Situation Analysis: Implementing a New Charting System in Healthcare

This report provides a situation analysis for shifting a hospital's charting system from paper to a computer-based system, highlighting the advantages and disadvantages of this change. It discusses the importance of team building, communication strategies, and points to consider when implementing the change. The report also addresses how to handle employee resistance, key issues related to technology usage, the type of technology to be used (laptops), and specific concerns of older staff. Effective technology use is ensured through IP address monitoring and website blocking. The report concludes with a list of references used in the analysis.

New Charting System

Situation analysis
 Shifting the charting system from paper to computer.
 Increased digitization and use of technology
 Need to be the change agent
 Need to implement the change across all departments
 Need to address issues relating to the change

Advantages of the change
 Effective time management
 Data would be more secure (Westerman, Bonnet & McAfee, 2014)
 No redundancy
 Data will be more accessible
 Data cannot be lost
 Better storage of data.

Disadvantages of the change
 Employees would require training
 Expensive technology
 Reluctance of employees to change

Team building
 One team leader from each department of the hospital. They will be
asked to use the new system for sometime and provide feedback.
Later, they can communicate the change to everyone
 Two IT experts – who can be approached in case of issues.
 People who possess excellent communication and persuasion skills.
 People with patience and understanding.
 People who have been with the hospital since a long time

Points to consider
 Be patient.
 Explain the advantages
 Listen to people
 Address concerns
 Be supportive

When to communicate
 Such a strong change would ideally require 3-4 meetings
 First a mail must be sent across the employees.
 Meetings must be conducted to discuss various issues faced by
employees.
 Follow up and feedback meeting must be conducted.
 Meetings must be conducted during lunch time.
 Meetings must not be more than 30 minutes long.

How to implement the change
 Learn about the change thoroughly.
 Send a mail and intimate employees
 Inform employees and address issues
 Take training sessions repeatedly.
 Take feedback
 Explain the advantages effectively

How to handle resistance
 Have one of one discussions with employees who are facing problems
 Provided repeated training sessions
 Give time to employees to get used to the change
 Be approachable to employees at all times
 Ensure change is adopted across all departments of the business

Issues that need to be addressed
Various issues that need to be addressed about technology usage
include the following:
 Using the computers for personal use is prohibited
 Usage of social media is prohibited (Chaganti & Tetali, 2017)
 Data cannot be taken outside the hospital premises
 Sharing passwords or any crucial information must be warned
against.
 Sharing of forbidden data across departments will be penalized
 All IP addresses would be monitored.

Ensure effective use of the
technology
 Monitor all IP addresses
 Ask department heads to check employee systems
 Block obscene websites and social media platforms
 Track data transfers from one system to another

What type of technology would be
used
 Laptops.
 They perform better than Desktops (Hischier & Wäger, 2015).
 They are portable.
 Employees may have to work from home or address emergencies at
odd hours.