Definition of Workflow
Health information exchange (HIE) requires organizations to adapt and change their workflows to work more efficiently. Workflows are a sequence of specific processes to complete a work task from the beginning to the end. They represent multidisciplinary care processes, and in connection with HIE, it is essential to analyze existing workflows for their redesign and planning (The National Learning Consortium [NLC], 2012).
The change is necessary in order to get the maximum possible efficiency from HIE and prevent losses in productivity (NLC, 2012). As a consequence, HIE has a significant impact on workflows and the employees involved.
Impact of HIE Implementation on Workflow and Employee Performance
The use of technology in health care is associated with constant change due to continuous development, and therefore, the introduction of HIE also leads to transformations. Innovations interrupt existing workflows, forcing the organization to change its approach to task execution. In this case, HIE also affects the actions of employees, creating a need for training and practicing new processes. While reactions to such circumstances may differ individually, they often cause stress and resistance among employees (Butler, 2019; Swenson, 2018). Moreover, adaptation to change takes some time, and therefore performance may decrease. However, introducing technological innovations aims to improve and, in the long term, leads to better performance.
Changes and Improvements in Workflow Tasks
It is worth noting that the transformations implemented not only interrupt the current workflow but also have a positive effect on its tasks. When adapting, workflow tasks are modified in such a way that will allow usage of the functionalities of HIE systems that were not available earlier (Health Information Technology Research Center, 2013). As a result, employees get more capabilities and options to perform workflow tasks, which contributes to their facilitation and efficiency.
Workflows, HIEs, and Organizational Change
The relationship between the implementation of HIE and its impact on workflows can be considered in terms of organizational changes. Organizations must continually develop by evaluating their process and modifying them for future improvement (Swenson, 2018). HIE and workflow changes as part of the development process create the need for effective change management (Thompson & Adams, 2004). This procedure covers stages from planning to completion and evaluation to help reduce risks and increase the chances of success (Thompson & Adams, 2004). In this case, the management of organizational changes should be streamlined for convenience.
Streamlining Processes Through HIE Implementation
Streamlining requires employees to have a clear understanding of workflows when implementing changes. In particular, an effective method to streamline the changes is to create maps (NLC, 2012). Mapping allows companies to graphically present the workflow and its steps to better observe the connections between different actions (NLC, 2012). Using the map, employees can see the opportunities for improvement and create a similar scheme when planning changes. Moreover, the diagram displaying workflows is also helpful when outlining specific steps to achieve transformations, which also contributes to streamlining.
Using HIE Data to Enhance Patient Outcomes
By changing workflows, HIE also affects service delivery and patient care. Implementing these technologies aims to improve access to information necessary for the functioning of healthcare organizations and patient treatment. Access to a large amount of data allows the application of statistical analysis to identify patterns and trends in population health. As a result, providers can take action by noticing potential threats.
Moreover, patients’ data provide details about medical history, facilitating informed and evidence-based decisions to be made for treatment. HIE also gives opportunities such as involving patients in the exchange of information, coordinating with other specialists, disseminating reports and study results, and similar options. Consequently, providers have plenty of knowledge and improve patient care.
References
Butler, M. (2019). Weathering the storm: How to lead through the chaos of change. Journal of AHIMA, 19, 12-15.
Health Information Technology Research Center. (2013). Change management in EHR implementation. The National Learning Consortium.
Swenson, D. X. (2018). Managing and leading during organization change. In P. Oachs & A. Watters (Eds.), Health information management: Concepts, principles, and practice (6th ed, pp. 645-689). AHIMA Press.
The National Learning Consortium. (2012). Workflow process mapping for electronic health record (EHR) implementation. HealthIT.gov. Web.
Thompson, D., & Adams, K. (2004). Tackling organizational change in health information management: Two Canadian experiences. The American Health Information Management Association. Web.
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