XYZ Healthcare: Key Issues and Change Management Report

This report delves into the complexities of change management within a healthcare organization, specifically focusing on the implementation of Electronic Health Records (EHRs). It begins by identifying key issues driving the need for change, such as advancements in medical technology, patient expectations, and workforce shortages. The report then outlines a comprehensive change management process, utilizing John Kotter's eight-step model, to guide the transformation. It emphasizes the importance of establishing a sense of urgency, creating a guiding coalition, developing a clear vision, communicating the vision effectively, removing obstacles, generating short-term wins, consolidating gains, and anchoring the changes in the organizational culture. Furthermore, the report highlights key elements influencing change, including leadership, organizational culture, communication, and resistance to change. It also explores approaches to measure the success of the change process, utilizing the Organizational Change Maturity Model (OCMM) with its five levels of maturity. The report concludes by emphasizing the importance of continuous focus on the changed policy to achieve long-term success.

Running head: Key Issues of Change 1
Change management in healthcare system

Key Issues of Change 2
Contents
Introduction....................................................................................................................................................3
Key issues and outline the change.................................................................................................................4
Approach to manage the change....................................................................................................................6
Key elements..................................................................................................................................................8
Approaches to measure the success of the change process..........................................................................10
Approach and mechanisms to incorporating the learnings..........................................................................12
Conclusion...................................................................................................................................................13
References....................................................................................................................................................14

Key Issues of Change 3
Introduction
Change management is linked with the ongoing growth of the organization. It is
considered as the inherent part of the social and business environment. The role of change agent
plays a vital role in the change management and every organization is required to bring the
changes within an organization as per the time changed. Electronic health record (EHR) will be
proposed in the report which defines to transform health care and improve the safety of patient. I
have been asked to oversee a major change management process in my XYZ healthcare
organization. The report will focus on the key issues and outline the change process that is going
to take place in the health care organization. Change management theories will be described in
the report to explain the change strategy in the healthcare organization. The discussion about key
elements will be discussed in the report that will be facilitated to manage the change process.

Key Issues of Change 4
Key issues and outline the change
There are several elements that may force the organization to bring the change and these
are liable to build the environment that the health organization are challenged to adopt the
change quickly and embrace new technologies, approaches and process to make better process of
care within an organization. There has been a major change going in the health services across
the world. These driving forces can be comprised an advancement in medical technology,
expectations from customers, pressure on health care sources, extra cost of delivering care and
workforce shortages. Moreover, aging people and changes in the patterns of diseases are
amplifying the complexities in the health care organization. As per Horning, (2011), EMR
should be implemented in the organization because it is one of the effective computerized
information systems that gather, stores and displays the information about the patient. An EMR
allows for effective repossession and access the data of the patients. It fixed various tools
regarding health and safety and able to reduce the number of prescribing mistakes, improve the
decision making process and decrease the unnecessary costs (Hillestad, Bigelow, Bower, Girosi,
Meili, Scoville & Taylor, 2005).
The importance of health care organization is more important in comparison of business
organization which enhances its challenges of coping with change and transformation. It is hard
to compatible the interest of these associated bodies which is rarely compatible to one another
due to difference in characterized with different opinions, which elaborates it is not essential all
would impact the organization at the same time. In the context of XYZ health care organization,
it has been analyzed by me that the vital to acknowledge the additional challenges which may not
be considered as the management process and these challenges can be in the context of my

Key Issues of Change 5
organization are incongruent stakeholders, number of goals, the influence of decision of doctors
and nurses on the major part of the organization’s expenditure and lack of knowledge about the
changes.

Key Issues of Change 6
Approach to manage the change
There is various kind of change management model, but one of them has been utilized in health
care organization successfully, is John Kotter’s eight step procedure for transformational change.
Kotter’s change representation is facilitated to XYZ health care organization for proposing
changes in the health care organization. It included eight steps which describe the requirement of
changes in the organization and help to implement the amendments within an organization.
The first step of Kotter’s change model is Established a sense of urgency, it build awareness of
the requirement of the change within an organization. The leader or management of the health
care organization can find out possible threats and Implement strategy to prevent from threats
(Clark, 2010). It is considered as the significant step because without urgency of change people
will adhere to the position and oppose change.
Create a guiding coalition is the second step. In this step the importance of the change can be
shown to the people. It is required to have the efficient familiarity, reliability, influence and skills
in the guiding team members (Guoyou, Saixing, Chiming, Haitao & Hailiang, 2013).
The third stage of Kotter’s change model is developed a vision and strategy. The clear and
concise vision should be built that is shared by all stakeholders. It is integral that the vision
should comprises with a collective sense of what a potential future looks like, in definite manner
that all stakeholders of the health care organization stands behind.
The fourth step of change model is to communicate the vision .The new changed vision of an
organization should be cleared communicate to the employee (Hayes, 2014). The success of
proposed change is dependent on the communication way to describe the proposed change in the

Key Issues of Change 7
organization. It includes the communication the vision in words as well as action by taking some
major examples.
To remove obstacles is the fifth step of Kotter’s change model which describes that the
cooperation is must to remove the obstacles for implementing the change. Incentives plan should
be involved to embrace the change and feedback on it can utilize a change to attain the
advantages. The change cannot take place rapidly and it takes time (Rajan & Ganesan, 2017).
Building short term wins can be aided to keep the drive going. Wins can be celebrated in huge
manner so that everyone can see the success which is linked to the vision and then the
momentum can be utilized for proposing a new attainable aims of the organization.
Implementing and sustaining the change are the main component of the seven and eight steps of
Kotter’s change model which are consolidating advantages to develop the more change and
securing latest approaches in the organizational culture. It has been stated by Kotter that the
premature victory should not be declared earlier because various goals can be failed due to
declare the premature victory. The last step of Kotter’s change model defines that there is need to
be constantly focus on the changed policy to grab the opportunity and success. Strategic steps are
essential to attain it until the change takes place in the organization in a permanent way.

Key Issues of Change 8
Key elements
There are various key elements which may influence the new changed policies in the health care
organization. In order to evaluate the factors that what changes take will place in the organization
it is required to keep focus on the several independent processes which is called variables.
Internal barriers as well as external barriers are considered as the key elements which can be
leadership, organizational culture, communication, resistance and governance. The change in the
organization can have a huge influence on the employees and customers of the organization
(Schriner, Deckelman, Kubat, Lenkay, Nims & Sullivan, 2010). Leadership is vital for the
organization and the change management, the change leader plays a vital role in the organization.
The organization should proper guidance to the leader of the healthcare organization. Training
about the new implementing strategies should be given to leader so that he or she can continue to
the employees of the organization. The implementing new strategy that is ERM is new for the
XYZ organization and the entire staff of the health care system can face the challenges to run
this system. That is why it is essential for the healthcare organization to hire the expert who has
efficient knowledge about the new strategy and guide the entire team of the XYZ Organization.
Another key element can be resistance to change from employees which should be managed
during the change process. It has been analyzed that the resistance of change can be occurred due
to lack of understanding of the change (McNiff, 2013). The influence of it has on them personal
basis and can affect their performance. In that case, the importance of change process should be
elaborated to the employees so that they can get aware about the requirements of change in the
organization. It can be managed to make them aware about their personal benefits due to change
management (Hornstein, 2015).

Key Issues of Change 9
There can be system issues such as difficulty in achieving the entire list related to patient
regarding medications, number of care providers in various locations with access to partial
information, illegible writing, lack of support tool regarding decision making and lack of
mechanized alert systems. These descriptions can be given to the employees of the company so
that they can get aware about the requirement of change (Horner, Abel, Taylor, & Sands, 2004).
The importance of implementation of new technology should be cleared in the view of
employees of the company. These inaccuracies could be disallowed by system interventions that
make it harder for people to do something wrong and make easier things for them to do it correct
manner. The safety of patient can be enhance by focusing on reducing the risk of adverse events
of drug and implementing an EMR to decrease the risk (Holtz & Krein, 2011).

Key Issues of Change 10
Approaches to measure the success of the change process
There are so many approaches to evaluate the success of the implementation strategies. The
evaluation is integral component to analyze the success of the implementing new tool within an
organization. To evaluate the success, The Organizational Change Maturity Model is utilized to
elaborate the behaviors, practices and processes of an organization that facilitate reliable and
sustainable change (Pöppelbuß & Röglinger, 2011). The OCMM has 5 levels of maturity that is
Initial, Repeatable, Defined, Managed and Optimized.
Initial
In an initial point, the teams of health care organization are not aware about the change
management and do not take it as a formal approach for managing the people side of change. The
leadership of the organization is only concentrate on the technical side of the project and in
contrast employee of the organization has found out about the change first by rumors and gossip.
The productivity of the employees is slowed and the turnover enhanced.
Repeatable
The major characteristics of this level are huge variations of practices remains between projects
with number of various change management process. ERM is the new process in the
organization. The research started in change management best practices. The support is built,
gradually, for utilizing change management with executives and manager who oversee the
number of projects (Lee & Kwak, 2012). It has been analyzed that at this stage change
management is not entirely integrated into project management.
Defined

Key Issues of Change 11
In this stage, the groups of the organization are emerged and initiated to utilize the structured
change management process. Change management is considered as localized in specific teams or
organization. Training is initiated in this level and managers of the organization now have the
tools of training to coach frontline employees. A holistic methodology has been chosen to
implement the change in the management (Michie & West, 2013). The program is initiated at the
start of certain projects, with a huge fraction still pertaining change management as a reaction to
the resistance of employee while implementation.
Managed
It is the fourth level of OCMM, the main characteristics of this model that the common
change management methodologies has been opted and are progressing plans for implementing
the methodology into the organization. Executives, project manager and leaders of the healthcare
organization get access to training and tools. Employees of the organization get more active
towards change and try to learn about the new process (Worley & Mohrman, 2014).
Optimized
The process of new proposed change has initiated in enlarge way and the managers as well as
executives use the change management technique to facilitate a support a wider range of
initiatives from strategy amendments to particular employee improvement (Pisano, 2015). When
organization is able to introduce a high level of change management competency, the steps of
change management are entirely integrated into project management.

Key Issues of Change 12
Approach and mechanisms to incorporating the learning
The Centers for Disease Control and Prevention (CDC) is chosen as the approach in
which the learning will be incorporated from the change process into future change management
activities. it has six steps included engaging stakeholders, explaining the program, focusing the
evaluation design, collecting the credible evidence, justifying conclusion and ensuring use and
sharing lesson learned. To define the incorporation of the leanings from the change process in to
the potential management activities, last step of being chosen of CDC model because it is able to
elaborate in exact way (Centers for Disease Control and Prevention, 2009). The findings can be
published in news paper and with the help of social media, the information can be sent to various
people who would be facilitated to enhance the awareness of the physical activity opportunities
ever further. The best feature of the program should be highlighted so that the entire team as well
as the potential customers can get aware about the changed process. The implemented changes
can be defined in effective manner by involving its features. With the help of report, fact sheet
and presentation, the implemented changes will be produced in wider manner by using effective
venue such as television, news media and social media. It has been found that the partner’s
organization advantages by learning principles of evaluation that the organization can utilize to
constant quality improvement within an organization.