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Organization Workforce Competencies

Dimension Definition: Organization and Workforce competencies dimension is related to workflows, processes and policies automation, eHealth adoption change management, clinical safety digital procedures, workforce digital health competency and training

Scope:

This dimension is related to the advances in the digital health technology and consumer-enabled care delivery and its impact on the knowledge, skills and abilities across the workforce to support and enable adoption of digital health technologies.
The healthcare workforce requires expertise and guidance to evaluate new technologies, using processes grounded in real-world evidence.

Relevance to SeMA:

Identify the Digital health baseline within the healthcare provider facilities within the organization & workforce competencies dimension
Identify the Digital Health maturity levels/scores and any gaps in the baseline within the organization & workforce competencies dimension
Propose Digital Health areas of improvements and suggestions in the baseline within the organization & workforce competencies dimension

Key Criteria:
Streamlined and lean workflows and processes
Change management framework and plan in place and implemented
Digital Health workforce education and training plan and program planned or in place
Digital Health workforce tools planned or in place

Sub-Dimensions:

5.3.1 Workflows, Processes and Policies

5.3.2 Change Management

5.3.3 Clinical Safety

5.3.4 Healthcare Workforce Competencies and Training

5.3.5 Healthcare Workforce and eHealth Training Delivery Tools

Assessment Questions

Workflows, Processes and Policies

#	Assessment Elements	Answer Options	What looks immature	What looks mature	Evidence Type
	What proportion of referrals are automatically integrated into digital clinical workflows?	-None -Less than 25% -Between 25% - 50% -Between 50% - 75% -More than 75%	None/ few referrals are automatically integrated into digital workflows	Most or all referrals received are automatically integrated into digital workflows	Please provide a screen sample of the referrals' digital process in your system
	What proportion handovers of care within your organisation is shared digitally when a patient or service user moves between services or departments?	-None -Less than 25% -Between 25% - 50% -Between 50% - 75% -More than 75%	None/small percentage of handover of care is reported and shared digitally	Large/ Total proportion of handover of care is reported and shared digitally between services or departments	Please provide a screen sample of the digital handover page in your system
	Do all ancillary disciplines document care electronically?	- None - Less than 25% - Between 25% - 50% - Between 50% - 75% - More than 75%	Ancillary disciplines do not document care electronically	Ancillary disciplines document care electronically	Please provide a screen sample of electronic care documentation under the ancillary discipline
	Is the packaging process related to medications that the hospital receives in bulk and repackages well-defined and supported by some level of automation?	-Yes -Partially -No	Medication packaging and repackaging process is unclear, highly manual and hard to track	Medication packaging and repackaging process well defined and automated	Please provide the documented process of medication packaging/repackaging
	What is the proportion of clinical orders that entered electronically?	-None -Less than 25% -Between 25% - 50% -Between 50% - 75% -More than 75%	Less than 90% of clinical orders entered electronically	More than 90% of clinical orders entered electronically	Please provide a sample of an electronic clinical order
	Are there exceptions to paperless workflows e.g.: Scheduled medication orders, immunizations for a public health department?	-Yes -No	No exceptions to paperless workflows	Exceptions to paperless workflows are available when necessary	Please provide a policy document for exceptions to paperless workflows

Healthcare Workforce Competencies and Training

#	Assessment Elements	Answer Options	What looks immature	What looks mature	Evidence Type
	Do you have recruitment and training & development strategies/ plans for developing digital knowledge?	-Yes -No	No hiring or development strategy. Key skills are limited to a single individual or small team with no development planning	Clear identification of the skills and competencies required and the strategy for retaining, developing and hiring appropriate skill sets	Please attach the relevant strategies or plans relevant to recruitment and training & development (digital development aspect)
	Do you have the required IT competencies within the facility to implement the required digital health initiatives in the manner that best fits the facility's specific requirements and infrastructure?	-Yes -No	No IT specific competencies in place to implement the required digital health initiative within the capacity of the organization	There are IT specific competencies in place to implement the required digital health initiatives within the capacity of the organization	Please attach the list of the existing and relevant IT positions and a brief job description for each one of these positions
	Do you have a comprehensive onboarding plan with extensive digital learning and development courses enabling the employee to familiarize and become empowered with all digital tools available?	-Yes -No	Onboarding plan is not comprehensive and does not familiarize the employee with all available digital resources and how to use them.	Comprehensive onboarding plan with extensive digital learning and development courses enabling the employee to familiarize and become empowered with all digital tools available	Please attach the documented onboarding plan
	What is the percentage of users who are trained before gaining access to EMR/HIS?	- None - Less than 25% - Between 25% - 50% - Between 50% - 75% - More than 75%	Less than 90% of new users are trained before gaining access to EMR/information systems	More than 90% of new users are trained before gaining access to EMR/information systems	Please provide the policy or mandate of the new user training
	Is there an EMR refresher security training program in place?	-Yes -No	No EMR refresher security training program	EMR refresher security training regularly conducted	Please provide training manual or content
	What is the percentage of your healthcare employees who are digitally competent, meaning they rarely require assistance from IT when performing digital work?	- None - Less than 25% - Between 25% - 50% - Between 50% - 75% - More than 75%	healthcare employees face constant difficulties adapting to digital work. They require constant support from IT even for minor issues	healthcare employees do not face many difficulties adopting digital work. They rarely require support from IT to solve digital issues or enquire about certain features	Please provide a summarized attachment that shows the tickets raised to IT (showing the categories of the tickets raised) in the past year
	Do you have physician and nursing informatics champions/super users clearly identified?	-Yes -No	No physician champions and nursing informatics identified	physician champions and nursing informatics clearly identified. They lead and encourage peers to adopt practices in line with the digital strategy	Please highlight the positions in one of the existing organization structures that your facility has (Screen Sample or Attachment)
	Do you have measures and indicators in place to measure the digital skills and competencies of your employees and develop the required competencies accordingly?	-Yes -No	No defined KPIs in place to measure the digital skills and competencies of the employees within the healthcare facility	Defined KPIs are in place to measure the digital skills and competencies of the employees within the healthcare facility	Please provide the used KPIs or measures to measure the digital skills capabilities and competencies of the employees in your facility

Healthcare Workforce and eHealth Training Delivery Tools

#	Assessment Elements	Answer Options	What looks immature	What looks mature	Evidence Type
	Do you have an implemented knowledge management platform that upskills the employees and allows them to interact with each other?	-Yes -No	No training platform implemented	Implementation of a training platform that offers a series of online courses prepared by experienced personnel, organizes eLearning, conducts employee tests, and assesses employee performance and collaborate together	Please provide a screen sample of the knowledge Management platform

Change Management

#	Assessment Elements	Answer Options	What looks immature	What looks mature	Evidence Type
	Do you have a change management strategy including communication plan, stakeholder mapping and change readiness in place to realize a digital transformation?	-Yes -No	Limited change management plan/strategy	Detailed change management plan in place which outlines communication plan, stakeholder engagement plan and other associated change approaches and activities required to support digital transformation program and follows PROSCI methodology and framework	Please attach the available change management strategy of your organization
	Do you have measurement tools to measure the change management success? Including but not limited to: training effectiveness, linking digital competence with promotions and career progression, change in time to implement initiatives, time to competence, patient coaching and satisfaction with digital services provided	-Yes -No	There is no comprehensive change scorecard in place.	There is very comprehensive change scorecard in place.	Please provide a screen sample of the tool used to measure change management success

Clinical Safety

#	Assessment Elements	Answer Options	What looks immature	What looks mature	Evidence Type
	Do you participate in national clinical safety initiatives such as SPSC's SAWTAK and PHARMA Safe by contributing to a database of lessons learned to avoid the recurrence of medical incident events and reduce their occurrence?	-Yes -No	No participation in any clinical safety initiative/program	Participation in clinical safety initiatives and programs such as SPSC's SAWTAK initiative and PHARMA Safe to contribute to a comprehensive database of lessons learned and leverage it in developing plans and projects to avoid the recurrence of medical incidents events and reduce their occurrence.	Please provide an email screen sample that shows your participation in national clinical safety initiatives
	Do you have a clearly defined and implemented digital process to record medical incidents?	-Yes -No	No process in place to record medical incidents	Clearly defined and implemented process that allows accurate recording of medical incidents	Please provide the documented process of recording medical incidents
	Are medication orders digitally verified before they are dispensed within internal pharmacies?	-Yes -No	No clarity on verification of medical orders before being dispensed	Medication orders are verified before being dispensed	Please provide a screen sample of the digital verification