Electronic Medical Record Implementation in Correctional Facilities - Assignment Example

Electronic Medical Record Implementation in Correctional Facilities Change implementation strategy As in the past, most organizations view any slightest change with different perceptions. The worst of all is the electronic system change, which is in most cases considered by employees as a transition to deprive them opportunities. Effective management of an organizational change requires brilliant considerations before actual implementation is rolled out so as to sustain its success. Electronic medical system especially being in a correction facility is considered to be of high significance and, therefore employees’ attention must be drawn through its implementation process as a way of enabling them to have faster adaptation. Despite the employees’ resistance to change, the significance of assessable and consistent medical records continues to be the main goal of most health care and correctional facilities. Therefore, with respect to this organization, employees should appreciate the necessity for implementation of the electronic medical records. Key strategies to successfully plan and implement electronic medical records In order to avoid major transitional challenges associated with the electronic medical system in correctional facilities, System innovators are expected to adopt creativity and consistent trials until they successfully overcome the challenges. A number of key strategies to be laid forward include; Selling the opportunity to the correctional facility leaders as a way of influencing them to adapt system change, physicians and other departmental heads should be approached with a considerate attempt and subdue them about the importance of the electronic change. This is considered easier to drive as compared to lower ranking practitioners who may not foresee significant concern on the electronic per-se. Adequate information should be provided to the leaders with proficient illustrations that the implementation of the new system will not in any way disrupt their current records (Perkins and Kelly 122). Staff involvement Involvement the staff members in the implementation plan is quite vital, and this is considered as one of the important factors in the implementation of the electronic medical system or any other system to be put in place. Clinical staff should be at the fore front to drive the process especially in areas where administrative and billing activity takes place. Whether it is a purchased or commercial system, customization has to be done within the correction center. Therefore, besides the implementation personnel, organization staff must be involved to help tailor the system to suite the required environment. Such kind of involvement would be deemed to have considered employees opinion in the system development and to avoid claims of organization imposing undesired system on them (Schultz, Ginsberg and Lucas 8). Staff involvement in the system plan can be used to champion other fellow physicians about the benefits of electronic medical records in their workday. A lot of emphasis is that, systems do not increase burden but instead reduces time spent in making phone call, locating test results and other information pertaining to patients’ safety at the corrective centers. Besides recruiting system technocrats, skeptics must be involved to work hand in hand with the designers until then electronic medical system meet the needs and the skeptical physicians get convinced and to enable them convert as stronger champions. Develop an in training For the success of an electronic medical system and thought all its’ implementation stages, a precise training should be executed to assists both training staff and physicians in stretching the knowledge dimensions (Rodin, Jennifer and Sharon 8). This consideration is based on the fact that quality training always provides adequate knowledge, enrich and engage all stakeholders leading to trainee bliss. Other than the training based on the supportive staff, additional training should be extended virtually to all clinical and administrative staff together with the community staff as a way of upbringing productivity amongst the staff. Hypothetically, adequate training of physicians in their own affiliated practices if integrated to adopt electronic medical system will definitely allow them to add in medical records while attending to patients at the correctional centers and to access patients’ records directly through the web portal (Rodin, Jennifer and Sharon 8) In consideration to training as a key factor, a policy should be developed within the corrective centers such that it is never voluntary. All staff members and clinicians must be exposed on training and pass a proficiency test to access the systems and be able to go on rounds. In order to facilitate implementation process, only important items should be taught first. Besides, there should be a provision of simple tools like packet cards, which acts as reminders in navigating complex areas of the system. Redesign maintenance procedures A correction center which uses electronic medical systems has got the highest opportunity to standardize and improve care process. Effective procedures are, therefore, considered and incorporated into the systems as guidelines and default orders are suppose to be set in advance. Several processes can be put in place, for instance, incorporating shadow personnel who were involved in the original system development process to show case drills to the practitioners. This can be done by walking them through the proposed system, making necessary adjustments, then ultimately supporting the staff through final changes (Rodin, Jennifer and Sharon 9). Another possible process is termed as hybrids approach, which involves incorporating changes selectively such as limiting verbal orders. Similarly, automated reminders may be regulated as more are added gradually after sometimes. With respect to this, the centers have to decide on level of flexibility that they give to the physicians to deviate from the already stipulated orders and guidelines. Quality improvement and maintenance Sustenance of a quality reporting system is considered as one of the best perception of every organization. In order to avoid failures that electronic medical system might circum to, adequate development, update and maintenance plan should be put in place. In order to achieve these, centers should involve quality improvement and assessment personnel in the selection, development and customization of the system. Such considerations will always ensure that adequate pieces of information, which are in accordance to the organization, are exactly retrieved for reporting (Rodin, Jennifer and Sharon 12). The centers must put appropriate mechanism to maintain information Technology personnel to work concurrently with the staff as a way of customizing the interface to suite their requirements. Such kind of association should continue even after the implementation since reporting requirements would be expected to change with time. How the effectiveness of the organizational change will be determined once it is implemented Most of the organizations are currently seeking alternatives to remain competitive in the market. However, with the current technological revolution and radical changes often introduced from time to time, maximum consideration must be put in place to determine that the changes are effective and for long term benefits. Employees’ response to change actually determines how engagement and organizations’ productivity at risk. In consideration to electronic medical system (Quinn and Cameron 49), its effectiveness must incline to the quality of repots generated, efficiency in performance and the maintenance cost incurred. There are two basic approaches used in determining the effectiveness of a system. The most common one being goal centered view. This concern to whether the system delivers to its goals. It dwells on the conflicts as way of determining the output deliverable putting considerations to initial system qualities. Another aspect is the system review process. This where by the desirable system qualities are identified and appropriate analysis is carried out to determine if they exceed the system objectives. Some of these methods include; First consideration should be put on the efficiency. This involves appropriate duration of response from the system. Practices should be relayed successively in estimating how the reports are generated, and this could be used as provisionary performance on the process or the unit. Determine the cost variance; cost that related to change process, organizational unit or overhead costs incurred should be determined. If the costs are higher than the expected returns then, appropriate measures should be implemented immediately to avert sudden crisis occurrence Change review analysis can as well be considered. This constitutes continuous review on the areas that are not delivering the performances while making adequate adjustments. Besides, gradual calculation on cost expectancy should be carried out while trying to correlate the baseline cost (Quinn and Cameron 58). This should be carried out while seeking additional improvement opportunities. Possible outcome measurement strategies related to organizational change processes Systems that are able to deliver within the shortest or preferred duration are considered as very efficient (Rodin, Jennifer and Sharon 8). Such kind of electronic medical systems supports physicians with firs hand reports and it turn sustain proper time management. Effective systems, on the other hand, should be able to adapt review process with ease as this could be use as a gateway for advancements due to rapid technological change or to embrace areas that had not been sufficiently implemented. Finally, a good system should be able to deliver adequate returns while utilizing minimum or sustainable maintenance costs (Rodin, Jennifer and Sharon, 2012). How you will measure quality, cost, and satisfaction outcomes to evaluate your proposed organizational change. Adequate and quality data must be collected after definite intervals and a certain period of time so as to determine whether your system is delivering effectively or if by any chance it requires adjustments. Appropriate considerations should be applied at all levels of the system in order to determine if quality improvements and cost savings have been made. Among the areas which may be considered for such analysis includes: Staff productivity, this is evidenced when physicians are able to meet their targets in provisions of adequate care to the patients within a required time frame. Another consideration is based on the quality of care, with the essence of electronic report generations; much accuracy is endorsed as compared to manual information, which is susceptible to errors or manipulation. Cost effectiveness is also considered as a basic element in determining the effectiveness of a system. Information system involves the use of databases aided by networks, which only requires minimal number of personnel to run. This reduces the amount of expenditure, which could have been used in hiring additional staff for manual record maintenance. Conclusion Electronic medical systems are considered to be able deliver effectively in correctional centers and maximum provisions should be put in place to avoid change during implementation process. Besides, adequate reviews should be made to the system to improve results of its deliverable and the reliability of the data capture. Works cited: Perkins, Dielan and Kelly, Barbara. Handbook of implementation. Cambridge; New York: Cambridge University Press. 2012. Print. Quinn, Robert and Cameron, Kim. Diagnosing and changing organizational culture. San Francisco: Jossey-Bass. 2006. Print. Rodin, Diana; Jennifer, Edwards and Sharon, Carroll. Using electronic health records to improve quality and efficiency: the experiences of leading hospitals. Web: 26 July 2013. Schultz, Randall; Ginzberg, Michael and Lucas, Henry. Information systems implementation. Norwood, N.J.: Ablex Pub. 1990. Print. Read More