The Project Objective:

The Mayo Clinic has decided to develop software system that meets all the needs
of the organization to interface with patients, manage their workload efficiently
and also to increase their productivity create. The goal is to create a Hospital
Management System (“HMS”) software system that is modernized for the health
care markets of which the Mayo Clinic operates and competes. Mayo HMS
software is expected to interface across the organization to manage all hospital
operations. The Mayo Clinic recognizes the need for online communications to its
patients, the imperatives for coordination across different departments, as well as
the necessities of quantifiable data to manage a complete modern hospital eco-
system for their organization and down to theirs hospitals, clinics and affiliates,
worldwide.

To accomplish this, the HMS is planned to be a web-based application,

information secured and accessed from cloud-based storage. Various advantages to
an HMS of record management and across organization coordination includes:
 The reduction of operating costs of the hospital.
 Providing reports to senior management for better decision-making.
 Enhancing patient services; appointment management, billing and insurance,
instructions and education.
 Efficient securing, storing, and controlled recalling of patient medical, and
hospital records,
 Keeping track of key hospital operational metrics (i.e. empty and filled
beds).
 Easy access to patient data across the organization.
 Reducing paper documentation within the organization.
 Tracking key risk management metrics.

Given the plan of such a wide breath of transformative change, this plan will adopt
the Business Analysis Core Concept Model.

Business Analysis Core Concept Model:

Business Analysis Core Concept Model (BACCM) is a framework consisting of 6
core concepts which are discussed in detail below.

Change:

With the rapidly expanding demand for quality healthcare and increasing business
demands on day to day health care eco-system, hospitals’ and their healthcare
providers as well as management teams are challenged with constant functional
adaptions within the modern patient centric environment.

Need:

There is a critical need for a central management system that has controlled
accessibility to all tiers of the hospital system and employees for smooth and
efficient tracking of information as well as functioning of the hospital. The need
for patients’ records that are saved securely, rapidly retrievable, as well as the
ability generate various reporting be they diagnostic, operational or risk
management in nature, is a natural requirement for accurate, timely, efficient and
effective, decision making within the organization. Patients and internal Mayo
Clinic end users should be able to interact with the web based application.

Solution:

The creation of The Hospital Management System (HMS) as a centralize interface

system and to ensure easy accessibility to various stakeholders without
compromising on the organizations cybersecurity, patient information security,
ensuring compliance to HIPAA and other privacy laws rules or regulations.
Stakeholders:
The figure below shows the stakeholders that have a significant role in either
development or future interfacing with the new HMS.

KEY STAKEHOLDERS

Customer
Registrations Domain SMEs
Mayo Patients Current Users of the legacy process;
On-boarding Referral Patients Patient Administration, Cyber-teams
Advisory Services clients Staff Management

Care Network

End Users
Healthcare Providers Regulators
Billing personnel Compliance & Risk Management
Insurance personnel teams
Operations
Research

Business Analyst

Supplier Implantation SMEs

Mayo Supply Logistics Programmers
Equipment Tech support Out-sourced consultants
3rd Party Management Mayo IT

Tester
System quality assurance testing Project Manager
Continuing Education
Training teams

Sponsor
Management
Value: the worth, importance, or usefulness of something to a stakeholder within a
context.
The HMS will provide enhanced efficiencies to external customers as well as
internal end user with service improvements; ease of appointment creation and
appointment auto-reminders. Transfer of medical history and ease of access to
patients’ files- insurance provider and benefits current medical condition, ongoing
treatments, and medical history. Streamlining processes, will increase scale and
capacity, increasing productivity which in turn will accelerate revenues and cut
costs. An accessible to quantifiable data base will help senior management make
quicker business decisions to management the organization’s production
operations and risk management.

Context:
As global demographics continue to demand greater access to high quality health
care, service to the patients remains paramount. In order to make sound decisions
and deliver as a world leader in quality health care, Mayo Clinic HMS needs to
continue to evolve to handle the mass amount of patient records, operational data,
and manage risk for customers, end users and the organization

Current State Analysis

Mayo Clinic Facts: (Reference Mayo Clinic- as of December of 2019)
In 2019, 1.2 million people from all 50 states and more than 135 countries came to
Mayo Clinic for care.

Mayo Personnel:
• Site Consultants and Clinical Residents: 6,900
• Administrative and allied health staff and others: 63,100
• Total: 70,000 (rounded numbers)
Research personnel:
• Full-time scientific faculty: 252
• Physicians actively involved in research: 794
• Full-time research personnel: 4,221

Mayo Clinic School of Graduate Medical Education:

Mayo trains doctors in more than 300 residency and fellowship programs,
representing virtually all medical specialties.
• Enrollment: 1,791
• Graduates: 738

Mayo Clinic School of Continuous Professional Development

• Total participants: 84,082

Financial information (2019 in millions)

• Total revenue from current activity: $13,819
• Income from current activities: $1,063

Disclosed conflict of interest:

Mayo Clinic and its staff often collaborate with industry to improve patient care
through research agreements, invention licenses and consulting activities. The
Mayo Clinic Conflict of Interest Review Board oversees all such activities. Mayo
Clinic and its staff members do not receive any royalties for inventions or
technology developed at Mayo and subsequently prescribed for Mayo Clinic
patients.

Mayo Clinic Health System in Minnesota

Mayo Clinic Health System in Iowa
Mayo Clinic Health System in Wisconsin

Mayo Expansion Efforts into key states with accelerated high quality health care
demand, high population growth as well as key retirement areas within the United
States – Arizona and Florida.
Mayo Clinic will spend nearly $800 million to expand in Arizona and Florida, two
growing regions with high demand for hospitals.
Over the next three years, Mayo Clinic is making significant investments in both
the physical and technological future of health care, through doubling the size of
the Mayo Clinic campus in Phoenix Arizona, inclusive of practice, education, and
research activities. The “Arizona Forward” project represents a pivotal and
strategic step in accelerating growth and continuing to provide exceptional service
to patients in the state and nationally. Mayo Clinic's two campuses in Arizona are
located in Phoenix and Scottsdale.
In Jacksonville Florida, is where Mayo has 7 hospitals including a 400-acre
campus, where Mayo will add a five-story medical building, a 1,000-slot parking
garage and connecting structures. The 120,000-square-foot medical building will
connect to the campus’s existing Mayo and Cannaday buildings. Construction
should be completed in 2021.

Demand for US health care professionals in the next 10 years is conservatively

project at 15% by US Depart Labor predictive models
The past 15 years has demonstrated a historical trend.
The Mayo Clinic the need for a HMS extends beyond the borders of the United
States.
The current understanding of the proposed system with the initial requirements is
that patients’ generated and historical data and the process in providing health care
to those patients during their visit to Mayo is the center core of the process. Every
patience is elementary different and thus the events within the system can appear to
be random or ad-hoc depending on specifics of testing and diagnosis
However, the first event is that same for all patients, an appointment is scheduled
for the patience. After the initial appointment is schedule and a temporary id is
assigned to the patient, the ad-hoc characteristics of health care is administered
( diagnosis testing, imaging, pharmacology etc.) comes to the forefront of the
process and human health care or admins are responsible for the input the data. The
second component of the system’s structured application will be secured and store
data for a controlled access and recall.

Future State Defined

Propose systems work flow
 Patient makes an Online appointment made

Reminder sent back

24 hrs before
appointment
Appointment made through Mayo Registrations

Cloud Data Storage

Insurance Providers
Health Care Provided
Data Interface
HMS
Administration
&
Adminstration
Billing

Nurses Doctors
Doctors Specialists
HMS Software System Initial Requirements:
Database: MySQL Database
Operating System: Windows 2016
Web-Based: Web-based application
Response Time: 1 second
Capacity: 500 users at a given time
Errors: log all errors
Availability: Available all the time
Usability: The screens should be self-explanatory and very user friendly

Mayo senior management/project sponsor representative have the following initial

expectations for the HSM software.
1. Patient’s appointment management: The availability doctors, should be
displayed on the website. Patients can select the doctor they would like to visit
based on the appointment slot available for that doctor or specialist. The
system shall book the appointment for that patient with the doctor selected.

2. Patients scheduled appointment reminders with directions to the appropriate

hospital site are to be sent 24 hrs. prior to the appointment time. Reminders can
be preference selected, auto phone call message, email or text.

3. Patient registration: When a new patient comes to the hospital, they are
registered in the system. The registration staff will give each patient a patient
ID. This ID will be used by the patient throughout their stay in hospital and
will be deleted from the system when the patient is discharged.

4. Bed occupancy: Tracks all the beds in the hospitably showing the list of all the
occupied and unoccupied beds in the hospital. The person in charge for the
hospital floor will update the bed occupancy every 6 hours.

5. Billing: HMS will sum up the expenses of a patient and produce a complete bill
at the end of the consultation or at discharge.
6. Laboratory, blood bank, and radiation departments to be managed: Doctor will
enter any prescribed tests for any patient in HMS. This will be received by the
laboratory or radiation department directly and when the patient’s tests are
done and the reports are uploaded to the HMS. The doctor can log in the
system and enter the patient ID to access them.

7. Reports: Hospital’s revenue, expenses, bed occupancy and other reports are
generated from the HMS for senior management for decision making.

8. Staff Management: Saves staff roster of the nurses and ward personnel on duty
with their respective ward numbers.

9. Instructions for patients: Any instructions given by the doctors for the nurse to
follow for each patient.

10. Insurance: patients insurance details, are to be stored in the HMS for claim
processing.

11. Management would initially like the following reports:

 Bed occupancy for each day
 Doctors’ appointments and revenue generated through OPDs.
 Total number of OPD patients and admitted patients
 Which doctors generate the maximum revenue
 Total amount of earnings through OPD and admitted patients
 Total amount of earnings generated through laboratory and radiology

The Hospital Management System requirements, classification schema: will

identify levels or types of requirements that assist all stakeholders in categorizing
requirements of the HMS.

 Business Requirements:
Given the health care ecosystem in which the Mayo Clinic competes and in order
to keep up with the growing demand and complexity of the Mayo Clinic’s mission
to provide quality health care, a hospital management system is to be created using
a web-based application for ease of use for patients and customers, as well Mayo
clinic internal end users. The HMS application should be able to interface with all
hospital services and operations and be able to generate quantitative data to help in
management decisions.
  Design in Stakeholder Requirements: Patience access to appoint scheduling
and centralized data for enterprise wide hospital operations

 Design in Solution Requirements:

o Functional Requirements
o Non-Functional Requirement

 Design in Transition Requirements

Upload current patient medical records. Upload current Mayo staff certifications
and competencies. Upload operational details per hospital or clinic i.e. services
capacities equipment capacities, medical professional capacities..
Data Flow Chart
Mayo Referral and
Affiliate
Emergency
Patients Patients Patients

Government
Private Insurance Insurance Providers
Providers Patient Administration Medicare or Medicaid
Registration
Patients’ private information secured

Patients’ Instructions Governance Confirmed

Patient Care Patients’ Billing
Doctors & Hospital Operations
Nurses Documentation Management

HIPPA & PII

Protected Data
process &
controls HIPPA & PII
HIPPA & PII
Protected Data
Protected Data
process &
process & Mayo controls Equipment
3rd Party Logistics
Physical Therapy controls Management
Patient Care Hospital Suppliers Vendors
Documentation and Tech Support
Management
System
HIPPA & PII HIPPA & PII
Patient Care Protected Data (HMS) Protected Data
Documentation process & process &
controls controls
Pharmarcy HIPPA & PII
Protected Data Staff & Talent
process & Management
controls

Patient Care
Documentation

Lab Testing Risk and Compliance

& Imaging Management
Management Reporting

Activity Reports
generated from
internal business
unit inputs