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Dental Integrated Clinical Information System (DICIS)

Introduction

The University of Kentucky College of Dentistry embarked on an exciting, challenging, and beneficial project: the implementation of a new clinic information system designed with state-of-the-art capabilities. The system is easy to learn and use, yet its great flexibility will allow us to meet our clinical and financial information needs. The system will also allow us to implement a true electronic patient record. After a thorough evaluation process, a committee recommended to Dean Turner that the College purchase "Axium" software from Exan Academic Inc.

Implementation

In April , 2006, the College went live with the registration and billing functions. In preparation for the change, there were a number of major activities for the College to complete. These included:

• establishment of core and implementation teams

• design of an implementation strategy and timeline

• meet with faculty and staff from each unit/clinical discipline to define business processes and flow and to discuss how the new system would best work for the given unit

• upgrade of the College's networking infrastructure

• purchase and installation of new hardware, including servers and clinical workstations that will be on the clinic floor

• conversion of data from the current to the new system

• perform complete system setup (user permissions, fee schedules, student rotations, required reports not already included with the system)

• thorough testing of the system

• training of faculty, staff, and students in those aspects of the system they will be using

• planning for implementation of the Electronic Patient Record and Digital Radiography; begin implementation of these in Fall/Winter 2006

The Teams

Project Coordinators:
Dr. Richard Haug, Executive Associate Dean for Clinical Affairs	3-5786
Julie Jakway, Associate Dean for Administration and Finance	3-5788

Core Team: The Core Team will work directly with the vendor to learn every aspect of the software, to evaluate current operating practices, and to implement the appropriate business and clinical process changes in order to ensure an effective transition. The Core Team, working directly with the Project Coordinators, will make recommendations to the Dean and Dean's staff regarding administrative changes, training and implementation. The Core Team will establish schedules and lead training efforts.

Dr. Tom McConnell, Faculty Liaison	7-4809
Dr. Alan Kaplan, Technical Team Leader	3-6504
Keith Shelton, Business and Clinical Team Leader	7-1491
Lori Bruelheide, Insurance Manager	7-1494
Paula Sandford, UKDC Manager	3-8598
JoAnn Lowery, Data Coordinator	3-8097
Sam Hale, Technical Support	3-1239

Implementation Team: The Implementation Team will work with the Core Team to establish processes to ensure the effective transition to the new software. The Implementation Team will be responsible for assisting the Core Team with training. Members of the Implementation Team function as liaisons for the various business units they represent, and will provide additional support as needed and requested.

Sandy Challman, Training Support	3-5790
Susan Lundin, Kentucky Clinic Liaison	7-3462
Rebecca Napier, Medical Clinic Liaison	3-6357
Adrena Woolwine, Student Clinic Support	3-5876
Debbie Goggin, Technical Support	3-8566
Glena Jarboe, Faculty Practice Support	3-9667