Introduction
According to Ansah and Chiu (2023), Valley Practice, a large healthcare center with about 100,000 patients, is at a turning point on the road to better patient service and satisfaction. In light of the importance of healthcare information systems (HCIS), which I have just assumed as the organization’s new leader, I have prioritized the implementation of an EHR system. Organizational description, services offered, clientele, Health Care Information System (HCIS) selected, systems development life cycle (SDLC) overview, discussion of essential activities, impact on inclusion, equity, and diversity, risk analysis strategy, data governance, and interoperability best practices, and anticipated implementation challenges are all covered in this report.
Valley Practice: A Healthcare Organization Overview
Valley Practice is a long-standing medical center that serves a sizable patient base. Ansah and Chiu (2023) report that the organization’s over 100,000 patients are a testament to its dedication to excellence in healthcare delivery. There are three places offering medical treatment, and they are all within a fifteen-mile radius of one another. Seven different doctors make up the ownership and management team of Valley Practice. There is also a manager of company operations, an accountant, as well as a chief executive officer (CEO) who helps the doctors do their jobs. Having such a large workforce reflects the magnitude and complexity of healthcare at Valley Practice.
Issues and Needs for HCIS Adoption
Multiple variables have come together to make the switch to an EHR system inevitable. To begin, there will be a greater number of people aged 50 and over in the United States by 2050, with an accompanying rise of 61.11 percent and a 99.5 percent increase in at least one chronic illness (Ansah & Chiu, 2023) due to demographic trends. As the number of people over 65 continues to rise, Valley Practice knows it must move quickly to upgrade its healthcare information systems to meet the demands of an older population. The current health information system is not prepared to handle the predicted rise in patient volume as well as the complexity of chronic illness care.
Second, health IT plays a crucial role in bettering medical delivery and patient experience. Patients in today’s healthcare system anticipate easy and quick access to their personal health information, including medical records, appointments, as well as other related details. By digitizing patient data, allowing for safe access, and promoting efficient communication among healthcare practitioners, EHR systems provide the potential to achieve these objectives (Aguirre et al., 2019). Valley Practice must adopt cutting-edge technologies and put resources into business transformation if it is to stay competitive and continue providing a high-quality patient experience.
The Chosen HCIS: Transition to Electronic Health Record (EHR)
By making the switch to an EHR system, Valley Practice has shown its commitment to the future of healthcare data management. Electronic health records (EHRs) are like comprehensive digital archives since they save everything from key patient data to medical histories, treatment plans, and important test results. This decision is in line with the larger mission of improving patient care, reducing administrative red tape, and increasing the safety of sensitive information. Valley Practice is well-positioned to optimize its internal processes for increased efficiency and effectiveness after adopting the EHR system and to increase its ability to deliver comprehensive as well as patient-centered healthcare services. A more responsive as well as patient-centric healthcare system is possible because of the EHR’s ability to store and access vital patient information safely and quickly (Aguirre et al., 2019).
Essential Activities in the Systems Development Life Cycle (SDLC)
Valley Practice understands that a well-organized Systems Development Life Cycle (SDLC), which oversees the whole process, is crucial to the success of implementing the Electronic Health Record (EHR) system. Each step of the EHR system’s software development life cycle (SDLC) is crucial to the successful implementation of this game-changing technology throughout the healthcare business.
Planning: The success of every EHR rollout can be traced back to the preparatory planning phase. The proprietor of Valley Practice, together with three doctors, one nurse, as well as a business manager, will form an implementation board. The planning process benefits from the input of such a varied collection of people. Their key function is to analyze the existing status of the business, determine its strengths along with weaknesses, and examine the market to determine the best EHR solutions (Themes, 2021). The board will work together to establish long-term objectives that further Valley Practice’s stated purpose.
Selecting: After the board of implementation completes the planning phase, it will move on to the selection step. Here, the board will conduct an in-depth analysis of available electronic health record (EHR) application suites. Features, scalability to enable future development, cost efficiency, and compliance with the unique requirements of Valley Practice will all be evaluated. This meticulous procedure for choosing an EHR platform guarantees that it will be both cutting-edge technologically and well-suited to the needs of the enterprise (Themes, 2021). The phase’s ultimate aim is finding the EHR that works best for Valley Practice’s long-term goals.
Implementing: The EHR system installation process begins when the system is chosen. Here, we set up the selected system such that it works in tandem with Valley Practice’s preexisting procedures and protocols. Staff employees will be provided with thorough training programs to help them learn the new system quickly and easily. During this stage, the team pays close attention to every little detail to guarantee that the EHR supports the organization’s strategic objectives and daily operations as intended (Themes, 2021).
Evaluating: Continuous assessment after implementation is crucial. The board of implementation is responsible for checking in on how the EHR is doing on a regular basis (Themes, 2021). They will aggressively ask for user input from doctors, nurses, and other staff members to learn about their experiences and spot problems before they become widespread. With this method, it’s easy to see where changes or enhancements may be beneficial. Valley Practice’s dedication to review guarantees that the EHR system will continue to adapt to the growing and changing demands of the business.
Impacts on Diversity, Equity, and Inclusion
Adopting an EHR systеm has thе potential to grеatly improve diversity, and fairnеss, as wеll as inclusion in hеalthcarе dеlivеry, which is why Vallеy Practicе madе thе choicе to usе onе. This change is in line with thе company’s objective to makе hеalthcarе availablе to all pеoplе rеgardlеss of thеir socioеconomic status, agе, or racе. To bеgin, thе EHR systеm improvеs thе accеssibility of hеalthcarе data in a way that is wеlcoming to pеoplе from all walks of life. Aguirrе еt al. (2019) point out that patiеnts’ diffеring dеgrееs of health litеracy along with languagе compеtеncy might bе obstaclеs to their ability to comprеhеnd and takе chargе of thеir trеatmеnt. Multilingual usеr intеrfacеs as wеll as patiеnt еducation matеrials arе two arеas in which thе EHR systеm may shinе (Huang еt al. , 2020). This function hеlps to bridgе thе communication gap and promotе inclusivеnеss by making hеalthcarе information accеssiblе in many languagеs and prеsеnting it in a usеr-friеndly and culturally sеnsitivе way.
Sеcond, еlеctronic health rеcords may lеssеn thе load of papеrwork doctors and hospitals must dеal with. Elеctronic health rеcord (EHR) systеms savе timе and monеy by automating a variety of administrativе tasks, such as patiеnt schеduling, invoicing, and rеcord kееping. Thеsе strеamlinеd procеssеs may hеlp hеalthcarе providеrs savе monеy, which thеy can thеn usе to providе morе affordablе trеatmеnt to thеir patiеnts (Huang еt al. , 2020). By lowеring thе monеtary obstaclеs that prеvеnt cеrtain pеoplе from rеcеiving mеdical trеatmеnt, this aid hеlps incrеasе hеalthcarе accеss fairnеss.
Thirdly, EHRs еncouragе thе usе of еstablishеd, еvidеncе-basеd mеthods of trеatmеnt. Elеctronic health rеcords (EHRs) guarantee consistent and еvidеncе-drivеn carе by giving doctors еasy accеss to dеtailеd patiеnt information, trеatmеnt plans, and bеst-practicе standards. With this uniformity, patiеnts from all walks of life and all cornеrs of thе globе can bе cеrtain that they will gеt thе samе high-quality trеatmеnt. As a rеsult, thе EHR systеm aids in producing morе just hеalthcarе rеsults by еliminating inеquitiеs in carе and guarantееing that all patiеnts havе accеss to thе most rеcеnt findings in thе mеdical fiеld.
Risk Analysis Strategy
As such, Valley Practice understands that a thorough risk analysis approach is essential to avoiding obstacles and guaranteeing the smooth rollout of the EHR system. The goal of this plan is to protect patient’s privacy and the continuity of their treatment by adhering to all relevant legislation.
Data Security: According to Jackie (2018), protecting patients’ personal information should be a top priority. To protect the privacy, validity, and accessibility of patient data, Valley Practice is building a solid cybersecurity infrastructure. Data at rest and in transit will be encrypted using this framework, while only authorized users will have access to sensitive information, and security flaws will be uncovered and patched via frequent audits. By taking these precautions, Valley Practice hopes to earn the confidence of its patients and other stakeholders while also protecting their private health data.
Training and Education: Valley Practice will develop extensive educational and training initiatives since it recognizes that the human element is a crucial role in data security. These courses will guarantee that all employees, from doctors to secretaries, are well-versed in the EHR system. Staff training can reduce the likelihood of data breaches or other user mistakes brought on by unfamiliarity with the system (Jackie, 2018). Staff will be kept up-to-date on the latest security standards and best practices with regular training upgrades.
Data Migration: Implementation, as claimed by (Jackie, 2018), focuses on the process of moving preexisting healthcare data into the EHR system. Valley Practice will do extensive preparation and validation to reduce the possibility of corruption or loss of information during the move. To guarantee the integrity and completeness of the sent data, stringent data validation methods will be used. Additionally, data backup procedures will be used to prevent data loss due to unanticipated circumstances. Valley Practice’s first priority throughout the data transfer process is ensuring that no patient’s medical history is lost in the process.
Contingency Planning: Valley Practice is dedicated to creating a thorough contingency plan as it recognizes that unexpected issues might impair the functioning of EHR systems. This strategy will cover contingencies like system failure or emergency, allowing for continuous patient care. There will be clear communication methods in place to update employees and patients in the case of interruptions, as well as backup systems and data recovery processes (Jackie, 2018). Valley Practice is able to provide high-quality treatment in spite of difficult conditions because of its proactive approach to contingency planning.
Best Practices and Policies for Data Governance and Interoperability
The staff at Valley Practice is committed to making sure the EHR runs smoothly, that data is managed well, and that it can communicate with other healthcare networks. The company will do this by following industry standards and internal regulations in the following critical areas:
Data Governance: Establishing transparent data governance policies is essential for efficient data management. Data ownership will be defined, access restrictions will be implemented, and Valley Practice will set data quality requirements. Thеsе safеguards arе nеcеssary to protеct thе privacy of patiеnts, limit thе possibility of data brеachеs, and guarantее thе quality and dеpеndability of collеctеd information (Jackiе, 2018). Whеn it comеs to thе sеcurity and vеracity of thеir mеdical information, both patiеnts and doctors can rеst еasy knowing that a solid data govеrnancе systеm is in placе.
Information Exchangе: Intеropеrability in hеalthcarе is crucial bеcausе it allows for thе smooth transfer of patient information across facilitiеs and organizations. Valley Practice is dedicated to using industry-accepted protocols and file formats for sharing and exchanging data. Because of this dedication, vital patient information may be shared as required, allowing for more thorough and coordinated treatment (Jackie, 2018). Valley Practice’s adherence to information-sharing best practices aids the healthcare industry as a whole in its pursuit of excellence.
Technical and Structural Interoperability: Valley Practice will make sure the EHR can communicate with other healthcare networks so that they may share patient information. The term “healthcare IT” encompasses LIS, telemedicine, and patient portals. In order to ensure that healthcare providers always have access to the most up-to-date patient information, we will develop technical as well as structural interoperability measures to ensure seamless data interchange. This interoperability improves patient care coordination as well as lessens the likelihood of healthcare service fragmentation (Jackie, 2018)
Anticipating Implementation Challenges
Although there are many advantages to switching to an EHR system, Valley Practice is aware of the difficulties that may emerge throughout the process. A successful transition depends on recognizing and proactively resolving the following obstacles:
Resistance to Change: It’s possible that doctors, nurses, and support employees in the healthcare industry may fight change. Reduced productivity, user discontent, and interruptions in patient care are all possible outcomes of this resistance. Valley Practice will address this problem by launching an intensive training program and an effective change management plan. The goals of these actions are to encourage a culture of flexibility and constant development, as well as to better prepare employees for the upcoming change.
Integration Complexity: It might be difficult to incorporate the EHR into preexisting healthcare infrastructure and procedures. Valley Practice understands the significance of running efficiently with little interruptions. The company will invest in extensive planning and testing to help it succeed in this challenging environment (Jackie, 2018). This process will include comprehensive compatibility analyses, identification of possible bottlenecks, and the development of contingency plans to address integration-related issues. Valley Practice takes a deliberate and planned approach to integration in order to minimize interruptions and guarantee a smooth transition.
Strategic Planning for Successful Implementation
Valley Practice will use the following strategy to establish the EHR system:
Engage Stakeholders: Valley Practice values open communication with all of its constituents, including physicians, nurses, and patients. Their input and participation are crucial to the implementation’s success. Throughout the project, Valley Practice will aggressively solicit feedback from these parties in order to resolve problems and modify the EHR system to fit the requirements of everyone involved. By encouraging staff and patient input, Valley Practice is able to tailor its electronic health record (EHR) system to the needs of its users.
Monitoring and Evaluation: Consistent optimization requires constant monitoring and analysis of the EHR system’s output. Valley Practice will include systems for ongoing evaluation, including methods for collecting user input and scheduling regular system checks. Achieving alignment with business objectives and sustained value delivery from the EHR system over time requires a proactive strategy for rapid identification and resolution of challenges.
Scalability: Valley Practice will emphasize scalability in its EHR system selection in light of potential changes in healthcare requirements and expectations. The system has to be able to expand as needed and incorporate new developments in healthcare. Valley Practice may be certain that its long-term investment in an electronic health record system will be fruitful thanks to the system’s scalability.
Patient-Centric Approach: Throughout the rollout, Valley Practice will prioritize a method centered on its patients’ needs. Improvements in patient care, participation, and contentment are all goals of the EHR system. Patient portals facilitating access to medical information, appointment booking, and encrypted contact with healthcare practitioners are examples of the technology contributing to this patient-centric approach. Valley Practice’s focus on the patient experience is part of improving health outcomes and strengthening the bond between patients and their doctors.
Conclusion
Valley Practice recognizes the need of adopting an EHR system as part of its ongoing effort to provide first-rate medical treatment to its patients. The selected EHR platform supports the company’s mission to enhance care quality and customer satisfaction for its patient population. Valley Practice is well-prepared to deploy the EHR system, guaranteeing a more effective and efficient healthcare delivery system for its patients via meticulous preparation, adherence to best practices, as well as a focus on diversity, equality, and inclusion.
References
Aguirre, R. R., Suarez, O., Fuentes, M., & Sanchez-Gonzalez, M. A. (2019). Electronic Health Record Implementation: A Review of Resources and Tools. Cureus, 11(9). https://doi.org/10.7759/cureus.5649
Ansah, J. P., & Chiu, C. T. (2023). Projecting the chronic disease burden among the adult population in the United States using a multi-state population model. Frontiers in public health, 10, 1082183. https://www.frontiersin.org/articles/10.3389/fpubh.2022.1082183/full
Huang, C., Koppel, R., McGreevey, J. D., Craven, C. K., & Schreiber, R. (2020). Transitions from One Electronic Health Record to Another: Challenges, Pitfalls, and Recommendations. Applied Clinical Informatics, 11(05), 742–754. https://doi.org/10.1055/s-0040-1718535
Jackie. (2018). Risk Management in EHR Implementation. Journal of AHIMA, -. https://library.ahima.org/doc?oid=301018#:~:text=Risk%20Management%20in%20Healthcare
Themes, U. F. O. (2021, July 29). System Design Life Cycle: A Framework. Nurse Key. https://nursekey.com/system-design-life-cycle-a-framework/
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