Keys to Keeping Your LIS System Implementation on Track

Congratulations!

Thanks to your exceptional communication, leadership, and planning skills, lab ownership has picked you to lead the biggest project the clinical lab or pathology group has undertaken so far…implementing a new laboratory information system (LIS system). 

To be expected, you’re both excited and terrified at the thought of managing such an enormous and mission-critical project. After giving yourself a few minutes to get composed you do what you always do. You roll up your sleeves and get to work.  

Yes, it’s a massive project, that’s clear. It will require extensive planning, well-thought-out objectives, efficient resource management, and team buy-in and support. But you’re not alone. Others have been in your shoes, successfully managed such a difficult project as this, and come out on the other end as a lab hero. 

We know you’re up for the challenge, and we’re here to help keep the LIS system implementation on track with a high-level project management checklist to guide you from start to finish. 

Let’s Get Started 

So you’ve been picked to lead the project. Now what? What are the initial first steps to take?

It doesn’t matter if your lab is installing its first lab information system, converting to a new medical LIS, or upgrading from a legacy LIS software, the first step should be to form a Laboratory Information System Selection Committee. 

Here’s a blog with pointers on how to get started with your lab’s committee. 

Learn More: How to Set Up a Committee to Select a Laboratory Information System

Next, and just as important, is conducting a needs assessment. This entails evaluating current laboratory processes to identify strengths, weaknesses, and areas that need improvement. After completing this internal assessment you and the team will truly understand the specific requirements the new medical laboratory information system will need to support. 

The next order of business is selecting the best LIS system for your lab’s current needs and future goals. This will require thorough market research to identify a shortlist of laboratory information system companies before engaging them for more information and LIS software demonstrations. 

A Request for Proposal (RFP) is a widely accepted way to engage with potential LIS software vendors, introduce them to your lab, and solicit their proposals based on your lab’s specific requirements. The submitted RFPs will help you and your colleagues uniformly compare different LIS systems (click to see an example RFP template).  

Attending trade shows, reading trade journals, and gathering input from other laboratories are additional recommended steps while conducting market research. 

Here’s another blog post. It will serve you and other committee members well before the LIS system contracting stage.

Learn More: What You Need to Know Before Contracting with a Laboratory Information System (LIS) Company

Understand that successful LIS system software implementations begin with the analysis and selection stages so don’t rush either process. Take the time to clearly outline the goals, the scope, and the expected outcomes. Also, be sure to discuss responsibilities, deliverables, and schedules with the LIS company you ultimately choose to partner with and establish early on your lab’s configuration and customization specifications. 

Planning for LIS System Success

Establishing your lab’s LIS system selection committee is a big first step, and so is recognizing and avoiding the common pitfalls tied to such a large project. 

The common pitfalls to avoid include:

• Insufficient or deficient planning
• Lack of project management
• Over-reliance on the LIS software vendor’s skills and resources
• Ineffective management of staff resources and change processes
• An overestimation of project resources
• Scope creep

There’s no such thing as over-planning, so take the time to do it right. You’ll be glad you did. 

Be mindful of the difference between managing the project and allowing it to manage you. Take a proactive rather than reactive approach, anticipate risks, and set clear goals and milestones based on confirmed resources. 

Also, this isn’t the lab vendor’s installation, rather it’s your lab’s implementation. This subtle change in mindset will go a long way in ensuring that your team and the LIS company are together leading the direction and pace of the project. 

Basic Laboratory Information System Project Plan Template 

Creating a basic LIS laboratory information system project plan involves several key steps that must be taken to ensure that all aspects from initial assessment to go-live and post-implementation support are thoroughly addressed. 

Here is a basic project plan outline. Think of it as a starter template you and your team can use as a guide while adding specific details and considerations as the project progresses. 

1. Project Initiation

• Objective: Establish the project's goals, scope, and constraints.
• Key Activities:
  • Define project objectives and scope.
  • Identify project stakeholders.
  • Formulate the project team.
  • Develop project outline and secure approval.

2. Requirements Gathering

• Objective: Capture detailed functional and non-functional requirements.
• Key Activities:
  • Conduct interviews and workshops with stakeholders including lab technicians, IT staff, and management.
  • Document existing lab workflow to understand current processes and pain points.
  • Prepare a detailed requirements specification document.
  • Validate and get approval for the requirements from all stakeholders.

3. Laboratory Information System Selection

• Objective: Choose the best LIS system based on the gathered requirements.
• Key Activities:
  • Research and evaluate potential LIS software vendors and LIS systems.
  • Send out Request for Proposals (RFPs) and evaluate responses.
  • Conduct LIS software demos, and review lab vendor presentations.
  • Select the LIS system and negotiate contract terms.

4. Project Planning

• Objective: Plan the detailed execution of the LIS implementation.
• Key Activities:
  • Develop a comprehensive project plan including timelines, resources, budget, and risk management plans.
  • Establish communication plans.
  • Define project milestones and critical paths.
  • Set up project management tools and dashboards for tracking progress.

5. LIS System Design and Customization

• Objective: Customize the LIS system implementation to fit the specific needs of your laboratory.
• Key Activities:
  • Work with the LIS company to design lab information system configurations that meet the lab’s requirements.
  • Map and re-engineer lab workflow to optimize processes.
  • Customize LIS software interfaces and reporting templates.
  • Ensure compliance with relevant regulations and standards.

6. Interface Development and Integration

• Objective: Develop and integrate all necessary interfaces between the lab information system and other software systems.
• Key Activities:
  • Work with lab vendors to develop an Electronic Health Record (EHR) interface with the LIS system to exchange orders, results, and patient demographics. Use HL7 or other relevant protocols for data exchange.
  • If the plan is to use separate systems for LIS and lab RCM workflow, develop an interface to transmit laboratory billing data, including CPT codes, patient information, and charges between the two systems.
  • Interface each laboratory instrument with the LIS system to automate test orders and results capture. Use ASTM, HL7, or other relevant protocols for data exchange. 
  • Conduct end-to-end testing of each interface to ensure proper communication and data integrity.
  • Document interface specifications and make sure they align with the vendor's capabilities.

7. Data Migration Planning and Execution

• Objective: Ensure a seamless data transition from legacy systems to the new laboratory information system.
• Key Activities:
  • Conduct a thorough analysis of existing data that needs to be migrated to the new LIS (e.g., patient records, test results, historical data).
  • Create a data mapping document that aligns the old system's data fields with the new LIS system.
  • Clean and validate the existing data to remove duplicates and ensure data accuracy.
  • Extract, transform, and load (ETL) data from the legacy system(s) into the new LIS system.
  • Validate data migration by performing checks to ensure data integrity, completeness, and accuracy.

8. LIS System Implementation

• Objective: Install and configure the LIS system in the laboratory environment.
• Key Activities:
  • Set up hardware and network infrastructure.
  • Install the LIS software and conduct initial configurations.
  • Integrate the LIS with existing laboratory software systems (e.g., EHR, laboratory billing software).
  • Data migration from old systems to the new medical LIS.

9. Testing and Validation

• Objective: Ensure the lab information system meets all specifications and requirements.
• Key Activities:
  • Conduct unit, integration, and LIS system testing.
  • Perform user acceptance testing (UAT) with real user scenarios.
  • Validate the laboratory information system for regulatory compliance.
  • Resolve any issues and retest as needed.

10. Training and Change Management

• Objective: Prepare the end-users to transition to the new pathology lab software.
• Key Activities:
  • Develop and deliver training programs tailored to various user groups.
  • Provide documentation and support materials.
  • Implement change management strategies to ease the transition.
  • Set up a support structure with the LIS company for post-go-live issues.

11. Go-Live

• Objective: Successfully deploy the LIS software for operational use.
• Key Activities:
  • Plan and execute the go-live strategy.
  • Provide intensive support during the initial days of go-live.
  • Monitor LIS system performance and user feedback.
  • Make immediate adjustments as necessary.

12. Post-Implementation Review and Support

• Objective: Ensure ongoing success and optimization of the newly implemented LIS.
• Key Activities:
  • Conduct post-implementation reviews to capture lessons learned.
  • Provide ongoing support and troubleshooting.
  • Plan for periodic updates and maintenance.
  • Evaluate LIS system performance and user satisfaction continuously.

This basic project plan provides a structured approach to successfully planning and launching laboratory information system software. FYI, the LIS company you contract with may also have a project plan (see LigoLab’s project plan template here). 

Although projects of this size and complexity rarely go according to plan from start to finish, these template examples will help you and your team get started and create the necessary momentum to keep your project on track even when unforeseen challenges inevitably surface. 

What is a Successful LIS System Implementation? 

So how does one judge success? Consider whether or not objectives were met, satisfaction was achieved, and whether success is sustainable over time. 

Has the LIS system implementation satisfied customers? 

• Does the LIS maintain or improve quality? 
• Has it improved laboratory responsiveness? 

Has the LIS system implementation satisfied users? 

• Has the LIS made their jobs easier to perform? 
• Are their jobs more gratifying? 

Has the LIS system implementation satisfied lab management? 

• Has the LIS reduced risk? 
• Has it raised efficiency and reduced unit costs? 
• Is it augmenting decision-making? 

Can the LIS system support sustained success?

• Can the LIS adapt to changing customer demands?
• Adapt to changing user needs?
• Adapt to a changing environment? 
• Maintain risk avoidance? 
• Maintain cost savings? 

Successfully implementing a laboratory information system is a great challenge and its importance cannot be understated. It requires leadership, buy-in from ownership/management and all other stakeholders, real resources, realistic expectations, and an all-hands-on-deck attitude. 

Despite the difficulties, it can be done and those that make it happen are the true winners.