Avatar ICD-10 Upgrade and Enhancements Project

1
Avatar ICD-10 Upgrade and Enhancements Project

• March 26, 2014
• Implementation Phase
• Presenters Terry Reusser, Michael Snouffer, Jeff
  Esquibel

2
Avatar/myAvatar Overview

• Medical record and billing system used in seven
  facilities across the state
• FBMC, NMBHI, NMRC, NMSVH, SATC, Turquoise Lodge,
  LLCP
• Facilities provide psychiatric, long-term,
  rehabilitative, behavioral health and drug
  treatment programs
• First implemented at NMRC in 2001
• Original project know as Facility System
  Enhancement Project (FSEP)
• Rolled out to remaining facilities over a three
  year period
• Last major upgrade in 2011
• Platform conversion from AIX to Windows
• New hardware
• All application modules and components upgraded
  in preparation for myAvatar
• Newest version called myAvatar
• Needed for ICD-10
• Will run on existing hardware

3
Project Overview

• Business Objectives
• Upgrade Avatar to myAvatar to meet federal
  required ICD-10 code sets for HIPAA covered
  entities.
• Implement enhancements to myAvatar.
• Train all staff on the use of both the new
  version of myAvatar, enhancements and ICD-10
  coding.
• Technical Objectives
• Create requirement, configuration documents and
  timeline.
• Implement myAvatar upgraded in test environment.
• Develop test plan and scripts. Execute test
  scripts in test environment. Track and fix
  defects.
• Upgrade myAvatar upgrade in production.
• Develop test plan and scripts for enhancements.
  Execute test scripts in test environment. Track
  and fix defects.
• Implement myAvatar enhancements in production.

4
MyAvatar Enhancements

• Laboratory Information Management System (LIMS)
  for use at NMBHI
• Order Entry for use at NMBHI
• Order Connect for use at NMBHI
• Incident Tracking for all facilities

5
Project Highlights

• Funds requested for this certification 460,000
• Funds requested in Initiation Phase 190,000
• Project Management and IVV
• Project Phase Certification Request
  Implementation
• Project Start Date December 2013
• Project End Date March 2015
• Total project value 650,000
• Total expended to date 0

6
Completed Planning Phase Activities

• Vendor contract negotiated and in review
• Detailed Schedule, Budget and Communication Plans
  completed
• Resources identified and committed
• Project team
• Business process team
• Superusers
• IVV contract negotiated and in contract review
• Project Management Plan completed
• TARC exception granted

7
Implementation Phase Activities

• Project Management contract executed
• IVV contract executed
• Vendor contract executed
• Track risk and issues
• Create and execute detailed test plan and test
  scripts for myAvatar upgrade and enhancements
• Create and execute detailed training plans for
  myAvatar upgrade and enhancements
• Create training documentation for myAvatar
  upgrade and enhancements

8
Implementation Phase Activities continued

• Establish test and training environments for
  myAvatar upgrade and enhancements
• Test myAvatar upgrade and enhancements
• Place myAvatar upgrade and enhancements into
  production

9
Tentative Project Timeline
10
Questions?