HIM Implementation Plan - Report Example

HIM implementation plan Number: Implementation plan The new vendor solution is bound to bring changes in the manner in which operations and activities are run in the organization. The change can either improve the operation of activities or create hurdles; this is entirely dependent on the implementation strategies and frameworks for implementing the new technology. The following implementation plan will be used to implement the system in the organization and oversee the overall evaluation and maintenance of the system after the operation. The following procedures will be followed in the process; 1. Facility preparedness Before implementation of the new system it is important to review the existing system and the operations in the organization in order to determine a more suitable way of implementation. This process will involve the identification of users and their responsibilities, the amount of work, the nature of operations and the hardware and software requirements for these activities. The hardware and software in the organization must be thoroughly reviewed and documented; the requirements for the new system should then be compared to determine compatibility. A system requirements document with regard to hardware and software needs for the new system should be made. Key individuals and groups that will be responsible for the implementation of the new system are then identified and necessary requirements put in place. A communication plan is important and vital for the implementation process; therefore, a communication plan is developed and put in place in the organization. At this stage, the implementation team is constituted, and different roles are assigned to appointed individuals, trainers and observers are also identified to head the training and observation process. It is also important to determine the implementation criteria whether a phased implementation or complete change over. The most appropriate method would be a phased parallel changeover. Finally at this stage it is important to seek approval and support from the management of the organization. This can be done by circulating a support document or letter to the management who can later give a memo to the entire staff and clients in the organization. 2. Baseline evaluation Baseline evaluation involves the process evaluating the perception from the different individuals and groups in the organization. This includes carrying out a complete perception survey of the senior and middle management in the organization. A perception survey of the health care providers and users is also completed at this stage. Collection, input and analysis of user data and information are important for effective implementation in the organization. This is done using the available data collection methods and analyzing tools. A report is then written that documents the perceptions the impacts and feedback from the users of the system. This can then give a head start to the actual implementation of the system. 3. Implementation This is the most important stage in the implementation process of the new system. Activities at this stage include; Launching program and communication plan to ensure smooth running of activities. The system requirements, hardware and software are deployed and put in place. The security measures and plans are also implemented to ensure security of data and information. The management and the health care service providers are given feedback of the baseline data and analysis. Posters and promotional materials are distributed to the relevant stakeholders; it also involves the training and education of these stakeholders. Periodic review meetings, either weekly, monthly or as may seem appropriate should be held to review the progress in implementation. 4. Follow up evaluation A follow up of all the activities in the baseline evaluation stage is done. This will include follow up of: the senior and middle management perception, complete health care providers perception and stakeholder and user perception. This stage also involves a follow up of complete facility Situation Analysis, collection of cost information, input and analysis of data. 5. Ongoing action plan and review cycle. This stage will basically involve the review of the whole system and its operations, the results and functioning of various system units. The results are documented and a report prepared and presented to the senior and middle management. The major stakeholders and users are also presented with the findings and necessary changes that need to be made to the system. At this stage, an action plan for the next 5 – 10 years is developed. It is important to note that the manager plays a key role in the implementation of the new system. The manager is responsible for coordinating and leading the staff in support of the implementation process. He also convenes meetings with the relevant stakeholders to review implementation progress and activities. The manager approves the activities and evaluations in the organization thus he is a key player in the implementation process of the new system in the organization. Major risk factors Some major risk factors are associated with the implementation of the new vendor solution. These risks include: 1 Huge capital requirement of $164 million is very huge. Although the government is providing assistance in this regards, it is not enough to complete work swiftly. Therefore, the implementation process may be hindered by inadequate funding. 2 Leave of absence of the major employees that may be responsible for the implementation process of the new vendor solution. Additionally the lack of knowledge of the systems operations and functionality is also a major risk. 3 The acceptability and reception of the new system is also a major risk to the implementation of the new vendor solution. Employees in the organization, management and other users may have a negative perception of the system which will eventually affect the implementation process of the system. 4 Another major risk is the integration of the entire organization and the respective departments into one system. The implementation may be cumbersome and difficult, and information and operations in the various departments may be affected. This calls for careful planning of the changeover mechanisms so as to ensure continuity of operations. 5 The information and data security may be affected with implementation of the new vendor solution. The information could be disclosed to unauthorized personnel. Conclusion In conclusion, it is important to identify the various future roadblocks to the implementation and adoption of technologies in the health care organizations: i) Data and information security issues. ii) Cost implication. iii) Change in technology These are major issues that may affect the implementation and adoption of new technologies in the health care organizations. Patient data and information and any other information in a health care organization should be confidentially handled. The use of information technologies improves efficiencies in handling patient data and information; however, the same systems have major security risks from unauthorized access that may lead to disclosure of information and leads to breach of privacy (Eisenberg, 2009). The organization will have to use huge amounts of money to acquire and implement these technologies which may be a roadblock to future implementation of these technologies. Costs of purchasing and maintenance of these technologies are high. Technologies change with time and fast. The implementation of a technology means continuous upgrade and evaluation in the future. Some technologies may be rendered obsolete with time; this will mean acquisition of new technologies, which may have major cost implications. Project planning is an important aspect of any project and involves the creation of a proper implementation plan in order to warrant a successful project. This is further strengthened by the involvement of all the relevant stakeholders and players in the project life cycle. The involvement of all these stakeholders at the crucial stages of the project from the beginning to the end always eases the final implementation since it increases acceptability and creates a sense of ownership by the different stakeholders. References Berndt, D., & Fisher, J. (2001). Healthcare Data Warehousing and Quality Assurance. Eisenberg, J. M. (2009). Quality Research for Quality Healthcare : The Data Connection. Agency for Healthcare Research and Quality. “First UCSF Clinics Implement Electronic Health Records.” Published in UCSF’s press release, April 28th, 2011 Information Disclosure information, Retrieved on October 5th, 2012, http://www.ucsfhealth.org/education/evaluating_health_information/index.html Tan, J., & Payton, F. (2012). Adaptive Health Management Information Systems: Concepts, cases & Practical Applications . USA: Jones & Bartlett Learning. UCSF. (2012, June 12). UCSF Completes Transition to Electronic Health Records System. UCSF press release, pp. 10-50. Wager, K., Lee, F., & Glaser, J. (2009). Healthcare information systems: A practical approach for healthcare management. . San Francisco, CA:: Josey-Bass. Appendix: Implementation plan Activity Start Date Target finish date To be carried out by Status/ Comments 1.0 Facility preparedness 1.1 Review current system operations 1.2 Identify users and their respective responsibilities 1.3 Identify and document system requirements ( hardware and software) 1.4 Identify key individuals and groups 1.5 Develop a communication plan 1.6 Constitute the implementation team 1.7 Determine the implementation criteria 1.8 Seek approval and support from the management and stakeholders. 2.0 Baseline Evaluation 2.1 Evaluate perception from individuals and groups 2.2 Complete perception survey of senior and middle management 2.3 Collection of user data and information 2.4 Input of data 2.5 Analysis of data 2.6 Write and present report 3.0 Implementation 3.1 Launch program and communication plans 3.2 Deploy system requirements( hardware and software) 3.3 Implementation of security measures 3.4 Distribution of promotional materials to the relevant stakeholders 3.5 Hold periodic review meetings 4.0 Follow up evaluation 4.1 Follow up of senior and middle level management perception survey 4.2 Follow up of perception survey of stakeholders and users 5.0 Ongoing action plan and review cycle 5.1 Review of system operations and subsequent documentation 5.2 Report results and prepare report 5.3 Develop action plan for 5- 10 years Read More