Workflow Survey

I wrote the following survey in 2003 and it was published in Advance for Healthcare Executives 2003, 2004, 2005. (By the way these were the same years I help my EHR customers win the HIMSS Davies Award!)

Electronic Health Record
Workflow Management Systems
Features & Functions Survey

General Comments and/or Software Name

1. Does the EHR implement, embed, or rely on a workflow management system?
Yes
No

Comment

2. Does it rely on its own proprietary workflow engine?
Yes
No

Comment

3. Does it rely on a third party workflow engine or workflow management system?
Yes
No

If yes, which one?

Comment

4. Can screen sequence be determined by a user editable process definition?
Yes
No

Comment

Please supply an annotated screen capture of process definition editor:

Comment

5. Can process definitions be executed based on reason for patient visit?
Yes
No

Comment

6. Can different process definitions be defined for different specialties?
Yes
No

Comment

7. Can different clinics on a common database use different process definitions?
Yes
No

Comment

8. Can different roles (nurse, physician) trigger different process definitions?
Yes
No

Comment

9. Are different process definitions supplied for different specialties?
Yes
No

Comment

Please supply screen captures of two different specialty process definitions:

Comment

10. Can “screenless” activities be added to process definitions so they will be automatically executed?
Yes
No

Comment

11.Can process definitions have execution priorities?
Yes
No

Comment

12. Can process definition be scheduled for recurring execution?
Yes
No

Comment

13. Can concurrently executing process definitions consolidate common steps?
Yes (Such as collecting parental signatures for multiple vaccinations.)
No

Comment

14. Can process definition authors designate certain steps as being optional or required?
Yes (Canceling an optional step does not cancel overall process definition; canceling a required step does.)
No

Comment

15. Can process definitions behave differently in different clinical circumstances (patient age, sex, race, etc)?
Yes
No

Comment

16. Can process definitions be owned by roles and users?
Yes
No

Comment

17. Can other users in the same or different role assume ownership during process definition execution?
Yes
No

Comment

18. Are process definitions stored in a database separate from application programming code?
Yes
No

Comment

19. Can a process definition be triggered by an external application (eg. scheduler based on visit reason)?
Yes
No

Comment

20. Can a process definition be triggered by a user?
Yes (For example a collection of tasks relevant a medical condition)
No

Comment

21. Can process definitions assign work items directly into both role-based and user-based work lists?
Yes
No

Comment

22. Can process definition work items have deadlines?
Yes
No

Comment

23. Can a work item deadline trigger an alert?
Yes
No

Comment

24. Can deadlines intentionally be allowed to expire?
Yes
No

Comment

25. Can process definitions trigger other process definitions?
Yes
No

Comment

26. Over what duration can process definitions span?
Patient encounter?
Across patient encounters?

Comment

27. Can process definitions and their work items enforce role and user permissions?
Yes
No

Comment

28. Is there a “radar view” to allow all users to monitor process definition progress?
Yes (Patient location, pending work items, work item ownership, how long each work item has been waiting)
No

Comment

Please supply screen shot of “radar view” that globally tracks pending task execution?:

Comment

29. Is the work item status display coded (with colors or other cues) according to work item ownership by role or by user?
Yes
No

Comment

30. Can a user view and complete work items that have been assigned to another user or role?
Yes
No

Comment

31. Can reminders be automatically generated for overdue work items?
Yes
No

Comment

32. Can a user delegate a work item (move it between worklists) to be accomplished by another user or role at a later time?
Yes
No

Comment

33. Can one user or role create a reminder for the same user or role to accomplish a work item at a later time?
Yes
No

Comment

34. Are pending work items for one user (their worklist) or role visible to other users at the same time?
Yes
No

Comment

35. Can screen navigation be driven by process definition execution?
Yes
No

Comment

36. Is work item execution time logged for later analysis?
Yes
No

Comment

37. Is work item execution beginning time logged for later analysis?
Yes
No

Comment

38. Is work item execution end time logged for later analysis?
Yes
No

Comment

39. Is the user accomplishing an activity logged?
Yes
No

Comment

40. In what form is work item execution logged?
File
Database

Comment

41. Can permission to perform a task be granted to a role but revoked for a user?
Yes
No

Comment

42. Can permission be revoked by role but granted to an individual user in that role?
Yes
No

Comment

43. Are these permissions visible in the work item status display?
Yes
No

Comment

44. Can abnormal data values trigger process definition execution?
Yes
No

Comment

45. If system logs process activity,, specifically what is logged?When work item is created (when the process definition is instantiated and assigned context)
When a work item is dispatched (goes from merely being a dormant step in process definition to pending and waiting to be accomplished)
When the user makes an affirmative gesture to begin the activity (clicks on a work list item)
When the activity actually begins (perhaps prevented by insufficient privilege or an error condition)

Other

Comment

46. What are activity completion conditions?
Finished (complete this activity and continue to with process definition execution)
I’ll be back (pause activity completion)
Cancel (cancel this activity and continue with process definition execution)
Forward to… (create work item on another user or role worklist)
I’ll do later (for purposes of in office workflow acts as if it has been finished’, but it persistently remains on a work list)
When the activity is escalated (not completed in a specified amount of time)
Error (not a user selectable option)