Organizational Analysis and Requirements

Added on - 25 Sep 2019

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EHR SystemAll Sections Covered
Table of ContentsIntroduction...........................................................................................................................................2I. Organizational Analysis and Requirements (Stage 1)........................................................................2A.Introduction...............................................................................................................................2B.Strategic Use of Technology......................................................................................................3C.Components of an Information System......................................................................................3D.Functional Requirements...........................................................................................................5E.Summary...................................................................................................................................6II. Sharing Data.....................................................................................................................................6A. Introduction..................................................................................................................................6B. Need to Share Data.......................................................................................................................6B.1. External Organization #1 and purpose of communication......................................................7B.2. External Organization #2 and purpose of communication......................................................7C. Types of Data to be shared............................................................................................................7D. Data Interchange Standards..........................................................................................................8D.1. External Organization #1: Laboratories.................................................................................8D.2. External Organization #2: Health Insurance Providers..........................................................9E. Summary.....................................................................................................................................10III. Ethical, Legal and Regulatory Policy Issues..................................................................................10A. Introduction................................................................................................................................10B. Table of Ethical, Legal and Regulatory Policy Issues.................................................................10C. Addressing the Most Difficult Issue............................................................................................22D. Summary.....................................................................................................................................22IV. System Recommendation..............................................................................................................22A. Introduction................................................................................................................................22B. Proposed IT Solution..................................................................................................................23C. How the Proposed IT Solution Meets the Requirements.............................................................23D. Improvements from Proposed IT Solution..................................................................................24E. Implementation Considerations...................................................................................................25F. Summary.....................................................................................................................................27Conclusion...........................................................................................................................................27References...........................................................................................................................................27
IntroductionThe current paper is concerned with the assessment of current operational procedures ofMidtown Family Clinic and suggestion of suitable Electronic Health Record System.Midtown Family Clinic is owned by Dr Harold Thomson. The clinic employs two femalestaff and caters to the local patients of the local town. The entire procedures within the clinicare manual. One staff assists the doctor during the patient visit, while another staff handlesthe various paper work such as form fill-up, prescription refill, answering the phone.Gradually it was identified that the manual handling of the entire processes is cumbersome.Dr Harold decided to implement EHR within the organization. The current paper assesses thevarious aspects of operational activities within the clinic and based on the study, a suitableEHR system will be suggested. The paper is divided into four main parts. The first partanalyses the organization and the requirements. The second part focuses on the data sharingwithin and outside the organization. The third part focuses on the ethical, legal, andregulatory policy issues in relation to the implementation of the new system. The fourth partrecommends the EHR system to Dr Harold for his clinic.I. Organizational Analysis and Requirements (Stage 1)A.IntroductionThe current section analyses the goals of the organization considering the EHRimplementation. The sub-section C discusses people, organizational processes, anddata/information in relation to the information system requirements. The sub-section D looksinto the functional requirements of the system. The sub-section E summarizes the entiresection II.
B.Strategic Use of TechnologyThe three strategic goals identified by the Midtown Family Clinic are given below:1.Strategic Goal 1: Operate medical practice more efficientlyExplanation:The use of HER is likely to automate most of the repetitive processes andreduce the effort of the staffs in digging out the historic data of the patients. This willeliminate the manual form filling and fast track the entire process. This will eventually makethe medical practice operation efficient.2.Strategic Goal 2: Make Financial ProfitExplanation: The EHR will help the organization handle more patients in lesser time frame.This will help in increasing the revenue for the organization.3.Strategic Goal 3: Upgrade and Expand the clinicExplanation:HER systems are equally efficient in handling small group of patients or largeinflux of patients. Therefore, expanding will be easier with the same EHR system.C.Components of an Information SystemThe current sub-section will look into the various components related to the informationsystem, namely, people, organizational processes, and data or information.C.1. PeopleThe table given below are the people who will be using the new EHR:PersonRoleFunctionsDr HaroldDoctorPast record of medicaltreatment of patientView scheduledappointments
VivianStaffSchedule appointments forthe doctorPatient Information EntryMariaStaffGenerate automated billsAutomatically manage clinicinsurancesC.2. Organizational ProcessesThree processes that can be improved by the organization are listed below:Process 1: Scheduling AppointmentThe patients can schedule appointment with the doctor from the comfort of their home anddon’t have to make calls to the staff. The system will show the patients available scheduleand appointment can be made through mobile application or web portal (Tang & McDonald,2006).Process 2: BillingAll the bills will be generated automatically based on the medicine required and the doctor’sfees. Staff will not have to invest manual effort.Process 3: Easy Patient Record ManagementThe patient past personal information and past treatment information can be stored in adatabase and can be retrieved with ease (Hsiao & Hing, 2012).C.3. Data/InformationThe table below lists down the ten types of data that will be needed by the clinic:Data/Information Items Needed for EHR System
1.Name of the Patient2.Age of the Patient3.Male/Female4.Address5.Phone Number6.Email Address7.Blood Group8.Emergency Contact Number9.Relation with the Emergency Contact10.EmployerD.Functional RequirementsThe table below show the necessary requirements for the EHR system as per the case study:Functional Requirements1.Auto-schedule appointments and show available schedule2.Print out information when needed3.Record patient data4.Update patient data5.Manage bills and invoices automatically6.Manage insurance bills automatically7.Automatically notify doctor of next appointment8.Show patients past record (on screen and printable)9.Online check-in of patients10.Online record of laboratory copyE.SummaryThe overall goals of the clinic are to improve the patient check in and increase the revenue ofto expand further. The new HER system can be used strategically for the activities that arerepetitive and requires less human intervention. The necessary data of the patients such asname, location, age, and others can be recorded to keep track of patient improvement andreduce the need for repetitive manual entry of the information.
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