EHR Implementation and Needs Analysis Plan

EHR Implementation and Needs Analysis Plan

Health information technologies (HITs), such as electronic health records (EHR), continue to revolutionize healthcare operationalizations. These systems considerably enhance the operational efficiency of healthcare services, optimizing the health and clinical outcomes of the patients. This warrants their implementation in healthcare organizations.

This needs analysis gave insight into several organizational-based and system-level problems associated with health informatics. To begin with, the computers in the facility are outdated. This makes them incompatible with some health information technologies and diminishes their usability in fast-paced settings. The available system also falls short of meeting the HIPAA regulation on electronically protected health information (ePHI) protection, as some systems have saved passwords and do not require user authentication before displaying ePHI. The available staff are also less proactive in their engagement with diverse technologies, with many verbalizing their inexperience using diverse HITs. This may considerably lower the uptake of any new system implemented in the hospital. Staff limitations also exist within the hospital. The number of nurse informaticists and other technicians is incommensurate with the use requirements of diverse health systems within the organization. This has contributed directly to the low uptake of various systems and the inefficiencies experienced when using the already available technologies. Addressing these problems may considerably enhance operational efficiency within the organization.

Several measures can address the identified challenges and, in the process, prepare the hospital’s environment for the implementation of a new EHR. First, all outdated computers will require systems updates focusing on their interface, usability, and processing speeds through software version updates. The organization should also consider acquiring newer computers to enhance its capability to handle and operate diverse health information technologies. While this may be an expensive venture, it has a return on investment, as it will optimize operational efficiency within the organization, thereby contributing to time and cost savings.

A culture change is also necessitated to further improve the uptake of the new system. As evident in the needs analysis, there is some form of hesitancy when using various technologies within the organization. Cultural change can be attained through a change management program seeking to expand members’ knowledge of various technologies and their significance in enhancing the efficiency of health operationalizations (Phillips & Klein, 2022). In this respect, a structured educational approach will be utilized to educate members on the need for various technologies and how to use them. This may help in creating a buy-in into the planned change process. Member education on HIPAA provisions on data protection is also important. This will enhance their accountability to data protection and ensure they maintain the safety safeguards outlined by HIPAA on ePHI protection.

Staff expansion to include nurse informaticists and other information technology experts may also be necessary. These personnel will help evaluate the implementation process and identify areas for improvement. Besides, Abbasi et al. (2023) report that effective implementation of health information technologies requires progressive monitoring and education on its use. Staffing considerations should thus be met for the effective implementation of the new system.

Subsequently, the implementation of a new EHR requires absolute organizational readiness. Planning for the system by readying the already available systems, improving the available infrastructure, and creating excitement for the system is crucial for successful and effective implementation. As the hospital gears toward implementing a new electronic health record, it should consider the highlighted factors.

References

Abbasi, H., Rahimi, B., Jebraeily, M., & Nourani, A. (2023). End-users’ perspectives on factors affecting implementation and utilization of the Iranian Electronic Health Record System: A qualitative study in a developing country. BMC Health Services Research, 23(1). https://doi.org/10.1186/s12913-023-10033-5

Phillips, J., & Klein, J. D. (2022). Change management: From theory to practice. TechTrends, 67(1), 189–197. https://doi.org/10.1007/s11528-022-00775-0

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Now that you have identified some of the individuals who will be part of the EHR implementation team, you will begin your needs analysis in preparation for selecting the vendor. You have also been informed that all of the computers in the facility are outdated. You will need to keep in mind your knowledge of data sets, EHR and CPOE systems, and patient demographic information data elements that will be needed to assist you in the selection of the appropriate vendor. You will present the following information to the executive team in 2–3 pages:

EHR Implementation and Needs Analysis Plan

Identify and describe your needs analysis plan to prepare for the EHR implementation.