Attending Members:

David McCobb, Citrus Valley Health Partners, West
Roger Neal, Duncan Regional Hospital
Scott Briggs, Markham Stouffville Hospital
Ellen McCauliffe, Catholic Health Initiatives (new member)
Jim Liddy, South-East Health Care
Clark Averill, St. Lukes Hospital
John Lynch, Provena Health

Topic: Review of 2005 Meeting

Objectives & Goals:

• Disaster Recovery Discussion
• Phases of DTS's
• Tools to more effectively Communicating with our Customers
• Information pushed out to CIO's
• Webex Seminars

Issues/Comments/Concerns:

• How can MEDITECH help sites better prepare for a disaster?
• Is it possible to batch DTS's out to the customers?
• CIO's want a summary of what is in the MEDITECH Magazine geared towards their needs.
• CIO's would like to see a "to do" list sent to them.
• Expanded offerings of WebEx seminars are helpful. Would like to see "back to basics" options offered, including Print Manager discussions.

Action Plan:

• Encourage sites to review Disaster Recovery Documentation HCIS-Wide Topics CS and MAGIC in advance of a situation. The CSAC team members would also like to see this topic covered during the Implementation process, as disaster situations could occur during Implementation.
• MEDITECH currently sends batches of DTS's to solve DR problems. We have also implemented a priority pack solution that will enable customers to receive batches of bug fixes in between regularly scheduled updates.
• MEDITECH should create a report similar to the Hafty Report currently sent to the CIO's. This report should include relavant information such as the number of disaster recovery efforts in the past month so that sites can learn from each other. The report should be more statistical in nature than narrative. MEDITECH has created a CIO Webpage as a link off of our current website.
• MEDITECH should create a way to push information to sites. For example: Notification that a delivery schedule for a module/project will be pushed out if the site does not sign, communication to the site prior to information appearing on the MEDITECH L list. This should be a summary of the MIX Magazine.
• MEDITECH expands the program of basic review WebEx seminars. 'Getting Started' topics include basic functionality and dictionary review.

Topic: Patient Safety Review Board and Clinical Review

Objectives & Goals:

• Develop a process within MEDITECH on how to identify and resolve patient safety issues.

Action Plan:

• Educate MEDITECH staff on Patient Safety issues related to software.
• MEDITECH has implemented a new DTS workflow for priority patient saftey issues to ensure timely resolution.
• HCIS Coordinator worked with sites to identify Patient Safety Contacts. Information regarding patient safety changes will be pushed to all contacts identified by the sites.
• HCIS Coordinator provides Patient Safety Presentation including a flowchart of events when participating in MIX Road Shows. 
• MEDITECH appointed a Manager dedicated to Patient Safety policies and procedures.
• MEDITECH will identify the root cause of the problem and make that information available to the customers.

Topic: Updates

Objectives & Goals:

• Continue to improve MAGIC Update Process.
• Eliminate IS involvement in uploading files.
• Ensure sites have enough space for LIVE.
• Work to get similar tools in Magic that we use in Client Server.
• Documentation of DTS's
• Downtime Estimates for LIVE
• Response Time Issues
• Priority Packs
• Sites want case studies, success stories and Q&A from sites already LIVE.
• Sunset 3.x workstation by the end of 2007. 4.x workstation will have a numeric option.

Issues/Comments/Concerns:

• Shorten the time it takes to load Magic code.
• MEDITECH is working to streamline the Magic code load process to be similar to CS which would require no intervention from site.
• MEDITECH needs to continue to be proactive in reviewing space prior to pre-LIVE to ensure sites are safe to load code to LIVE.
• The Update Group is working with Development on DTS Documentation. We are continuing to work on ways to deliver the documentation out to the site as opposed to having them pull it off the website.
• The Update Group can now provide downtime estimates for LIVE that are within 15 minutes of the actual time. The goal is to have the CDS programs convert of the fly as users are back on. This will also contribute to less downtime.
• A SWAT team was put into place to work on all Response Time Issues.
• Working with Development to resolve Priority 1 and 2 Issues within 72 hours. Every 30 days, we will be getting a cut of bug fixes that can be offered to the sites as a priority pack. Process will begin for Magic sites with their 5.5.3 update and CS with 5.5.4.
• Provide information to the CIO's on past updates from other sites. Encourage sites to learn from one another.

Action Plan:

• The Update Group is continuing to review the process to improve the load time for Magic code by utilizing similar tools as Client Server.
• Space evaluation occurs initially 4 weeks prior to the start of the project and should be monitored throughout the process. All space checks for LIVE will be conducted two weeks prior to LIVE to ensure the site is ready.
• MEDITECH announces Priority Pack Deliveries to sites that are 5.5 SR3.
• MEDITECH provides a tool allowing sites to subscribe to a Commonly Submitted Issues Mailing List, so that users can be automatically informed of the newest CSI additions via an e-mail notification.

Topic: Delivery Dates - Lead Time for New Products

Objectives & Goals:

• Reduce Delay in Delivery of New Products.
• Keep sites informed of backlog.
• Create more Senior Positions in Advanced Clinicals

Issues/Comments/Concerns:

• MEDITECH is backlogged in the delivery of the Advanced Clinical Applications.
• CIO's want to know the backlog for Implementation dates.
• Sites are concerned with newer staff Implementing Advanced Clinicals. They feel more seasoned staff could better assist in the process.

Action Plan:

• MEDITECH will continue to focus it's efforts on increasing rescoures within the Advanced Clinical Applications to meet the demands of our sites. Development, Implementation and Client Services all have Advanced Clinical HCIS Coordinators.
• MEDITECH will look into providing current available delivery timelines on www.meditech.com in the CIO portion of the website.
• MEDITECH will continue to work on recruiting more senior staff members to the Implementation positions for our Advanced Clinicals.

Topic: Technical Discussion

Objectives & Goals:

• Document Manager / Print Manager.
• Citrix Servers and delivery of EMR ID's
• MEDITECH Remote VPN
• STRATUS
• Dual Processing

Issues/Comments/Concerns:

• Sites want MEDITECH to provide more documentation via the web about the Print Manager and PPII Printing.
• Currently when a new EMR ID is delivered, the Administrator must be at the Server to do it and take the update. Is there a better way?
• Sites are looking for access logs.
• Will guarantee sites are up 99.9% of the time.
• MEDITECH is looking at MAGIC to take advantage of Dual or Quad Processing

Action Plan:

• MEDITECH has reorganized documenation regarding Print Manager and PPII Printing under our Systems Support Page for MAGIC and CS.
• All FS changes just like any SYS changes require a client update and on a citrix server that will require install mode and a dedicated resource on sites end to take the update. Down the road, there are changes in the EMR pipeline that is going to redesign this process to help make it more friendly and not always require install mode.
• MEDITECH has made Remote Access Logs available on meditech.com to track MEDITECH access either by Dialup, Telnet or MT VPN Radius for both our MAGIC and CS Platforms. This information is available as a button on the Support Tools homepage.
• STRATUS allows users to hot fix on the fly.  It is an expensive solution, but sites may condier it for their MIS/Universite and EMR machines.
• Versions of P8.0 due out in 2007 will allow MAGIC to take advantage of Dual or Quad Processing.

Topic: Client Services Presentation

Objectives & Goals:

• CS 6.0 will be the next generation of CS.
• MEDITECH is starting to see an increase in customers looking at a CS solution.
• Migrations from Magic to CS.
• Help sites understand Clinical Review.
• Better define role of HCIS Coordinator as a Project Manager for the sites.

Issues/Comments/Concerns:

• Sites implementing the Advanced Clinicals, as well as those who have the Core MEDITECH modules need to understand the scope of the project, as Clinical Review becomes available for all MAGIC clients in 5.6.

Action Plan:

• As sites are scheduled for MAGIC 5.6 updates, MEDITECH PCI Group/Clinical Review are contacting sites to make them aware of voice-over presentations and related documentation available on PCI Product and Resoureces homepage.

Topic: Wrap Up

Objectives & Goals:

• Monthly communications newsletter to CIO's to include: Statistics for disaster recoveries, Shipment dates for products, Update news, Response time problems, and Release related information.
• Provide information on Patient Safety Issues and the Review Board Flowchart via MEDITECH road forums and the CSAC Annual Meeting.
• MEDITECH will communicate news to sites before they hear it from other sources.
• Continue to add and enhance Back to Basics presentations available via webex for all modules.
• Success stories, case studies, etc from udpates pushed to sites via a newsletter.
• Formation of a Charter for CSAC.
• CSAC to publish accomplishments to the MEDITECH community, what changes have occurred as a result of MEDITECH and CSAC working together.
• Sites are now able to prioritize their tasks via the Service Issue Priority List on meditech.com.