Signature Healthcare Brockton Hospital & ELLKAY- Collaboration Story

Nicholas R. Syzmanski, VP & CIO at Signature Healthcare

Cell: 508-941-7806 Email: [email protected]

Foundation Firm: ELLKAY

Contact: Emily Branzell Phone: 970-980-6422 Email: Emily.Branzell

Signature Healthcare Brockton Hospital & ELLKAY- Collaboration Story

Executive Summary

In February 2023, Signature Healthcare Brockton Hospital faced an unprecedented challenge

when a ten-alarm fire threatened the safety of 176 patients and disrupted their operations. The

incident underscored the critical importance of data accessibility and disaster preparedness

during moments of unforeseen crisis. Thanks to their partnership with ELLKAY, which had archived

their patient data, Signature Healthcare Brockton Hospital could focus on patient safety while

resting assured that their invaluable patient information was safeguarded and accessible for

seamless sharing with the receiving organizations.

The event highlighted four key takeaways for healthcare organizations: first, conducting a

comprehensive business impact assessment (BIA) to prepare for crises; second, investing in robust

failover infrastructure capable of withstanding unexpected challenges; third, tabletop exercises

ensuring effective crisis response; and fourth, importance of establishing a trustworthy data

management partner. These lessons serve as a vital learning experience, emphasizing the

significance of meticulous preparation and continuous testing to prevent such incidents from

recurring, ultimately ensuring the best possible patient care and data security.

Signature Healthcare Brockton Hospital Organization Overview

Corporate Headquarters: Brockton, MA

Length of Service: 1896

Size

Signature Healthcare is Southeastern Massachusetts’ largest integrated healthcare system,

including Brockton Hospital and Signature Medical Group, one of the largest multi-specialty,

multi-site physician group practices on the South Shore. Brockton Hospital is a private, not-for profit,

245 licensed bed community teaching hospital, emphasizing community based, locally

owned care. With over 2,700 employees and 18 office locations, the hospital is the largest non-governmental

employer in Brockton, serving an area population of approximately 418,000 in a

primary service area of 22 communities.

Recognition

Signature Healthcare Brockton Hospital has earned multiple prestigious recognitions for its

exceptional commitment to patient safety and healthcare excellence. The hospital has achieved

18 consecutive "A" safety grades from The Leapfrog Group, ranking among only four

Massachusetts hospitals and 39 nationwide with such distinction. Additionally, all Signature

Medical Group Primary Care locations received NCQA Patient-Centered Medical Home

Recognition, reflecting their patient-centric approach. The Lown Institute recognized Signature

Healthcare as #57 in the nation and #1 in Massachusetts for patient safety, with Grade A ratings

in social responsibility, value of care, health equity, cost efficiency, and inclusivity. Moreover, the

hospital received the 2022 Women's Choice Award for being among America's Best

Comprehensive Breast Centers and Mammogram Imaging Centers, focusing on both patient

satisfaction and clinical excellence.

ELLKAY Organization Overview

Corporate Headquarters: Elmwood Park, NJ

Length of Service: 2002

Size

ELLKAY is a recognized healthcare connectivity leader, serving as the single partner to healthcare

organizations for their data management and interoperability solutions. ELLKAY empowers

hospitals and health systems, diagnostic laboratories, healthcare IT vendors, payers, and other

healthcare organizations with cutting-edge technologies and solutions. Since 2002, ELLKAY’s

system capability arsenal has grown to over 58,000 practices connected and 750+ EHR/PM

systems across 1,100+ versions.

History of the Partnership: Signature Healthcare & ELLKAY

In 2019, Signature Healthcare began its search for an archive vendor to address several crucial

goals. They aimed to retain essential and legally required information from their previous EMR

while creating a central repository for all clinical and financial data. Additionally, their

objectives included reducing backend infrastructure, minimizing maintenance and support costs,

and offloading the responsibility of managing an archive. After careful consideration, Signature

Healthcare chose ELLKAY, a seasoned data management software vendor with over 20 years of

experience in the archive business, including 15 years of expertise in migrating clinical and

financial data. ELLKAY's centralized, cloud-based solution, accessible web-based dashboards,

and their commitment to extracting data even in complex scenarios made them the ideal choice.

As a fellow north-eastern residing organization, Signature Healthcare valued ELLKAY's New

Jersey headquarters.

"Above all else, the decision to go with ELLKAY went beyond their exceptional technology; it was

rooted in their unwavering commitment to being a true long-term partner, not a sell then leave

vendor. Their accessible leadership, deep passion for the industry, and dedication to innovation

was apparent throughout our decision-making process and to this day have made them an

invaluable asset to our organization.” Nicholas Syzmanski, VP & CIO, Signature Healthcare

Brockton Hospital.

In 2020, Signature Healthcare underwent a significant transition by switching EHR vendors from

Allscripts to MEDITECH Expanse. ELLKAY played a crucial role in facilitating the smooth conversion

process during this transition. Fast forward to the present, ELLKAY continues to collaborate closely

with Signature Healthcare. They are currently in the process of completing a Financial Archive,

transitioning data from IDX to Archive. Beyond this, the partnership between Signature Healthcare

and ELLKAY extends to mutual innovation efforts. ELLKAY recently unveiled LKOpera, an

advanced solution designed to drive digital transformation, interface management, and data

aggregation for enhanced interoperability across hospitals, health systems, payers, digital health

vendors, and laboratories. Signature Healthcare and ELLKAY work hand in hand, sharing

feedback from an ideal user perspective, and jointly exploring future opportunities to advance

healthcare technology.

The Challenge: The Fire

On February 7, 2023, a ten-alarm fire erupted, originating from critical electrical closets. For

Nicholas Syzmanski, the VP & CIO of Signature Healthcare, the day began with a sense of

urgency. Messages about the unfolding fire started flooding in just as he was preparing for work,

and within moments, the gravity of the situation became clear when his email communication

ceased. Turning to his wife, he said, "I don't know when I'll be home, but something big is

happening."

Fire statistics showcasing the sheer magnitude of the event:

* 176 Patients Safely Evacuated & Transferred

* 10-Alarm Fire

* 77 Ambulances

* 38 Firetrucks

* 3 State Response

* Quarter Mile Radius Blocked Off

* Dozen News Crews & Helicopters

* Network Severed

* 20 Locations Impacted Outside of Hospital

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Results/Value of Partnership:

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While the primary concern was ensuring the safety of all the patients, the next immediate thought

that entered their minds was the accessibility and security of patient data and how to ensure

seamless sharing with the organizations where these patients were being transferred. This was the

moment when the value of their ELLKAY partnership truly shined. The foresight to archive patient

data with ELLKAY proved invaluable. In the midst of the chaos, Signature Healthcare could rest

assured knowing that their patient data was safeguarded, allowing them to focus on the safety

and well-being of the 176 evacuated and transferred patients amidst the tumultuous ten-alarm

fire response. The incident, with its extensive response team, blocked-off radius, and severed

network, underscored the critical importance of data security and accessibility, especially in

moments of unforeseen crisis.

Recommendations Offered:

The experience at Signature serves as a valuable learning opportunity for organizations of all

sizes for their disaster preparedness. We fervently hope that with meticulous preparation and

continuous testing, such incidents are never repeated. For Signature, the utmost priority was

ensuring that the patients were safe and received the best possible care due to the evacuation

requiring patient transfer to other care facilities. In such situations, patient data becomes

invaluable. The top four key takeaways from this experience are as follows:

Business Impact Assessment: Conducting a thorough Business Impact Assessment is

essential. This evaluation helps in understanding the potential consequences of various

scenarios and guides in developing a robust disaster response strategy.

1. Investment in Failover Infrastructure: Investing in and rigorously testing failover

infrastructure is crucial. It's important to stress-test your systems to their limits, ensuring they

can withstand unexpected challenges and continue to function effectively.

1. Tabletop Exercises: Tabletop Exercises are crucial for disaster preparedness as they

provide an opportunity to coordinate with local law enforcement or the Department of

Public Health, ensuring a well-coordinated response in times of crisis.

1. Find a Trustworthy Data Management Partner: Data accessibility is key. Recognize that

having access to your live and legacy patient data is a lifeline in emergencies. It's

paramount in establishing a robust partnership with a trusted data management partner.

Ensure that the necessary protocols and technologies are in place to provide uninterrupted

access to patient records, even during the most challenging circumstances. This partner

should go beyond mere data archiving. They should be focused on innovation and have

the ability to scale as you do, providing interoperability and guaranteeing seamless

access to your organization’s critical patient information. For Signature Healthcare, this is

cornerstone in the partnership with ELLKAY.

Conclusion

The collaboration between Signature Healthcare Brockton Hospital and ELLKAY stands as a

testament to the vital importance of strategic partnerships in the healthcare industry. In the face of

unprecedented challenges, such as the ten-alarm fire in February 2023, this partnership

showcased its immense value. ELLKAY's commitment to archiving and safeguarding patient data

allowed Signature Healthcare to focus on its primary mission, ensuring patient safety and care

continuity. Moreover, this collaboration extends beyond data management, encompassing mutual

innovation efforts that drive progress in healthcare technology. It highlights the need for

meticulous preparation, robust data infrastructure, and a trusted data management partner that

truly comprehends the significance of data in healthcare. As we move forward, this partnership

serves as an inspiring example of how such collaborations can not only enhance patient care but

also safeguard invaluable data assets, ultimately shaping the future of healthcare IT.