Introduction
The modern health care sector significantly benefits from the extensive use of technologies. They are expected to increase the efficiency of various processes and minimize the probability of mistakes preconditioned by the impact of the human factor. At the same time, the utilization of innovative solutions helps to improve the quality of care delivery and ensure better collaboration between health workers.
However, the reconsideration of the functioning of health units and the implementation of new technologies can be a challenging process because of the need to assess the current state of the facility, its inventory, financial power, and staff’s readiness. For this reason, the given paper delves into the peculiarities of the implementation of electronic document and record management system in a large multi-specialty clinic.
Background
First of all, the background of the discussed issue should be outlined. The rapid technological development preconditioned the emergence of new tendencies in the healthcare sector. For instance, today, the traditional recording and documenting system are considered outdated as it does not meet the requirements for the quality of the provided care (Amatayakul, 2013). For this reason, there are multiple attempts to replace it with a new electronic document and record management system. It can be determined as a computerized approach that presupposes the creation of a database of all records about patients, their treatment, and health status (Amatayakul, 2013). This software helps to improve data exchange between health facilities and attain better treatment outcomes by eliminating mistakes.
Financial Aspect
Thus, to attain the efficient functioning of this approach, it is critical to assess the feasibility and functions of the clinic. First of all, the financial aspect of its work should be analyzed. The fact is that the implementation of the innovative electronic document and record system is an expensive project that demands solid investments to ensure that all needed equipment and software will be bought and installed (Amatayakul, 2013). For this reason, the first step is the in-depth analysis of the unit’s financing and the existence of a particular pool that can be devoted to the implementation of the innovative technology and support of its functioning.
Health Workers’ Readiness
The second important element is the investigation of the health specialists’ readiness to work with a new method and their desire to engage in the change process. Every significant reconsideration of utilized approaches might face resistance from the members of the staff because of their unwillingness to work in the new environment, fear of radical changes, lack of training, and poor motivation (Pepper, 2017).
For this reason, it is critical to evaluate the current state of specialists to determine if there is a need for additional training and an explanation of the basics of electronic document and record management system. Otherwise, workers may demonstrate the resistance to change and precondition the failure of the initiative aimed at the improved results.
In such a way, additional training for all volunteers should be organized. The primary aim of these courses is to eliminate the lack of understanding of the new approach that will be implemented in the unit and contribute to their enhanced functioning regarding the new environment (Amatayakul, 2013). At the same time, this training should become a transition from the old system to the new one characterized by the wide use of innovations and electronic record systems. It is a critical element in the implementation of the new approach that is needed to minimize resistance and guarantee that positive results will be achieved.
Recordings
Another critical part of the assessment is the revision of existing recordings and their analysis. It is important to ensure that current documents meet the existing requirements for the quality of this aspect of health facilities’ functioning and their accuracy. In accordance with the exiting approach, all recordings about the patients’ states, their treatment, and services provided to them should be stored in a way that guarantees the preservation of privacy and easy access to specialists who have the permission to work with this sort of data (Pepper, 2017). For this reason, before the implementation of the electronic system, all existing materials should be structured and organized in a way that facilitates this transition.
Network
The next step in the evaluation of the feasibility of the new method’s implementation is the analysis of the corporative network, its ability to meet the demands of a new system, and connection with other health units across the state. One of the apparent advantages of the electronic recording system is the improved cooperation between all hospitals in the region to align the continuity of care and ensure that patients with complex diagnoses can be transferred to other units to get the best treatment (Pepper, 2017). In such a way, it is critical to assess the existing resources to ensure that the clinic will be able to engage in data exchange with other organizations.
Monitoring
It is also essential to analyze the possibility of the creation of efficient monitoring tools to ensure that all stages of the change process will be traced and analyzed. The in-time collection of the relevant statistics about the functioning of a new system can help to reveal problems at their initial stages and introduce appropriate measures to minimize the negative impact of these issues and prevent the further development of complications. For this reason, it is critical to analyze the existing resources to conclude the possibility of the creation of a potent monitoring system.
Outcomes
Finally, the clinic’s assessment should include consideration of all aspects of its functioning to make a forecast and outline expected outcomes. The necessity of this action is explained by the fact that it will help to increase health workers’ motivation to engage in the change process by outlining multiple benefits generated due to the utilization of a new approach. At the same time, the given forecast will help to discover potential problems that might arise during the implementation of the electronic recording system (Blokdyk, 2018). However, the given forecasting demands an outstanding competence from the manager responsible for the change as all aspects impacting the clinic’s functioning should be considered.
Conclusion
Altogether, the use of an electronic recording system can provide numerous benefits for the clinic as it is one of the most innovative and effective approaches to the organization of data and its management.
It also means that it is critical to assess the functioning of the unit to determine the degree of its preparedness for the implementation of the new approach. This analysis should include the investigation of health workers’ readiness and motivation, the hospital’s resources, and the existing environment to conclude the possibility of the initiation of the change process. Only if these elements meet the appropriate requirements, successful implementation is possible. It means that an assessment of the feasibility is the critical element of the change process as it creates the basis for future success.
References
Amatayakul, M. (2013). Electronic health records: A practical guide for professionals and organizations (5th ed.). Springfield, IL: Ahima.
Blokdyk, G. (2018). Electronic document and records management system. New York, NY: CreateSpace Independent Publishing Platform.
Pepper, J. (2017). The electronic health record for the physician’s office (2nd ed.). New York, NY: Elsevier.