The project team members work tirelessly to ensure this Electronic Health Record project becomes a big success. They are involved in both planning and implementation phases of the project. Their main responsibility in this technological venture includes data conversion, documentation methods, workflow analysis and software and hardware testing. On the other hand, the project team manager not only protects and advice the organization about the EHR processes but also links the organization and the EHR vendor. During the implementation phase the manager will be required to develop the implementation plan, coordinate the EHR implementation process, oversee the entire project cycle, ensure adherence to the project timelines and conduct trainings necessary for the successful implementation of the project. Currently, the project is in its go-live stage albeit challenges here and there.
Difficulty in adding older records to an EHR system: past paper records have proven difficult to covert into their electronic forms for subsequent integration into new HER systems. Although our system has image archival capability that makes it possible to integrate scanned records into fully electronic health records, scribbled handwritings are not readily recognized by the optical character readers of the EHR System. Secondly, updating of our records poses a big challenge particularly when care is provided at different facilities given the incompatibility of their storage models with EHR system. In the economic sense, the project is damn expensive to start off and sustain. The procurement and installation cost of EHR system costs is well over $3.6 million besides compensation of $35,000 per physician while maintenance is over &1,000 per month (Amatayakul, 2009). Considering the ongoing technological advancements, the future maintenance cost cannot be estimated with precision since system software will require periodic updates. This potentially disrupts the budget and the workflow. Finally, lack of skilled personnel for the project is imminent since trainings are designed and conducted in phases thus we still rely on untrained physicians. Nonetheless, the successful implementation of this project cannot be realized once all these challenges have been solved.
Solutions
In case some data cannot be transferred into HER system, such documents will be scanned and stored as electronic images. Secondly, a consolidated statewide database on all patients will be availed to both physicians for download into HER system at any time. Most imperatively, medical documents need to be standardized across the project area so that every partner organization finds much ease incorporating various records into its system (Amatayakul, 2005). In an attempt to reduce the operational and maintenance costs of the project, modular upgrades and continuous customization will be widely embraced as well as avoiding large-scale reimplementation of project cycles either in part or whole (Walker, 2006).
Effects and analysis
Despite the above discussed challenges, successful implementation of the project will positively affect our organization in a number of ways. First of all, the organization will be able to access vital electronic information on patients such as allergies, laboratory results and other clinical diagnoses beforehand. This will go along way in helping physicians make quick and sound decisions thus the concept of reliable health record information. Secondly, the organization will be in a position to share patient health information with all categories of authorized practitioners and healthcare institutions such as hospitals and insurers. Similarly, the continuity of care and clinical diagnoses will be enhanced. Finally, data entry and storage orders for all medications, laboratory tests, online prescription writing among other services will be done within the computerized EHR system.
TIME (week)
PHASE
First 4 weeks
PLANNING
Goals
To create a reliable and long lasting health records, Be able to retrieve every type of data previously stored on papers and other forms, identify and follow-up patients without preventive health maintenance guidelines and create a tracking system and security controls.
5th-10th
TESTING PHASE
Both Software and hardware testing. A test database is set to test the software for its efficiency and for staff training.
11th-15th
TRAINING PHASE
Medical staff are trained in small groups and thereafter allocated some room to practice their learned skills to be able to work with confidence.
16th
IMPLEMENTATION
The go-live phase depends on the readiness of the trained staff. When everything has been tested and set in place, the facility is then put in to full use.
IMPLEMENTATION
Assessment of the staff’s level of competency and frustration, productivity monitoring, re-evaluation of patient cycle times.
Having forums with the staff to get their opinions concerning the new EHR system.
Offering continuous training to the medical staff using EHR.
TIME (week)
PHASE
First 4 weeks
PLANNING
Goals
To create a reliable and long lasting health records, Be able to retrieve every type of data previously stored on papers and other forms, identify and follow-up patients without preventive health maintenance guidelines and create a tracking system and security controls.
5th-10th
TESTING PHASE
Both Software and hardware testing. A test database is set to test the software for its efficiency and for staff training.
11th-15th
TRAINING PHASE
Medical staff are trained in small groups and thereafter allocated some room to practice their learned skills to be able to work with confidence.
16th
IMPLEMENTATION
The go-live phase depends on the readiness of the trained staff. When everything has been tested and set in place, the facility is then put in to full use.
IMPLEMENTATION
Assessment of the staff’s level of competency and frustration, productivity monitoring, re-evaluation of patient cycle times.
Having forums with the staff to get their opinions concerning the new EHR system.
Offering continuous training to the medical staff using EHR.
