They took part in product demonstrations. They sounded off in focus groups. They gave their opinions in one-on-one interviews.

More than 1,000 City of Hope employees helped successfully complete the first step in getting the institution ready for its new clinical information system, or CIS. This integrated information system will manage City of Hope’s various administrative, financial and clinical data.

“From the feedback we received from employees, we are creating a strategic approach to CIS implementation,” said Alexandra Levine, M.D., chief medical officer and CIS project chair. “Our implementation will be thoughtful and reflective of staff suggestions and insight.”

Soon, staff will get a chance to hear firsthand about how City of Hope will put CIS into practice. Special kickoff forums will be held at 8 a.m. and 5 p.m. on Aug. 9 in Cooper Auditorium.

Successful implementation of CIS depends heavily on employee feedback. Nearly 1,300 employees participated in an online survey, focus groups or individual interviews. And the CIS leadership listened: They developed recommendations on how to better put CIS into practice based on employee suggestions.

With the help of more than 170 staff members and physicians, the CIS leadership discovered and analyzed more than 180 ways that patient data can flow into the system. The report will help CIS leaders create timelines and priorities for CIS, and determine how CIS may change in the future.

“We had great participation from staff and gained valuable insight into our institutional strengths as well as areas of opportunity,” said Jim Murry, chief information officer and CIS project co-chair. “As we have maintained, the support of employees is essential to ensuring we create the best possible system for
City of Hope.”

Employees will be able to view the “Findings, Assessment and Recommendations Report” soon.

CIS implementation teams also are forming. Composed of staff, physicians and others with special expertise in various disciplines at City of Hope, these teams will build the system, determine how data flow into that system and provide feedback on design and similar matters.

Later, these teams, along with CIS “super users,” will train and support others and help coordinate improvements to the system. The upcoming kickoff meetings will continue to keep staff members involved in the process. “Our goal is to share with employees the clinical, research and financial benefits of CIS, introduce them to the organizational structure of the project and decision making and, most importantly, give everyone a view of how things could be when CIS is fully implemented,” said Murry.

Recruitment is also under way for key CIS positions, including clinical analysts and user advisory team positions. Clinical analysts will assist with implementation and CIS design. User advisory team members will assist with design and serve as training experts for their respective departments.

“As we prepare to enter phase I of the CIS project, I applaud City of Hope staff for their commitment to the CIS project,” said Levine. “We are well-positioned to ensure a smooth and effective transition to the system.”