System Analysis

System Analysis

The Current System at the 15th Seekers and Finders Club

15th Seekers and Finders Club currently uses a paper-based records system for both keeping and managing the health records of clients. It also uses a paper-based schedule for all appointments. However, the organization has a few computers used for various functions related to the organization’s functions. The chief secretary uses her computer to transfer the paper records to the computer and creates patient files using Microsoft Excel and a database using Microsoft Access. This is the only electronic system that the 15th Seekers and Finders Club uses to manage patient and client health information and other records. It has not employed any specialized electronic health information management system. This exposes the organization’s records to great risks.

Problems and Weakness in the Current 15th Seekers and Finders Club’s System

The paper-based scheduler and organizer of the 15th Seekers and Finders Club has proved to have various benefits, including affordability and lack of maintenance costs. The system has also enabled the professional teams to quickly make entries during meetings with patients and avoid risks related to double entry and all risks related to electronic systems. However, as the demands for the organization’s services have grown and due to some previous experiences, the paper-based system utilized by 15th Seekers and Finders Club has proved to have various problems and weaknesses.

Although paper-based records have been utilized in healthcare settings for a long time, they have limitations related to multiple errors and incidents of missing data, illegible contents due to poor handwriting, and the inability to access the records remotely (Wali et al., 2020). The current system at the 15th Seekers and Finders Club has the same problems. It lacks a consistent backup, and paper records have gone missing multiple times, creating distrust among patients in the past. It also takes a lot of time to search for files through the cabinets, while there is no way for two or more healthcare providers to share a file at the same time. These problems and shortcomings of the system inconvenience the patients and operations of the health club.

Impacts of Implementing a new Medical Practice Management System

Implementing electronic systems to manage records helps healthcare organizations transition from traditional paper-based medical records to digital records version (Wali et al., 2020). Electronic-based records systems, when compared to paper-based records, provide quality over quantity (Akhu-Zaheya et al., 2018). Electronic-based systems require a small space as compared to paper-based filing systems.

The implementation of the new medical practice management system will improve the quality of data and information developed and stored in the organization. According to Akhu-Zaheya et al. (2018), the quality of documentation significantly indicates the quality of care delivered. The implementation of electronic-based data management systems helps organizations generate and analyze big data that can inform the healthcare organization’s medical and care practices (Dash et al., 2019). Therefore, the Medical Practice Management System will improve the quality of records keeping, scheduling, file sharing, accessibility, efficiency, and quality of care offered. It will also impact patient experiences and the club’s financial performance.

Extending or Replacing the Existing System

The current paper-based system will be extended to allow the 15th Seekers and Finders Club staff to get acquainted with the new electronic system. The extension will also create a fully hybrid records management system and provide a multiple records management and access system. Both the paper-based system and the electronic-based system will complement each other as backups, while the paper-based system will act as a point of reference during the transition to the electronic-based system.

The Phase-out Plan for the Paper-based System

The 15th Seekers and Finders Club, although it plans to extend the use of the paper-based systems for a while, will eventually be phased out. The phase-out will be in three steps: the generation of a phase-out plan, forecasting the phase-out, and, based on the forecast plans and experiences with the implemented electronic-based system, the phase-out will be executed or adjusted.

References

Akhu-Zaheya, L., Al-Maaitah, R., & Bany Hani, S. (2018). Quality of nursing documentation: Paper-based health records versus electronic-based health records. Journal of Clinical Nursing, 27(3–4), e578–e589. https://doi.org/10.1111/JOCN.14097

Dash, S., Shakyawar, S. K., Sharma, M., & Kaushik, S. (2019). Big data in healthcare: management, analysis and future prospects. Journal of Big Data, 6(1), 1–25. https://doi.org/10.1186/S40537-019-0217-0/FIGURES/6

Wali, R. M., Alqahtani, R. M., Alharazi, S. K., Bukhari, S. A., & Quqandi, S. M. (2020). Patient satisfaction with the implementation of electronic medical records in the Western Region, Saudi Arabia, 2018. BMC Family Practice, 21(1), 1–6. https://doi.org/10.1186/S12875-020-1099-0/TABLES/3

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This week, you will conduct a system analysis. System analysis is a process of collecting, organizing, and evaluating data about the information systems and the environment in which the system operates. For this section, you need to answer the following questions:

System Analysis

What is the current system for your fictional healthcare organization?
What problems do you have with the current system? Where do its weaknesses lie?
What changes will the implementation of a new system yield, and how will they impact the working of the organization?
Would you like to extend the existing system or replace it?
What is your phase-out plan for the existing system?
To support your work, use your course and textbook readings and also use the South University Online Library. As in all assignments, cite your sources in your work and provide references for the citations in APA format.

Submission Details:
Your assignment should be addressed in a 2- to 3-page document.
Submit your document to the Submissions Area by the due date assigned.