“It’s really critical that the CIO communicate the risks to the organization of agreeing to be a beta site,” says Terry Wilk, vice president and CIO at 215-bed Henry Medical Center, Stockbridge, Ga. Wilk was involved in a challenging beta test in his previous job at another hospital.
“It’s going to take more time than you think; whatever the estimate is, you probably need to plan on doubling that amount of time,” the CIO says. “You must communicate that to everyone upfront and not just let the vendor set expectations. We have found the vendors to be so excited to have a real, live hospital serve as a guinea pig that they gloss over the details.”
Nevertheless, Wilk says he’d be willing to be a beta tester again--for the right opportunity to influence the design of a system that meets the organization’s specific needs.
“It’s going to be painful; it’s not an easy thing to do,” he stresses. “The whole idea is to break the system so it can be fixed, and that’s why you get some stuff for free. You have to go into it expecting problems to arise.”
Being a beta tester can help a hospital solve a specific problem, says Judy Corzine, administrative director and CIO at Stormont-Vail Regional Health Center, Topeka, Kan. The 586-bed hospital is testing on behalf of its 175 employed physicians the latest releases of practice management and outpatient electronic health records software from NextGen Healthcare Information Systems Inc., Horsham, Pa.
“We have some specific issues on the billing side, so the intent is to reduce days in accounts receivable dramatically,” Corzine says. “If we wait for someone else to do the test, the software may not be designed to meet our needs.”
Because NextGen automatically gives its clients free upgrades to new releases, Stormont-Vail is not reaping any special discounts for being a beta tester, Corzine points out. But for many hospitals, obtaining discounted or free software can be a major benefit of serving as a test site, consultants say.
Some vendors will waive fees for upgrades or maintenance for beta testers, notes Barbara Cox, senior principal at Noblis Inc., a Falls Church, Va.-based not-for-profit research and consulting firm. In some cases, vendors will make donations to a hospital’s foundation, she adds.
The key to a successful beta test is managing expectations, consultants and CIOs say.
“Make sure at the outset that there’s a clear picture of what you want to accomplish and both parties buy into it,” says Laura Jantos, principal at ECG Management Consultants Inc., Seattle. “You have to understand your organization and have a good sense of whether it is sophisticated in managing the level of risk inherent in being a beta site,” she adds.
The Hospitals department in the August 2008 issue of Health Data Management features an in-depth discussion of beta site strategies. To read the complete story, click here.
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