Introduction
Upgrading any technology-based system in a healthcare facility requires management to sufficiently prepare for the change and consider several potential problems the hospital may encounter. For example, implementing a different or modified electronic health record (EHR) system in a facility can lead to human error, data loss, and compromised patient safety (Wager et al., 2021). Managing such projects should follow a structured approach, such as Kotter’s, to ensure planning accounts for potential scenarios and contingencies.
Process of Managing the Implementation of a Major Upgrade
Before the upgrade is installed in the hospital’s system, the management team should review the current state of operations. Using Kotter’s phases of organizational change, the first step in managing such projects is to create an environment that supports change (Wager et al., 2021). Here, the activity involves analyzing the current system to determine why change is needed and what must be altered. Gutiérrez-Ibarluzea et al. (2017) suggest that Health Technology Assessment (HTA) and similar frameworks can be used to determine whether the software or hardware in use needs an upgrade.
Once the circumstances for the change are reestablished, the hospital can assemble an interdisciplinary team to drive the project and develop a vision to discuss with other staff members (Wager et al., 2021). As the suggested upgrade is significant, the group can include IT managers, top managers, project managers, nurse leaders, and representatives of similar care providers. In the second phase, the hospital should engage its management and workers to understand and support the change. Ultimately, the plan can be implemented and evaluated to assess its success.
Recommended Solution for the Major Upgrade
Overview
An example of an acute care hospital trying to upgrade its EHR presents many potential solutions. One should consider that significant upgrades are likely to require employee training, diverting their attention from their duties and straining their ability to complete tasks quickly. Therefore, the suggested solution is to pilot-test the change and assess its effectiveness before expanding it to other units (Wager et al., 2021).
Required Resources and Architecture
Here, fewer initial resources are required – one or two IT professionals can train one selected department. Moreover, the EHR system can be updated quickly without fear of losing all information, thereby reducing potential costs. Once this stage of the change is complete, the professionals may move on to other units, using their time efficiently. This project’s architecture allows the hospital to adapt with fewer risks of failure and greater agility.
Process
The process should be broken down into major tasks: review the current system, survey workers, design the upgrade, train workers, implement the new system, test it, and evaluate the results. Next, the team should set milestones, such as reducing medical errors or increasing employee and patient satisfaction. The hospital should also determine time periods, resources, roles, and evaluation measures. Then, other units can use this model and adjust it based on the results of the previous pilot upgrade.
Conclusion
To conclude, upgrading the EHR system can appear complicated, but managing such projects can be simplified with the help of Kotter’s stages approach. The chosen solution is to pilot projects in one or two units to test the change’s results and use resources efficiently. This step-by-step method may be more effective for the proposed scenario, as it enables the team to reflect on the upgrade process and make updates accordingly.
References
Gutiérrez-Ibarluzea, I., Chiumente, M., & Dauben, H. P. (2017). The life cycle of health technologies. Challenges and ways forward. Frontiers in Pharmacology, 8, 14.
Wager, K. A., Lee, F. W., & Glaser, J. P. (2021). Health care information systems (5th ed.). Wiley.