NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Name

Capella university

NURS-FPX 6416 Managing the Nursing Informatics Life Cycle

Prof. Name

Date

Needs Assessment Meeting with Stakeholders

Part 1: Introduction

Hello! I am Manjit, a specialist in nursing informatics overseeing projects to advance healthcare technology. I am leading the transition from our outdated manual documentation process to a new Electronic Health Record (EHR) platform. I am responsible for overseeing this critical enhancement to mitigate the shortcomings and challenges associated with our existing framework. Our current system, which averages 20 minutes for data retrieval and has a 5% error rate due to incorrect filing, causes disruptions inpatient treatment, and has weaknesses in information protection (Ngusie et al., 2022).

The initiative encompasses the detailed evaluation, implementation, and refinement of an EHR platform to boost data precision, optimize processes, and enhance cross-departmental coordination. We have outlined a six-month timeline for this initiative. The first two months will concentrate on identifying the best EHR solution and providing comprehensive education for stakeholders. The subsequent two months will be allocated to deploying the system, including thorough evaluation and refinements to achieve optimal performance. The final two months will encompass an in-depth assessment of the system’s effectiveness and implementing required modifications to achieve our performance objectives (Ting et al., 2021).

NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Our goal with this shift is to develop a cutting-edge healthcare environment defined by enhanced productivity, precision, and patient-focused care. By implementing the EHR platform, we aim to improve care quality, lower mistake frequencies, and elevate patient outcomes by facilitating quick data access and integrating advanced decision-support features (Gates et al., 2020). This adjustment aligns with our strategic objective of enhancing healthcare delivery by utilizing cutting-edge solutions to offer thorough, safeguarded, and efficient patient management.

Comprehensive change management strategies will ensure a successful transition. This will involve a proactive communication plan with frequent updates and engaging workshops, specialized training programs designed for user groups, and leadership support to build endorsement and engagement. By incorporating suggestions channels and acknowledging initial users, we aim to reduce obstacles and guarantee a seamless execution of the EHR platform, establishing our institution at the leading edge of advanced medical solutions (Fennelly et al., 2020).

Part 2: Questions and Explanation

Current and Desired State of the Health Information System 

Our institution’s shift from a traditional, physical documentation method to a digital health record system tackles significant shortcomings and risks. The existing physical documentation approach, which averages 20 minutes to access and enter patient information, is susceptible to loss or deterioration from environmental conditions, jeopardizing patient safety (Ngusie et al., 2022).

Paper documents limit access and hinder the exchange of information, impacting the consistency of care. Despite staff knowledge and thorough records, structural shortcomings and threats surpass these benefits. The suggested EHR platform presents a groundbreaking solution for these problems. EHRs will enhance data input and extraction, reducing record access time to mere seconds and delivering instant access to current patient information, thereby accelerating decision-making and minimizing delays in patient treatment (Murray et al., 2021). Enhanced search functions and immediate updates will boost productivity and precision.

NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

EHR systems offer strong data protection and recovery features, reducing the likelihood of data deterioration and enhancing data reliability. They connect with other medical technologies, minimizing hands-on data entry, decreasing mistakes, and guaranteeing precise, prompt details, such as the automatic integration of laboratory findings into patient files (Murray et al., 2021). Adopting an EHR system improves workflow efficiency and department-to-department communication. By consolidating patient data and facilitating instant revisions, the EHR will remove interruptions linked to manual documentation transfers and enhance collaboration between departments.

The EHR’s integrated platform will streamline access, lessen the training requirements, and speed up the implementation process. Research supports that EHRs enhance patient outcomes and organizational effectiveness by delivering immediate availability of detailed information and enhancing care management. Shifting to an EHR system tackles the core shortcomings and vulnerabilities inherent in our manual record-keeping system. This upgrade is expected to deliver significant advancements in process efficiency, precision, and patient health results, supporting our objective of increasing efficacy and security (Gatiti et al., 2021). Implementing the EHR system will resolve existing challenges and prepare our institution for upcoming developments in medical services.

Risk Assessment of the Current System

Stakeholders, including healthcare practitioners and support health staff, have pinpointed problems with the traditional manual documentation system. Major concerns involve a 6% mistake frequency caused by incorrect filing or data entry errors, which endangers care quality and increases staff responsibilities in correcting these mistakes (Guto, 2023). The labor-intensive process of retrieving physical files, which takes an average of 20 minutes, hinders the timely retrieval of essential data, particularly in critical situations. This was illustrated in a recent instance where glitches extended care duration by 16 minutes (Khumalo, 2020). The lack of automated alerts in the manual system leads to missed or slow reactions to urgent situations, jeopardizes patient well-being, and hinders necessary actions.

Stakeholders have expressed concerns about ethical and legal risks related to data privacy due to the vulnerability of paper documents to breaches and misplacement. The latest episode involving lost patient records emphasized these risks, emphasizing the necessity to protect patient confidentiality and avoid potential legal complications stemming from insufficient security measures (Shah & Khan, 2020). Implementing an EHR system will tackle these issues by minimizing manual input errors with automated processes and improving data precision and reliability.

EHRs will provide enhanced availability with immediate data recovery, decreasing interruptions and improving reaction times in emergencies. Integrated notification systems will promptly alert healthcare authorities to urgent situations, enhancing patient surveillance. Furthermore, advanced security measures such as data protection protocols and restricted access permissions will address privacy and compliance concerns regarding breaches (Shah & Khan, 2020). This transition will overcome the shortcomings of the existing setup and deliver enhanced protection for patient well-being and adherence to regulations.

Information System User Best Practice

Stakeholders highlighted the need to apply research-based approaches to the new EHR system, such as continuous updates to align with clinical guidelines and enhance system functionality. Extensive staff education initiatives are essential to ensure competence in using the EHR system, managing information input, and maintaining safety. This training is designed to reduce errors and enhance user confidence. Studies indicate that ongoing education decreases input mistakes and enhances provider approval. Continuous education and assistance will ensure that users are informed about system features and enhance productivity and care results (Zheng et al., 2020).

Clinical decision support tools will assist healthcare experts in making informed choices by incorporating up-to-date features, such as automatic notifications and research-based protocols, into the EHR system. The addition of these devices improves compliance with clinical guidelines and reduces the occurrence of adverse drug reactions (Dort et al., 2020). Stakeholders assume these features will improve decision-making and normalize care practices throughout the organization.

Stakeholders have emphasized the value of data analysis within the EHR system for identifying insights and developments that will improve workflow and patient outcomes. Analytical tools can anticipate patient arrivals and improve resource distribution, leading to better readiness and reduced wait times. The adoption of predictive analytics has led to shorter wait times and higher patient satisfaction scores. Incorporating research-based practices will refine the EHR system, improving health and organizational efficiency (Dort et al., 2020). Routine enhancements, extensive education, clinical support tools, and sophisticated data analysis will develop a resilient, intuitive system that aligns with the organization’s health outcomes and service quality.

Technology Functionality

Stakeholders have pinpointed two crucial capabilities for the new EHR system, which aims to enhance effectiveness and user experience. The primary prominent feature is the incorporation of current medical record systems, which allows smooth information sharing across different care environments. This integration minimizes redundancy and improves care coordination by linking with regional health information networks and specialized care systems, ensuring patient records are complete and current. This connectivity aids in making clinical judgments and improving patient health (Butler et al., 2020).

Shareholders highlight the requirement for accessible equipment to assist the EHR system’s effectiveness. This encompasses data centers with sufficient computational capabilities, data storage, and failover mechanisms to manage vast volumes of information and operations (Butler et al., 2020). A robust framework is essential for ensuring system reliability and efficiency as data volumes increase. When paired with sophisticated system functionalities, this equipment will improve the EHR system’s capacity to deliver outstanding clinical outcomes and advance healthcare provision.

Workflow and Communication

Stakeholders pointed out that a sophisticated EHR system can improve efficiency and coordination by programming regular responsibilities such as patient checkups, invoicing, and records. For example, automated notifications and follow-up alerts can decrease missed appointments and enhance overall scheduling efficiency and treatment adherence. Additionally, the EHR system will enhance collaboration among medical staff through built-in messaging and notification features (Mullins et al., 2020).

These attributes will deliver immediate alerts for crucial updates, including unusual test results and critical patient situations, minimizing response times and enhancing patient outcomes and interprofessional collaboration. The unified communication platform will offer a secure, encrypted channel for direct communication, decreasing dependence on phone calls or faxes (Fennelly et al., 2020). For instance, secure messaging can facilitate discussions about clinical strategies, improving communication clarity and minimizing confusion. These advancements will produce a more planned and alert healthcare setting. Automating repetitive tasks will lighten administrative workloads, while integrated messaging and alert systems will boost immediate interactions and teamwork (Mullins et al., 2020). These enhancements support the organization’s objective of providing exceptional care and improving healthcare services.

Data Capture

Introducing a new EHR system will improve information collection by enabling immediate data input, reducing input errors, and guaranteeing that complete medical records are consistently accessible. The EHR will support prompt entry of patient data, significantly reducing transcription errors and enhancing data reliability compared to the current paper-based system. The system will include sophisticated checks and alerts to prevent common data entry errors, making sure that information complies with required standards and criteria (Melton et al., 2021). For instance, integrated error-checking features will alert users to review essential information before finalizing records, enhancing data integrity and reducing the need for adjustments.

The EHR system will deliver a unified database for patient data, integrating information from various sources, including test results, diagnostic imaging, and clinical documentation. This consolidated method will offer detailed, current patient records in one interface, enhancing diagnostic precision and care coordination by giving healthcare providers access to comprehensive patient information. Shifting to an EHR system will improve facts collection by enhancing precision, minimizing manual errors, and providing comprehensive patient records at the point of care (Dort et al., 2020). These advancements will facilitate improved policymaking, reorganize medical procedures, and enhance patient care.

Process and Outcomes

The adoption of a new EHR system improves patient well-being by offering a precise and appropriate approach to patient data, which is essential for quality care. Studies have shown that EHRs reduce medication errors by improving data precision and clarity. The EHR system facilitates evidence-based practices through built-in clinical decision aids that offer up-to-date guidelines and notifications (Shah & Khan, 2020). Utilizing these features has led to better devotion to protocols, which is essential for improved patient care and results.

The EHR system allows for ongoing tracking and evaluation of clinical information, facilitating the timely identification of health issues and emerging patterns. Integrated data analytics have demonstrated a reduction in patient readmissions by encouraging timely actions informed by actionable insights. By improving data accuracy, facilitating best practice approaches, and promoting timely interventions, the new EHR system aims to enhance overall healthcare quality (Gates et al., 2020). This upgrade will ensure improved management, reduce mistakes, and contribute to elevated standards of healthcare provision.

Conclusion

The changeover to a new EHR system promises substantial enhancements in data accuracy, workflow efficiency, and patient outcomes. By automating routine tasks, improving communication, and incorporating decision-support tools, the EHR will address existing system inefficiencies and support care. This upgrade aligns with our strategic goals and ensures improved healthcare delivery. Enhanced data access and integrated alerts will foster proactive management and optimal patient care.

References

Butler, J. M., Gibson, B., Lewis, L., Reiber, G., Kramer, H., Rupper, R., Herout, J., Long, B., Massaro, D., & Nebeker, J. (2020). Patient-centered care and the electronic health record: Exploring functionality and gaps. Journal of the American Medical Informatics Association Open, 3(3), 360–368. https://doi.org/10.1093/jamiaopen/ooaa044

Dort, B. A., Zheng, W. Y., Sundar, V., & Baysari, M. T. (2020). Optimizing clinical decision support alerts in electronic medical records: A systematic review of reported strategies adopted by hospitals. Journal of the American Medical Informatics Association, 28(1), 177–183. https://doi.org/10.1093/jamia/ocaa279

Fennelly, O., Cunningham, C., Grogan, L., Cronin, H., O’Shea, C., Roche, M., Lawlor, F., & O’Hare, N. (2020). Successfully implementing a national electronic health record: A rapid umbrella review. International Journal of Medical Informatics, 144(104281), 104281. https://doi.org/10.1016/j.ijmedinf.2020.104281

NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Gates, P. J., Hardie, R.-A., Raban, M. Z., Li, L., & Westbrook, J. I. (2020). How effective are electronic medication systems in reducing medication error rates and associated harm among hospital inpatients? A systematic review and meta-analysis. Journal of the American Medical Informatics Association, 28(1), 167–176. https://doi.org/10.1093/jamia/ocaa230

Gatiti, P., Ndirangu, E., Mwangi, J., Mwanzu, A., & Ramadhani, T. (2021). Enhancing healthcare quality in hospitals through electronic health records: A systematic review. Libraries.
https://scholars.aku.edu/en/publications/enhancing-healthcare-quality-in-hospitals-through-electronic-heal

Guto, R. (2023). Meta-analytical review on the adoption of ICTS in medical records management as a catalyst to better health care service delivery. Journal of Social Work, 1(2). https://greatjourns.com/myfiles/pdfupload/RICHARD%20MANUSCRIPT%202023.pdf 

Khumalo, A. (2020). Progressing towards effective record-keeping in Multidisciplinary Team Meetings. https://www.diva-portal.org/smash/get/diva2:1516586/FULLTEXT01.pdf

Melton, G. B., McDonald, C. J., Tang, P. C., & Hripcsak, G. (2021). Electronic health records. Biomedical Informatics, 467–509. 

https://doi.org/10.1007/978-3-030-58721-5_14 

NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Mullins, A., O’Donnell, R., Mousa, M., Rankin, D., Meir, B. M., Skinner, B. C., & Skouteris, H. (2020). Health outcomes and healthcare efficiencies associated with the use of Electronic Health Records in hospital emergency departments: A systematic review. Journal of Medical Systems, 44(12). https://doi.org/10.1007/s10916-020-01660-0

Murray, L., Gopinath, D., Agrawal, M., Horng, S., Sontag, D., & Karger, D. R. (2021). MedKnowts: Unified documentation and information retrieval for electronic health records. The 34th Annual ACM Symposium on User Interface Software and Technology, 1169–1183. https://doi.org/10.1145/3472749.3474814

Ngusie, H. S., Kassie, S. Y., Chereka, A. A., & Enyew, E. B. (2022). Healthcare providers’ readiness for electronic health record adoption: A cross-sectional study during pre-implementation phase. BioMed Central Health Services Research, 22(1). https://doi.org/10.1186/s12913-022-07688-x

Shah, S. M., & Khan, R. A. (2020). Secondary use of electronic health record: Opportunities and challenges. IEEE Access, 8, 136947–136965. https://doi.org/10.1109/access.2020.3011099

Ting, J., Garnett, A., & Donelle, L. (2021). Nursing education and training on electronic health record systems: An integrative review. Nurse Education in Practice, 55, 103168. https://doi.org/10.1016/j.nepr.2021.103168

Zheng, K., Ratwani, R. M., & Milstein, J. (2020). Studying workflow and workarounds in electronic health record–Supported work to improve health system performance. Annals of Internal Medicine, 172(11), S116–S122. https://doi.org/10.7326/m19-0871