DHA 8007 Week 5 Assignment System Implementation
Student Name
Capella University
DHA8007 Strategic Financial Management in Health Care
Professor Name
Submission Date
Slide 1:
Hello! My name is ____. I will present detailed information on the potential advantages, risks, and expenses that will be involved in implementing electronic health records (EHR) and practice management (PM) in the medical organization today. Nonetheless, the employees were reluctant about the transformation of the new EHR and PM system. As a Chief Financial Officer (CFO), the presentation offers all-round information about the advantages of the new system that facilitates overcoming the opposition to the change among staff.
Slide 2:
Cost-Benefit Analysis
The cost-benefit analysis showed that the total cost of implementation of the new EHR and PM system is 50,000. The price covers the licensing and installation, maintenance, training of the staff, and compliance with the regulations. Nonetheless, the implementation resulted in high profits, including a decrease in administrative expenses, efficient clinical performance, fewer cases of data breaches, and an increase in the quality of care. The EHR and PM system automates the work of the administration by scheduling appointments with patients and billing, and reduces the necessity to hire human resources, which would be cost-saving (Javaid et al., 2024). Furthermore, data sharing between departments can be improved, and it might result in fewer patient readmissions and improved efficiency in their clinical practice.
Besides, the information will be stored in the EHR database, where data breaches can be avoided (Seh et al., 2020). Early access to patient data may enable the staff to offer effective care, elevate the level of quality of care, and possibly gain more revenues through a greater number of patients.
The risks that might be involved when implementing a new information technology (IT) system are the risk of staff resistance, cybersecurity threats, and financial consequences of failure to comply with the regulations. Firstly, an IT system implementation creates staff resistance, which decreases the healthcare system’s productivity. Forced adoption of the EHR system by healthcare personnel may result in leave-taking behavior of the staff, which impacts the overall performance/productivity of the staff (Melnick et al., 2021). Moreover, the violation of the laws determined by the Health Insurance Portability and Accountability Act (HIPAA) also imposes penalties that have an impact on the economic well-being of the organization (Gaia et al., 2020). Another risk resulting from unauthorized access to patient data is cybersecurity threats and impact on patient safety.
Slide 3:
Pros and Cons of Initiative
The advantages of the new IT system are the simplified clinical workflow and the decreased administrative expenses. The EHR and PM system can make staff manage appointments and billing more productively, and reduce the number of human resources, which decreases administrative costs (Javaid et al., 2024). Moreover, patient records can be easily accessed, which can be used to offer effective care to patients by the staff to enhance the workflow in the clinical field. Nonetheless, the disadvantages of the initiative are initial expenses and data security (Gaia et al., 2020). An example of this is that any initial expenses of installing the new system would be high, and this will impact the financial stability of the organization. Second, due to the unsuccessful data protection policies, the cybersecurity risk is increased, and the problem of data breach occurs, along with fines.
Slide 4:
Analyzing Opportunities
The opportunities that arise depending on the potential profits and risks are the better quality of care, simpler clinical workflow, and decrease in the cost of administration. Firstly, the staff’s access to patient data through the EHR system can help provide safe and effective care, improving the quality of care in the healthcare organization (Kumari & Chander, 2024). Secondly, the new IT system lessens the time spent on manual data entry into the system, which enhances the quality standards of care. Thirdly, better data management and automation will help reduce the number of people needed in terms of administration, bringing down the cost. Moreover, medical records are also accessible, thus enhancing decision-making and minimising medical errors (Chimbo & Motsi, 2024). The increase in the effectiveness of operations also aids in serving a higher number of patients, enhancing patient satisfaction and loyalty.
Slide 5:
Key Opportunities and Threats
The most notable opportunities of the introduction of the EHR and PM systems are better health outcomes and resulting streamlined clinical workflow. By accessing the records of the patients, the system will assist staff in making better decisions by the staff and offer them the ability to serve the patients better. The accessibility to the data at the right time assisted in delivering high-quality care that led to a lower readmission rate and better patient treatment rates (Kumari and Chander, 2024). Moreover, the electronic management of data also reduces mistakes in the coding and billing of medical facilities. The threats, however, which will be brought forward with the introduction of the new IT system are: financial strain and data breach issues. EHR/PM demands the initial capital investment in implementation and maintenance, which has a financial burden on the organization (Gopidasan et al., 2022). Besides, a deficiency of data privacy measures also makes the risk of a data breach higher, which impacts patient trust and satisfaction and influences the reputation of an organization.
Slide 6:
Strategy to Endorse IT Conversion
The only possible approach to persuade the numerous levels of the organization, particularly providers, to approve IT conversion is collaborative decision-making. It is significant to establish buy-in among the stakeholders, starting with the administration and going all the way to the clinical staff when implementing the EHR and PM system (Laurisz et al., 2023). The proposal for IT conversion endorsement has two steps. To begin with, the primary stakeholders, including healthcare providers, administrative staff, finance team, and IT staff, will be involved in the decision-making process. Secondly, long-term gains of the IT conversion will be made to make sure that all the stakeholders understand the necessity of IT in the healthcare system. The two steps of the collaborative decision-making strategy will help in influencing the stakeholders (Vahdati et al., 2024). The seminars will be organized to include the stakeholders in the decision-making process to implement the new IT system in the organization. The meetings will take place in order to create a culture of collaboration amongst the stakeholders.
The conversion process of IT will also be facilitated by providers, as they will participate in the decision-making process of decisions. The ability to openly discuss the meeting allows the providers to comprehend how the new IT system will help to enhance the quality standards of care. Faults in the existing system (paper-based administration and inability to access patient records) could be addressed with the help of the new IT system (Sittig et al., 2020). An example is having an EHR system allowing the providers to access the patient data, resulting in early diagnosis and care that enhances health and quality of life. The providers will be more inclined to assume the IT conversion since they will have proper training on the implementation of the new IT system.
Slide 7:
Real World Example
The collaborative decision-making option to enhance the new IT system was justified by the real-life scenario. The article by Henry (2023) explored the issues affected by EHR technology integration on the part of medical personnel. The cooperation of the staff was useful in determining the major obstacles and the right solutions to promote the clinical performance of the organization. Another avenue that Vos et al. (2020) investigated was the role of collaboration in enabling the staff to adopt EHRs in healthcare organizations to enhance the level of care quality. As such, the approach is suitable for implementing the new IT system in the healthcare organization that is aimed at enhancing the operational efficiency of the organization.
Slide 8:
Stakeholders to Gain Support for Initiative
The healthcare personnel, IT personnel, administrative and management personnel are the key stakeholders. The healthcare provider’s support is critical to determining how the EHR/PM system will help in improving clinical practice. To choose the IT system that will enhance the efficiency of organizational activities, it is essential to involve the key providers in decision-making (Huang et al., 2024). Nurses and other healthcare personnel have direct contact with patients when it comes to the treatment of patients. Patient medical data is used by the nurses throughout the process of patient admission to discharge to give the patients the appropriate care, which enhances health outcomes. Additionally, it is the role of the IT personnel to implement, maintain, and solve problems related to the system. The IT department can offer valuable support in implementing an IT system due to technical knowledge and expertise (Sittig et al., 2020). Also, the new IT system is utilized by administrative staff to maintain patient data, manage appointments, and bills. Finally, support managerial staff is also necessary in order to plan a budget to implement the initiative. Managerial assistance would be essential to the effectiveness of the funding and mobilization of resources that are needed to support the initiative.
Analyzing the data and evidence from the healthcare literature to support the implementation of EHR and PM systems is pertinent. According to a study by Ali et al. (2023), EHR systems increase the efficiency of operations by minimizing the administrative activity of making schedules, billing, and documentation. Moreover, another study by Hamad and Bah (2022) also showed that EHR implementation decreased the risk of medical errors as the appropriate treatment was given to the patients. Also, the healthcare costs decreased due to the simplification of the administration and clinical workflow achieved through the EHR and PM systems.
Slide 9:
State-of-the-Art IT systems
Blockchain technology and clinical decision support systems (CDSS) are two state-of-the-art IT systems at the moment in other medical organizations. When converting IT into improving the quality of care standards in the medical center, two systems may be taken into consideration. The first one is blockchain technology that employs encryption, audit trails, and algorithms to safeguard patient information in electronic databases (Agbo et al., 2019). The technology also helps healthcare personnel to avoid unauthorized individuals from accessing the data by creating compliance with HIPAA law (Real et al., 2024). Additionally, blockchain also empowers patients to control data by providing consent on who gets to access data. Blockchain technology has an audit trail feature, which is also useful in the tracking of data.
The other system referred to as the CDSS is the one in use in other medical organizations to ensure that people receive high-quality care. The CDSS system assists the staff by providing them with clinical knowledge and patient information to make informed clinical choices. Moreover, the passage of accurate data via the CDSS can be utilized in the diagnosis, decision-making, prescribing, and monitoring of patients (Sutton et al., 2020). It also promotes cooperation among healthcare providers that enables their staff to provide the relevant care to patients to enhance the health outcome. The CDSS tools also help in making clinical practices coherent by providing notifications or alerts from the system. The alerts assisted the staff to offer patients timely care, which resulted in improved health outcomes (Zhao et al., 2023). The two systems can be used in the IT conversion to streamline clinical operations, which improves patient safety and health outcomes.
Slide 10:
Key Criteria
These are the major requirement criteria to define the effectiveness of blockchain technology: data integrity, interoperability, and compliance with regulations. It is guaranteed that data integrity is preserved using blockchain technology, which assists in providing accurate data to the healthcare staff to make a treatment plan (Agbo et al., 2019). Also, blockchain technology contributes to a better level of interoperability, having a positive impact on improving data transfer between various units of the healthcare organization. Also, one of the aspects that indicates the effectiveness of blockchain technology is compliance with data protection regulations. The measures of effectiveness of the CDSS are clinical efficiency and patient safety. The CDSS will be used to send alerts to avoid patient injury and encourage safety, also showing how clinical efficiency will be improved (Sutton et al., 2020). Also, collaboration among the staff members is encouraged by the CDSS system that improves the diagnosis process and promotes patient safety.
Slide 11:
Strategic Position of Organization after IT Implementation
The IT implementation of the use of technology like hand-held devices and patient portals helped the organization to improve its strategic position. Using hand-held devices as part of clinical workflows in organizations allows for a more advanced level of care delivery. Mobile devices used as handheld devices by health facilities help healthcare workers to disseminate patient data in real-time, enhancing the care delivery process (Bradley et al., 2020). The adoption of technology abetted care provision and boosted patient satisfaction. Strategic changes in service provision through the handheld devices incorporated in the new IT system enhance patient safety and health outcomes.
The other, the patient portal system, also assists the organization to be competitive. Patient portals enable patients to handle medical reports and make virtual appointments to enhance health outcomes (Carini et al., 2021). The implementation of the new IT system with the patient portals improves the image of the organization since it focuses on patient-centered care. The patient portals will also aid in boosting patient satisfaction and trust. The organizational strategic location also improved due to the patient portals, which avoided the necessity to have hospitalizations and reduced healthcare costs (Johnson et al., 2023). The integration of patient portals within the EHR enables the staff to provide effective care to patients based on their needs, reduce readmission rates, and enhance their health outcomes.
Slide 12:
Immediate and Long-term Steps
The immediate action steps involve training the staff in promoting the growth of the organization. Resistance to the new IT system will be overcome through staff training. The workshops will also be designed to shed some light on the way in which the IT system simplifies the clinical workflow of the healthcare organization (Cabán et al., 2022). Training equips the personnel to use the new IT system at a rapid pace, reduces the risks of making mistakes, and increases patient safety. The action measures in the long term involve monthly feedback and adoption of technology to overcome the barriers. The monthly feedback will also aid in determining how important the EHR and PM systems are to the organization. Administrative tasks and clinical efficiency changes will be evaluated to be able to adjust to the organizational needs. Technological adoption will be capitalized on, based on the feedback. A learning culture for the staff so that they can enhance the uptake of technology in the organization (Rajamani et al., 2021). The short- and long-term measures can facilitate the development of the organization and minimise staff resistance to the change related to the adoption and implementation of technology in the healthcare environment.
Slide 13:
Probable Expectations of Providers and Patients
The likely expectations of the provider and the patients provided information as to how beneficial the new IT system was. Clinical providers were hoping that the new system would assist them in decreasing the workload and enhance their clinical productivity. The EHR and PM systems will supposedly defeat such manual processes as paper-based records and scheduling (Tsai et al., 2020). The IT system, by incorporating advanced algorithms, will be designed to enhance efficiency and provide satisfaction to the providers. The providers will also be supposed to access the right information about the patient to deliver effective treatment. Availability of the laboratory reports will assist the staff in knowing how to go about their decision-making process to improve patient safety. The providers will also overcome the risks associated with maintaining patient records in paper-based systems, including medication errors, missing appointments, or patient misinformation (Holmes et al., 2021). The expectation of the patient is to have access to the medical records, laboratory reports, and treatment plan. Also, the patients anticipate effective provider communications via locked messaging with providers as a result of the implementation of the new IT system. The patients are confident that the new system will decrease the waiting period and will also provide them with a chance to make an appointment electronically (Chung et al., 2019). The new IT system is aimed at providing the patient with the correct data that can enhance trust and satisfaction.
Slide 14:
The effectiveness of a new EHR system will be determined based on the focus group discussions and surveys. The survey will provide information on provider expectations and satisfaction with the new IT system (Diño et al., 2023). Also, the data about the decreased administrative load and improved patient safety will be collected by way of surveys. The focus groups will, however, assist the providers in offering their insights on the user interface and save time after implementing the new IT system. The survey and focus group discussion also contribute to gathering the opinion of the patients towards the new IT system. As an illustration, interoperability between the systems is lacking, which influences the quality of the data and level of care (Hamad & Bah, 2022). Moreover, the newest technologies equipped with all functionalities can be used to control missing information and deliver timely care to the patient, which leads to improved health outcomes.
Slide 15:
Strategic Plan
The IT conversion strategic plan is centered on the expectations of both the providers and patients to realize a meaningful IT conversion that will enhance the level of satisfaction, the quality of patient care, and operational efficiency. The plan will embrace a new EHR and PM system that will streamline clinical operations, patient access, and data safety (Javaid et al., 2024). The providers anticipated that the system would save time by reducing paperwork, providing complete patient information, promoting ongoing training, and promoting patient safety by alerting to decision-support. Patients would want to have access to personal information about their health, which will assist them in conveying their healthcare needs to the providers (Asan et al., 2021). Reduction of interruption of the care of patients in the system set-up, provider satisfaction, patient involvement, high rates of system integration, and high rates of data protection in order to enhance trust and compliance are some of the strategic objectives.
Slide 16:
Implementation Phases and Timeline
- The IT conversion is a 10-month plan with five stages established to help ensure an efficient implementation.
- Preparation/ Planning stage (0-1 months): The first stage involves the establishment of a multidisciplinary team to find out the project requirements.
- Design & Customization (2-3 months): The second stage entails the customization of the system and integration with other applications.
- Training & Support (4-6 months): The third stage is that providers and the patients will be trained, and a support desk will also be created.
- Pilot Testing (7-9 months): The fourth stage involves implementing the system in pilot departments where the system receives feedback to be improved.
- System Integration (9-10 months): The fifth phase will include the implementation of the system in the organization.
Slide 17:
The EHR and PM implementation positively affects the plan since the overall clinical efficiency of the organization is enhanced. As an example, the decision-making process will be enhanced by patient data in real-time, and the improved clinical outcome will be the result (Gopidasan et al., 2022). The plan will also enhance cooperation among the staff by enhancing access to the medical records. The barriers that may hinder the plan and implementation schedule are, however, still staff resistance and the lack of financial resources. Firstly, resistance to change, in particular among healthcare givers slackened the plan implementation process. The delay in the plan requires extra resources that affect the financial stability of the organization (Tsai et al., 2020). Additionally, the extensions in the timeline also disrupt the normal operations of the organization, lowering the organization’s productivity.
Slide 18:
Conclusion
The possible profit, risk, and cost of the new IT system implementation are given. The main advantages of the new IT system are an optimized clinical process and lower administration expenses. Team decision-making is a viable approach and can impact most levels of any organization. To successfully convert the IT in the healthcare organization, it is significant to identify and involve the stakeholders in the decision-making process. The two state-of-the-art IT systems, such as blockchain technology and CDSS, help in IT conversion in the medical center. The location of the organization was enhanced following the utilization of the handheld devices and patient portals. The expected previews by the provider and patients provided information on the viability of the new IT system. The strategic plan goal will be to address staff resistance to the new IT conversion and enhance the clinical efficiency of the organization.
Slide 19-20
References
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