BACH HIV Data Coordination and OCHIN EPIC Enhancement Project - Applicant: Bay Area Community Health (BACH) Activity: Activity 1 – Electronic Health Record and Data Coordination Funding Requested: $150,000 Bay Area Community Health (BACH), a Federally Qualified Health Center serving Alameda and Santa Clara Counties, requests $150,000 through the Ryan White HIV/AIDS Program (RWHAP) Part C Capacity Development Program to implement Activity 1: Electronic Health Record and Data Coordination. The project will strengthen the organization's HIV data infrastructure by enhancing the OCHIN EPIC electronic health record (EHR) and improving workflow integration among OCHIN EPIC, Compass Rose, and HIV Care Connect. BACH currently serves 255 Ryan White clients through a multidisciplinary team providing comprehensive HIV primary care, behavioral health, substance use disorder services, nutrition counseling, and medical case management. HIV-related information is currently maintained across multiple systems that do not fully communicate, resulting in duplicate documentation, fragmented workflows, manual reporting, and reduced staff efficiency. These limitations affect care coordination, data quality, Ryan White reporting, and the ability to proactively identify and engage patients who need follow-up care. The proposed project will develop HIV-specific SmartForms, flowsheets, structured documentation fields, reporting tools, clinical decision support, and automated reporting functionality within OCHIN EPIC. BACH will also evaluate and implement feasible workflow integration strategies among OCHIN EPIC, Compass Rose, and HIV Care Connect to improve access to standardized patient information and reduce duplicate data entry. By the end of the 12-month project period, BACH will implement five HIV-specific SmartForms, three HIV-specific flowsheets, one automated HIV diagnosis verification tool, and ten Ryan White reporting fields. The project will reduce duplicate documentation time by 50%, decrease manual report reconciliation, achieve at least 95% completeness of required Ryan White data elements, and train 100% of HIV program staff on the new workflows. The project will improve care coordination, strengthen quality improvement activities, increase staff time available for direct patient care, and enhance monitoring of retention in care, treatment adherence, and viral suppression. BACH expects to maintain or improve its current viral suppression rate of at least 91% while supporting ongoing engagement of at least 250 Ryan White clients in HIV primary care. This is a new capacity development initiative that has not previously been funded through the RWHAP Part C Capacity Development Program. By creating a standardized and sustainable HIV documentation and reporting infrastructure within OCHIN EPIC, the project will improve operational efficiency, strengthen multidisciplinary care coordination, and support high-quality HIV primary care for low-income people with HIV.
