Testimony
of
Howard
H. Green, M.D.
Concerning
the Veterans Health Administration
Decision
Support System (DSS) to the Subcommittee
on
Oversight and Investigations
September
21, 2000
I am the originator
of the VHA Decision Support System along with my colleague Dr.
Elisabeth McSherry. The
invitation to present testimony about the VHA Decision Support
System (DSS) from the Chairman, Honorable Terry Everett, of this
Subcommittee is appreciated. I
have served the Department of Veterans Affairs as a resident
physician, and attending physician.
In 1973 I was appointed Chief of Staff of the VA Medical
Center in White River Junction, Vermont and served in that capacity
until 1994. From 1991
to 1999 I was the Contracting Officer’s Technical representative
for the DSS Contract and in 1994 assumed the role of Deputy Director
for Technical Implementation of the DSS System.
I retired from the VA on October 20, 1999.
Purpose
of Testimony
The
purpose of this testimony is to explain the capabilities of the DSS
System as they relate to running the business aspects of VHA and how
the DSS System supports the evaluation and monitoring of Health Care
Quality. Finally it is
my purpose to comment on the status of the DSS Implementation and
the utilization of the system for the purposes for which it was
intended. I will
address the reasons why this implementation and subsequent use of
the system have not yet reached the expectations established when
the implementation began.
A
detailed report of my evaluation of the DSS implementation was sent
to Ms. Gail Cotten, Contracting Officer for the DSS Contract in
October of 1999. Subsequently, a copy was provided to Ms. Helen Lew of the
General Accounting Office, the staff of this subcommittee, and to
Mr. Charles Yarbrough while he was the Acting VHA CIO.
It should be noted
that the DSS system implemented by VHA is the same tool used by over
1,400 hospitals and Health Care systems worldwide.
Many of these systems use this tool extensively for
evaluating the cost and quality of their patient care system.
Summary of the Contract
The
contract officially started on September 20, 1991.
It went through eleven (11) modifications which were required
because of changing conditions.
Implementation of the system started in the medical centers
in 1994. The contract
was scheduled to end on September 20, 1999 but was extended to
October 19, 1999 to accommodate the time required to complete
negotiations on a follow on maintenance contract.
Eclipsys Corporation (the vendor) agreed to this extension at
current labor rates detailed in the contract.
There are several important noteworthy points about the
contract.
·
The contract closed out approximately $761,000 under the
original GSA disbursement authority of $24,368,533.
This includes the extension period costs.
The vendor was an important partner in meeting this goal.
·
The functionality received exceeds that defined in the
original contract document.
·
The contract was completed on time.
Comment:
I believe that this record has few parallels in VHA or
possibly in DVA. My
view is that a thorough review of contracts not meeting this
standard should be carried out by both the Administration and by the
Congress.
The
Issue
This
hearing is convened to determine in part whether the DSS System is
being used by VHA for the purpose for which it was intended.
Approximately 200,000,000 dollars (by the end of 2000) have
been spent on installing this system (24 million for the vendor and
175 million or so contributed costs of VHA for personnel, supplies,
travel, processing, etc.). It
is time to determine whether the system is yielding the Return On
Investment (R.O.I) expected.
The direct answer
to this question is that the system is being creatively used in
certain VHA medical centers, but is not currently being used across
the system to generate the R.O.I. required.
The real question then is why not?
Since approximately 1400 Medical Centers and Healthcare
Systems in the United States and Internationally – Australia, the
Netherlands, New Zealand and others – are using this exact system
for meeting management and certain clinical needs.
What does DSS do?
There
are six questions, which are of central importance.
The first: Does VHA
need to know (to be in compliance with statute), what it costs, at
the level of tests and procedures to deliver care and to sell its
services to other Federal, State and Private entities?
The second: Does VHA need to know the cost for
encounters of each patient for hospital, ambulatory, long-term care,
etc?
The third: Does VHA need a
system by which to determine the process of care in order to
evaluate the efficiency of care, the adherence to clinical care
guidelines, the frequency of selected adverse events and the impact
of these adverse events on the cost of care?
The fourth: Does VHA need to be able to
build budgets from workload defined by the descriptions commonly
used in the private sector such as DRGs, long-term care Resource
Utilization Group (RUG) classifications and ambulatory
classifications as used by HCFA?
The fifth: Does VHA
need to know what it costs for patient episodes in order to set
rates for MCCF (medical care cost recovery) reimbursement from third
party insurance; and to determine whether or not VHA is making or
losing money on these transactions?
The
sixth:
Does VHA need to know patient specific costs in order to
reasonably allocate appropriated funds to its principal operating
units, the medical center?
This is precisely
what DSS does. Furthermore, there is no other DVA or VHA system in operation
which does this. DSS is
the only system in place which is specifically designed to meet
precisely the intent of the questions presented.
I
have left out the seventh question and that is:
Does
the VHA need a reliable system to answer the questions Congress asks
about the costs of care such that the answer to the question can be
proven if necessary by an audit of the process by which the answer
was derived? Only the
Congress can answer this question.
The DSS System is
designed to accommodate this need.
Concrete Illustrations of what DSS does.
I can think of no
better way to illustrate the DSS system capabilities than to cite
the titles of presentations given between June 11-14, 2000 at the
Eclipsys (the vendor) Decision Support 14th Annual User
and Education Conference at the Washington Hilton and Towers in
Washington DC. Presentations
by VHA Medical Centers were well attended and the evaluations of the
presentations were high.
Titles, Presentations by VHA Medical
Centers:
-
Alvin C. York VA Medical Center, Murfreesboro,
TN
·
Using DSS to Guide Clinical Interventions:
A Case of Poly pharmacy and a Concomitant Illness of the
Geriatric Population.
·
Drug Utilization Review a Breeze with DSS: Utilization of
HMG-COA Reductase Inhibitors (cholesterol lowering drugs).
Portland
VA Medical Center
·
Clinician’s use of DSS Data to Identify Opportunities in
Cost Reduction. (Note:
the problem of a 10 million-dollar operating deficit appropriately
includes physicians in its solution.
DSS contributed significantly by providing necessary
information.)
·
Allocation of Faculty Salary Dollars and Determination of
Cardiac Cath Lab Procedure Costs in an Academic VA Hospital.
VAMC North Chicago
·
DSS Reports Database for Department Reviews.
(Note: Department
refers to operating units within the Medical Center such as
Radiology, Laboratory Medicine, Surgery and their specialty units.)
South Texas Veterans Health Care System, San
Antonio, TX
·
Forecasting Effects of Integrating Mental Health in a Multi
Hospital System.
VAMC Northern Indiana
·
Automated DSS Monthly Processing and Audit steps.
(Note: A tool developed to assist new DSS personnel
responsible for maintaining the system, given the fact of employee
turnover.
Selected presentations from Non-VA Medical
Centers.
-
AMC Amsterdam – The
Netherlands. “Decision
Support in the Operating Room Department.
-
St. Joseph Health
System – Orange, CA “Using
Decision Support Information in Establishing Quality Improvement
Benchmarks”
-
Jefferson Health
System – Philadelphia, PA “Promoting
Clinical Integration in an Integrated Delivery System.”
-
Mayo Clinic –
Rochester, MN “Thrills,
Chills and Spills Revisited: Teaming Clinical and Financial Analysts
to Support Performance Improvement.
-
Royal Children’s
Hospital, Women’s and Children’s Health Care Network –
Melbourne, Victoria, Australia “Integrated and Enhanced Quality of Patient Care using
Sunrise Decision Support Manager”
-
The University of Iowa
Hospitals and Clinics – Iowa City, IA
“Decision Support: Meeting a JCAHO standard on
Resuscitation”
-
Wellington Hospital
Capital Coast Health Ltd. – Wellington, New Zealand “Benchmarking, A Tool to Improve Clinical
Performance?”
-
Queensland Health,
Brisbane – Queensland Australia
“Corporate Quality Improvement and Enhancement: The
Queensland Health Way”
-
Texas Children’s
Hospital – Providence, TX
“Using Decision Support for Facility Expansion
Projections”
-
Emory University
Health Care – Atlanta, GA
“Consolidated Financial Statement and Department Management
Reporting Using Transition II and Crystal Reports”
-
St. Michael’s
Hospital – Toronto, Ontario Canada
“Using Transition II to Support Effective Merger
Decision-Making”
-
Children’s Hospital,
Stanford Medical Center – Palo Alto, CA
“Building a Basic Business Plan”
-
Holy Family Hospital
– Methuen, MA and Caritas Christi Health Care System, - Boston, MA
“Negotiating Payment Rates that Mimic Patient Care
Cost”
-
University of Chicago
Hospital – Chicago, IL “Using
Eclipsys to Predict Base Staffing and Overtime/Temporary Labor
Needs”
-
The Cleveland Clinic
Foundation – Cleveland, OH
“Cost Savings and Cost Avoidance of Pharmacist’s
Intervention”
I believe that
anyone reading this list carefully could come to several
conclusions.
1.
The DSS System has broad functionality.
2.
There are University Medical Centers affiliated with the VA
using DSS.
3.
The nature of the Medical Centers using the system includes
Fee for Service, Fixed Price Reimbursement, and Governmental
Systems.
How does
the DSS System Produce its Information?
Simply put the DSS System
takes appropriate computerized extracts of workload data (tests,
procedures, patient encounter, prosthetics, etc.) from the VHA VistA
transaction and Austin Automation Center Systems and combines this
with extracts from the VHA portion of the Financial Management
Systems, applies management accounting and cost accounting
principles to this data to yield its outputs.
Audit procedures if used, assure that the data accurately
represents that in the feeder system and in addition there are
automated audits which can demonstrate deviations from the
established standardization of internal structural rules promulgated
as part of the implementation sequence of the system.
Proper function of
the DSS System is optimized if it receives accurate and complete
data from the feeder systems. The
clear responsibility for this data rests with the top management of
Medical Center, VISN’s and Headquarters.
Those who criticize DSS data quality are looking at the
responsible party if they are facing a mirror.
Why
is DSS information not being universally used to help to improve the
management of VHA and to assist in improving the quality of its
service?
4. The current method for acquiring resources by the
Department of Veterans Affairs works.
VA managers have become expert at manipulating the current
system and don’t want to change.
Statements
made about DSS by top management are having a serious negative
impact on DSS.
“It
ain’t so much the things we don’t know that gets us in trouble.
Its the things we know that ain’t so.” – Artemus Ward
·
To better guide local staff in their implementation of DSS
systems, VISN and VHA Headquarters management need to continually
update what their DSS data needs are.
They need to determine what types of reports they want, what
the data elements should be, and what the formats should be.
We would expect these determinations to be part of an overall
assessment of VHA’s “business needs.”
·
VHA top management must then ensure that DSS structures in
use at medical centers adhere to the basic DSS model to satisfy the
business and data needs of local, VISN, and VHA Headquarters
managers.
·
Much of this effort will involve the “education” of staff
at all levels. To this
end, facilities and VISNs that have successfully implemented DSS in
adherence to the model should be identified and held up to others as
“best practices” sites, so that they can be emulated.”
The
fact is that the feeder system data feeding DSS from VistA, Austin
Automation Center encounter and Fiscal System data from FMS came
from standardized fields. Audit
systems are available to demonstrate the integrity of this data and
to demonstrate deviation from the DSS Structural Guidelines.
Dr. Kizer accepted the findings
and recommendations of the IG.
The
first and usual response of managers who duck responsibility and
attendant accountability is to blame the system.
Since the structure and standardization of DSS at any Medical
Center is within the direct control of the Medical Center, the IG
conclusions would appear to point to the famous statement by the
cartoon character, Pogo – “We have met the enemy and it is
us.”
·
It’s not easy to get
information out of the system, it is not user-friendly.
Despite
the fact that patient specific inpatient and outpatient costs from
DSS are available on a secured VHA web site called the KLF report
and extensive training on how to generate reports from the system,
has been offered to VISNs and Hospital Management, the fact the site
teams can generate extensive adhoc reports requested, and that the
fixed reports from the system are designed for managers, the
complaint continues. The
simple fact is the complainers won’t take the time to learn.
The DSS Program Group is currently providing extensive
training on the use of the system and the vendor is training users
on an advanced SQL DSS reporting tool which uses standard state of
the art third party point and click reporting tools (Crystal
Reports) as a front-end to make it easier to get information.
There will be no way to satisfy those who don’t want the
information and who are unwilling to change previous habits.
In
contrast to the top management, the people on the front lines of the
site teams, although frequently understaffed, and on some occasions
not having appropriate backgrounds for the task, have dug in and
done a remarkable job of implementing this complex application.
The number of successes are greater that the failures.
A few sites have developed robust systems which have been
used for aiding decisions at the medial centers and VISNs.
These sites in the last three years have prepared and given
presentations on how they are using the system to improve
performance at the annual user group meeting of the Eclipsys (the
vendor) Corporations Decision Support customers.
These presentations have received praise from the private
sector users. The VA
gave the presentations listed above in this testimony and all were
well done.
It
is my opinion that many of the site managers and site teams have far
better insight on the processes which make the Medical Centers run
than those who manage the Centers.
·
The data isn’t
timely.
There
is no question that system-wide the medical centers are not in
synchrony with the monthly processing of data.
It is obvious that processing cannot begin until the
transactional databases close.
Specific factors which impede bringing
DSS to an optimal state.
End
of year closure on transactional databases which feed DSS.
·
The financial database (FMS) closes promptly within 5-7 days
of the October 1st closure date. Therefore, this database does not impede movement forward
into the new year.
·
The workload database – dealing primarily with Medical
Records Data are generally not actually closed until December.
An inordinate number of corrections are entered at the end of
the year. Sites cannot
start the processing of October data and the end of year processing
sequence which corrects and recosts the products and encounters
until this closure. This
sequence requires 2-3 weeks and is delayed until after the Christmas
and New Year Holiday. The
sites can however, build new structures in DSS required for the
coming year as soon as they are known.
In fact these structures could be built prior to October 1 of
the current year.
Lack of communication between those
responsible for the VistA transactional databases to those on the
DSS technical support team.
This single factor
was a major stumbling block in the implementation sequence and a
principal cause of delay in the process of starting a new fiscal
years information processing sequence.
DSS requires lead-time to adapt to changes planned in the
VistA data set. Extracts
have to be re-written and coded, deblocker of the extract e-mail
messages changed at AAC – SAS routines redone.
The new software must be carefully tested. This requires extensive work planning and writing of
specifications. The
VistA team assigned to support the DSS technical team was frequently
not informed by other VistA developers of their changes, despite
oral and written agreements to do so.
This delays the ability of the DSS Technical Support people
to get the appropriate change instruction to the field.
The cooperation by VistA reached a nadir between 1996 and
1998 because of the assignment from the Birmingham, Alabama CIO
field office to the Albany field office for VistA support.
The Albany group had no experience or knowledge about DSS
support. The number of
people assigned to the project was reduced and there appeared to be
growing hostility in VistA toward the DSS application.
It is my belief that this hostility came directly from the
top of the CIO organization. It
was not until about 19 months ago when the program support was taken
out of the Albany field office and reassigned to Bay Pines that this
attitude changed. Lack
of stability of programming staff assigned to dealing with the VistA
needs of DSS is a constant problem.
Decreasing
reliability of support by the Austin Automation Center
At this point, VHA
spends about 12-13 million dollars per year on computer and system
support of the DSS application.
This represents 40-50% of the revenue received by AAC from
VHA. It is important to
acknowledge that this application represented a real challenge for
the AAC in that it requires a very high degree of user interactivity
to build the structure, set up processing sequence and generate
reports prior to the advent of this application.
The AAC was the home of a number of DVA, VISN and VHA
databases requiring little end user interactivity, such as Payroll,
the Financial Management System, the Patient Treatment File, etc.
In short, it was a batch shop structured according to a set
of routines and rigid timelines.
DSS represented for AAC a huge change of role and operating
philosophy. DSS was no
more or less than a view toward the future role of mainframe
computing systems which had begun much earlier in the corporate
world. Control of the
process and service to a single entity had to give way to
service of multiple users and control by the customer.
They had to shift over a short period of time to a vendor
role offering services which met the needs defined by the user, not
by them. This required
a change on staff training, automation of processes which previously
required manual intervention, design and execution of systems to
analyze the flow of processes within the database and applications.
The process towards this goal was going reasonably well, but
began to deteriorate rapidly during the preparations for the FY2000
DSS rollover, this was unrelated to the Y2K issue which was done
well. The number of
errors made by the AAC in the testing and preparation for this
rollover has been notably greater.
I see little evidence that the AAC has given continuous
training to staff who are assigned to the application.
In fact the AAC staff was given the same training at the
inception of the project as the medical centers were given and a
vendor expert was physically assigned to AAC for a full year at the
inception of the implementation, followed by approximately six
months on site and then access as required.
Although the AAC has begun the capability maturity model
which is widely accepted in the computer world as a way to improve
performance, they apparently have not used it as an analytic process
improvement tool to track and analyze internal errors at the
detailed processing task level.
This decrement in performance delayed the initiation of
FY2000 change over by two months.
Staffing
of the site teams at the Medical Centers
Directors have not
followed the guidelines for staffing numbers or the background
experience of staff assigned.
Timeliness
Need
There is little
need for so called real time cost data.
In a fixed cost environment product costs fluctuate on a
monthly basis primarily because of volume.
As the year progresses a year to date cost profile emerges
(usually in the fourth month) which begins to make sense and at the
end of the year the entire database is recosted to yield end of year
costs for products and the patient encounters which use these
products – cost trends with time are more valuable in many cases
than short-term costs.
What
is the critical factor required for integrity of DSS information?
Central
to the whole process is the integrity of the data which is collected
and used to monitor, measure, evaluate, control, and build the
systems which reduce error, prevent mistakes and improve outcomes.
DSS can be looked on as a tool which uses this data to aid in
the improvement of patient outcomes.
The
success of the DSS as such a tool is critically dependent on the
integrity and completeness of data it receives from the transaction
system. I will restrict
my comments to this issue.
In
1995 the GAO report entitled VA Health Care Delivery, Top
Management Leadership is critical to the success of Decision Support
System. Concluded
in the findings that:
1.
VHA has not developed a business strategy for effectively
utilizing DSS as a management tool.
2. Top Managers have not defined the business goals to be
achieved and measured by using DSS.
3. Top Managers have not provided leadership necessary to
DSS.
4. VA culture constrains progress.
5.
Information infrastructure is inadequate.
Clinical data is incomplete, inaccurate or inconsistent.
In
my opinion all five of these conclusions are applicable today and
because of this the DSS tool cannot be optimized.
In terms of data completeness and quality we are a little
better off than we were five years ago.
Of these five factors the most critical has to do with VA
culture. Dr. James P.
Bogian, Head of the Veterans Health Administration, National Center
for Patient Safety, refers to the need for a cultural change as it
relates to the comfort with which error reporting can be done by
health care professionals. Until
people can tell the truth to their supervisors without fear of
reprisal (shoot the messenger syndrome), we will continue to come up
short of our goals. One
of Dr. Deming's principles was to "Drive out fear."
I can tell you that “shooting messengers” is a robust
activity. For some reason the truth is unpleasant.
Efforts by the head of DSS Data Systems (who is the
co-originator of DSS) to clarify false statements to VA Officials
and to point out data problems have been met with threats of
disciplinary action by her immediate supervisor.
Culture
change requires direct top down leadership and support to
accomplish. Until the
goal of patient care safety and quality becomes the unequivocal
first priority, data integrity and quality will not change.
Data issues are not the province of the CIO but must be the
principal concern of top management.
Absent this culture change, clear direction, and the
promulgation of corporate discipline as it applies to financial and
workload data systems, nothing will change.
There has been a steady and perceptible degradation in fiscal
information as VISNs, Program Offices, and Medical Centers ignore
the published guidelines on the use of Cost Center and Budget Object
Class categories. In
fact there has not been a systematic audit of compliance in over ten
years.
There
has been no credible comprehensive audit of workload system data
integrity and completeness. There
is no major effort which places a priority on data collection
technology to accomplish the need for a complete data set.
The notable exception is the medication administration
technology now being implemented.
This effort began over ten years ago, and the implementation
was flawed because the Intensive Care Unit (ICU) patients were not
included in the original design.
Conclusion:
The DSS application
in the great majority of medial centers can be used for decision
making. If it is made
clear by top management that their decisions will be in large
measure influenced by DSS information then the integrity and
completeness of transactional data which feeds DSS will begin to
improve quickly. Where
clinical matters are involved working physicians must be involved in
the solution to both financial and clinical problems.
The presentation at the DSS User Group in Washington, DC by
the Portland VAMC, points to the effectiveness of this strategy.
Failure of top management to become constructively involved
in this process and in changing the VA culture guarantees an adverse
outcome. The opinions expressed in this testimony are entirely those
of the author.