- Create access/accessibility by connecting programs through globalization
- Maximize efficiency within abilities and strengths of employees
- Create a unified culture
- Expand ability to provide a client a reliable and strong progression of care
- Communicate perception of positive disruption of comfortable practices
Timeline & Updates
Initiation - In Progress
- Project initiation
- December 2022 update: The remaining portion of the implementation is to complete the data conversion. We will be bringing in client information to MyEvolv for all programs surrounding specifically needed information. We will also have our current systems available as a warehousing option if we need to review or gather other information.
- Project launch - Anticipated DATE
Configuration - In Progress
- December 2022 update: Netsmart is continuing to build additional forms and workflows for finance and clinical. In January our superusers will be completing training for LTSS, BH, Finance, MAT, and DV. In February the superusers will be training our staff in all our markets.
Validation - January
- Go-live preparation
- Maintenance training
- Integration testing: our superusers will be going to MyEvolv daily and will essentially attempt to break the site during a week. We will have daily meetings with NetSmart and will discuss any issues that became apparent during the day for them to be fixed.
Adoption - March
- Go-live: each market is scheduled to go-live starting March 7th. We will have assistance from a designated Netsmart team with a created roll out plan from the collaboration of Trivium and Netsmart.
- Post go-live review: After we go-live with MyEvolv with in each of the markets in March there are several subscriptions that do not become available until a couple of weeks to a couple of months. There will be more communication provided as those dates become available.