Electronic Record Keeping Systems: Effectiveness & Implementation

This assignment delves into the realm of electronic record keeping systems, particularly focusing on their effectiveness and efficiency within healthcare settings. Students are tasked with examining various aspects of these systems, including implementation challenges, user perspectives (both doctors and patients), training methodologies, and influential factors contributing to successful adoption. A critical analysis of best practices for effective electronic record keeping is also expected.

Running head: PLANNING AND IMPLEMENTING ADMINISTRATIVE SYSTEM
Planning and Implementing Administrative System
Name of the student
Name of the University
Author note

1PLANNING AND IMPLEMENTING ADMINISTRATIVE SYSTEM
Answer 2) Compensation administration is a sector of management that focuses on planning
and organizing and controls the direct along with indirect payments that the employees
receive in relation to the work they perform. It is inclusive of direct forms like base, merit
along with incentive play. It ensures the efficient maintenance in relation to productive
workforce and equitable pay. It ensures the compliance with the federal and local regulations
and it is based on what the companies can afford.
The users of the administrative services can with the help of following areas
understand whether the administrative system is effective. Workload staff ratio, staff morale,
staff turnover rate, percent of customers who are satisfied and the safety of workers are
important methods by the help of which the performance measure in relation to the
administrative system can be measured (Seo 2013). The efficacy of the administrative system
can be measured with the help of quantity of delivered service, quality of service, amount of
changes produced and quality of change are important parameters that can help in
determining whether the administrative system is effective.
Answer 3) Documentation along with record keeping should be on the basis of nature and
size of operation. Important facts that should be kept in mind during documentation are what
are the record that should be kept, how they should be stored and who are responsible for the
records are important factors that should be considered during the process of documentation.
Compliance monitoring helps in determining whether the administrative policies are adhering
to the requirements of law and industry (Lewellen 2013). Compliance audits help in
establishing whether a procedure conforms with that of the external requirements. It also
involves how the organisations confirm compliance with the criteria.

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The four options that can help in the modification of the system are assessing the
recordkeeping, assessing record management system, using records management assessment
tool and with the help of a compliance audit that makes use of internal auditors. An external
party can also be taken recourse to in order to provide independent assessment of the records
and practices of organisation (Lewellen, Hooper and Oliver 2013).
Technology helps to a great extent in the arena of record management. There are now
a range of technologies that can help in creating and managing record. The requirement of the
business should be identified with the help of needs assessment. Feasibility studies can help
in judging whether they have the capacity to support technology. Business process analysis is
an integral part of technology planning along with that of implementation (Sandefur 2014).
A fundamental necessity in relation to compliance audit is that strategic risk identification
should occur and it should be settled before the case based risks are identified.
Answer 4) Communication should be done effectively so that the employees can successfully
deal with the changes taking place in the arena of administrative system. Staff quizzes can be
made use of that can challenge the current situation. A “one size fits all” approach can be
made use of in order to communicate the changes in the administrative system. The target
messages should be customized so that it can meet the need of employees belonging to
different groups (Blanche and Reinoso 2017). Desktop alerts can be made use of that can
draw the attention of the employees to the important messages. Pre-schedule messages can
help in ensuring that the employees get to hear about the changes around the same time when
the media is addressed.
Answer 5) Technology skills are of crucial importance for the modern world. A new
employee should be adept at office software programs which is inclusive of graphic
presentation software along with that of word-processing. They should be trained regarding

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how to make the presentation and make administrative publications. The employee should
know how to delegate task so that he can efficiently manage the administrative operations.
The new employee should be organized and adapt themselves easily to the changes so that he
can go along with the administrative changes that are brought about in the organization
(Turner 2014). He should be well-equipped and know how to co-ordinate flow of paper work
in the office.
The gaps in the knowledge and skills of the employees should be identified and on the
basis of that a training program can be imparted to the new employees who have just joined
the organization. Face to face training can be provided to the employees and six aspects
should be taken into consideration during the training plan. The objectives of the training
program should be identified from the beginning and the key topics that are crucial for the
designation of the employee should be taught during the induction process (Lewellen 2013).
A preliminary outline should be prepared and the required learning material should be clearly
identified. A Learning Management System (LMS) can be used while delivering a training
program. An LMS helps in the aspect of imparting training in a manner that is cost-efficient
and track the scores of the learners.
Training Session Plan
Session Suggested Content of Session
Introduction to the Organization Mission, vision and objectives
Introduction to other staff members Roles and responsibilities of the different staff
Introduction to other teams Activities of other team and how they fit in the
work area
Terms and conditions Ensures that the new employee has understood all
the vital information
Performance Standard Outline specific in relation to the job role and

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define the expectations
Culture of the Work Area Make the new staff aware about hours of work,
sickness procedure, lunch arrangements along
with that of the dress code
Office System Review process in relation to using equipment
like computer and telephone and software usage
Job Specific Training and Development Suitable programs should be planned that can
align the skill of the individual with their core
duties
Health and Safety Fire alarms and evacuation procedure training
should be taught during the session
Monitoring and Evaluation The Induction Programme should be reviewed
and review meetings should be conducted
Probation In relation to new staff, the policy of probation
should be applied
Answer 5) Organizations can take the help of the external consultants for the purpose of
identification and implementation of the change. The external consultants should be roped in
because they would be able to provide an objective perspective regarding the changes and
how they can be achieved. The external consultant should be given complete information and
the flaws of the company should be laid bare in front of the employees and with the full co-
operation of the organization they would be able to furnish valuable advice to the company
(Nguyen, Bellucci and Nguyen 2014). They provide an unbiased view that is not tinted by
any kind of prejudice that can help the organization to prosper and grow. The consultants
have the experience of working in similar kinds of industries and their expertise can prove to

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be of great help for the organization. The staff can be asked to participate in all the stages of
the administrative process that will help them to know about the changes and why they have
been brought about in the organisation. Exposure to the procedures that support the
employees in making the decisions can be of great help in the completion of the task
effectively and lead to job satisfaction.
Answer 6)
Implementation
Activity
Time Line Human and physical
resources
Implementation
Strategy
Physical Development
of System
5 months Project Personnel,
Educational Adviser
The Software
Engineers will work
with educational
adviser for the physical
development of system
Testing 2 month Software Engineer The Software
Engineers will work
along with project
manager for carrying
out the testing process.
Communications to
introduce system
3 month Operations Manager
and Software Engineer
Project manager and
the system engineers
will talk to the
employees so that the
strategies can be
implemented
Skills Assessment and
Training
4 months Process Trainer The Process Trainer
will work with the

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employees and teach
them about the new
skills.
Answer 7) Procedure:
On the basis of the new administrative system, the technological component should be
isolated and it should be removed from that of the environment certainty. Closed system in
relation to the logic and the rational model would be applied in the administration. Maximum
efficiency can help in eliminating surprise and it will protect the technical core from that of
the environment uncertainties (Benwell et al., 2017). On the event of technical core failing to
seal, then the organization should neutralize the environmental effects.
Answer 8) Communication to Employees with the help of e-mail
Dear Concerned,
Rational model will be applied in the new administrative system and on its basis technical
component would be removed from environment certainty. This approach will be able to
establish the conditions that will help the technical core to approach rationality (Bradshaw,
Donohue and Wilks 2014). This component will prove to be of great benefit in linking the
natural system with that of the rational model requirements. Organizations will be able to
smooth out the environmental fluctuations by adopting this new administrative policy.
Answer 9) Skills Assessment Training
The Red Hat Training Skills Assessment can be made use of in order to map out a
personalized training path and achieve the desired goal. It helps in mapping the personal
training path and access the skills assessment system (Stone and Dulebohn 2013). Red Hat

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Training Program is a leader in the arena of IT education that places emphasis on task
focussed activities and on the practical skills.
Answer 10) The Risk Assessment Activities are:
 System Characterization
 Threat Identification
 Vulnerability Identification
 Control Analysis
 Likelihood Determination
 Impact Analysis
 Risk Determination
 Control Recommendations
 Results Documentation
Answer 1) Electronic recordkeeping system has made it a lot easier for the organization to
generate reports and meeting the legal reporting requirement. Accounting software programs
can help in simplifying the electronic record keeping and produce results that are meaningful.
It helps in recording the business transactions which is inclusive of income along with
expenses. It can help in keeping the financial records and it becomes easier to generate
financial statements along with inventory records. It can automatically tally the amounts and
provide reporting function (Chamanga and Ward 2015). It proves to be extremely helpful in
backing up records. A financial adviser should be consulted before purchasing a software for
the purpose of record keeping. It should be checked whether the accounting software is
compliant with that of the rules of taxation. The electronic back up will help in ensuring that
the records have been safely stored and they are backed up on regular basis. Daily back up is

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extremely necessary in relation to the important records. Cloud computing can help the
business in managing the computing resources and in relation to maintaining records online.
Cloud back up service is now becoming popular and it should be automated for convenience
(Wiger 2015).
The manual record keeping was used previously that was paper-based. In this method,
all the receipts and paper works were kept stored. The original documents were kept and all
the correspondences were dated. Biggest drawback in relation to manual document filing is in
regard to the large amount of space that it takes. It interrupts with the productivity level of the
employees and necessitates keeping faith in the people who may fail to deliver their
responsibilities. Natural disaster can result in the loss of important information in relation to
the client. It becomes difficult to make changes in case of paper document. The editing
process of manual record keeping is extremely time consuming and often led to mishandling
of important information. The previous method that was followed was less secure as
compared to that of the electronic filing system. Misplaced document can get into the wrong
hands and the clients want their information to be confidential. The organization had to spend
a large amount of cost because the cost of keeping paper document is high because one has to
pay for paper along with the ink. A manual document filing process caused the office supply
bill of the organisation to be much higher.
Answer 2) Electronic record keeping system should meet the legal requirement that has been
set forth by the national law. The new electronic record keeping system should be able to
meet the administrative requirement and meet the international standards. They should be
maintained otherwise the company will get into legal complications (Bamberger, Biron and
Meshoulam 2014). Record capture is indicative of the process that can help in deciding in
which the class the records should be kept. The capture of the records should occur

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automatically without any kind of human intervention. The system should register the record
and document the date and time when the record entered the system.
The classification schemes can help in articulation in relation to the transactions of the
organization that is derived after analysis of the business process. It should be able to identify
the business transaction that creates the records (Missonier and Loufrani-Fedida 2014). The
system should go through regular along with systematic audit so that it can help in verifying
the integrity of the system. Software bugs can pave the path for destroying the authenticity of
a records system. Regular system audits should be carried out within the organisation which
can help to a great extent in preventing these problems (Tarhini, Ammar and Tarhini 2015).
Cloud computing service can be made use of in order to perform the function of
record keeping. Agencies can get into risk assessment before they enter into any kind of
agreement with the provider. Cloud computing service provider can be made use of as an
alternative to that of the electronic record keeping within the company (Cornelissen and
Werner 2014). There is a possibility that the cloud computing provider can send records that
is outside that of the geographic boundaries in relation to the record-creating jurisdiction.
Agencies should carefully consider in the arena of management of metadata when the
contracts are terminated.
Answer 3) Quotation from Computer Supplier
 No representation for enhancement of prices in relation accepted bid will be
entertained at a later stage.
 Computer Server, System, Laptop and Printer will be operationalized without
incurring any extra cost
 100% payment should be made against the successful delivery of goods

10PLANNING AND IMPLEMENTING ADMINISTRATIVE SYSTEM
 On the basis of your office staff, we have gathered that around 300 computers will be
needed to serve the man-power for which we will need a sum of around ....lakh and
this has to be deposited at our respective bank account
Quotation from IT Technician
 We provide services like troubleshooting in relation to Computer Programs and
innovative programs that can solve the complex processes of the modern
generation of information technology
 Manpower of around 20 people will be required to deliver service for the
organisation
 The Cost Summary will be 6 lakhs
 We have certifications from All India Certification Board that provides testimony
to our achievement in different companies
 We have been serving the clients for the last 20 years in the arena of IT
technologies and our luminary clients are Wesfarmers, Woolworths Limited,
Commonwealth Bank of Australia and BHP Billton.

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Bamberger, P.A., Biron, M. and Meshoulam, I., 2014. Human resource strategy:
Formulation, implementation, and impact. Routledge.
Benwell, N., Hird, K., Thomas, N., Furness, E., Fear, M. and Sweetman, G., 2017.
Effectiveness and efficiency of training in digital healthcare packages: training doctors to use
digital medical record keeping software. Australian Health Review, 41(5), pp.479-484.
Blanche, E. and Reinoso, G., 2017. Electronic record keeping system for reflective practice.
Bradshaw, K.M., Donohue, B. and Wilks, C., 2014. A review of quality assurance methods to
assist professional record keeping: Implications for providers of interpersonal violence
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Chamanga, E. and Ward, R., 2015. Documentation and record-keeping in pressure ulcer
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Lewellen, M., 2013. Factors influencing employees’ intention to contribute to an electronic
recordkeeping system. New Zealand Information Systems Doctoral Consortium (NZISDC
2013). Auckland, New Zealand.

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Lewellen, M., Hooper, V. and Oliver, G., 2013. Factors influencing employees' intention to
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