Health IT: Functional Needs Assessment Strategy Report for Healthcare

This report provides a functional needs assessment strategy for implementing a document imaging system in a hospital setting. The objectives include developing requirements documents, frameworks for document processing, and assessing recognition technologies. The report details data collection methods, including research on existing imaging techniques and analysis of the current hospital system. Data collection involves contacting manufacturers and conducting surveys to gather information on features, costs, and security measures. The analysis emphasizes the importance of CEHRT compliance for protecting confidential patient and hospital data. User requirements are examined at operational, tactical, and strategic levels, considering online and paper-based patient admissions, diagnoses, and appointment systems. The report aims to ensure the new imaging system meets these requirements and enhances data security.

Running Head: HEALTH IT
Health IT: Functional Needs Assessment Strategy
Name of the Student
Name of the University

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Overview and Objectives
Document imaging system is the technique used for replicating or making exact copies of
documents for various purposes. In this hospital, the imaging system will be required for making
copies of medical documents and other relevant papers like patient admission forms, doctor
appointment forms and others.
The objectives for the development of the new system are as follows.
 To develop a requirement document for analysis of the existing imaging systems
and requirement for additional installations, developments and upgrades
 To develop a framework for including requirements and necessary features for
document processing, imaging and scanning
 To review the available recognition technologies for assessing costs, feasibility
and applicability in the hospital
Data Collection
In order to fulfill the requirements and objectives of the project, sufficient data collection
is required. The data collection details are as follows.
Collection – Firstly, extensive research will be conducted on the existing imaging
techniques in use. This will include the analysis of the technical setups required, overall costs,
costs of installation, space and supporting technologies required and other relevant requirements.
It is important that all the existing technologies should be analyzed for cost benefit and
complexity of installation and management (Cook and Polgar 2014). Secondly, the existing

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system in the hospital will be analyzed after data collection. This is needed to identify the faults
of the current system and the areas that need to be upgraded accordingly.
Collector – A team will be setup within which, two stakeholders will be assigned with the
roles of data collector. They will collect the data from various sources within the specific field of
document processing and imaging.
Sources of Data Collection – The main sources of data collection will be websites and
brochures of various companies that manufacture and sell imaging devices. Most of the websites
contain significant amount of product information that can be used as reliable sources of data
(García-Peñalvo and Durán-Escudero 2017). After shrtlisting of the companies, their CEOs or
operation managers or sales departments can be contacted for further data and information
regarding purchase and installation of the imaging devices.
Some questions that will be asked to the imaging device manufacturers will be as
follows.
 What are the features of the device that you manufacture and sell?
 What is the cost of the device?
 How well is the device suited for public sector use?
 What security measures have you taken to protect the device while it is connected
to the internet?
These questions will be asked in the interview format and the explanations provided by
the manufacturers will be noted. Furthermore, some surveys will be conducted on the existing
users of the devices where questionnaires will be distributed for the users to fill. From these
questionnaire forms, a good amount of data can be collected for analysis.

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Requirements Analysis
As per the requirement of the project, the new imaging technology will be installed for
use in the hospital for a number of purposes. However, the new device must fulfill the
requirements for CEHRT (Certified Electronic Health Record Technology) (Naz et al. 2014). As
per the guidelines mentioned in the EHRT, any relevant technologies used in healthcare system
must be able to protect data it contains and processes. In the document imaging devices,
generally all confidential documents are processed and replicated like patient information, doctor
information, medical documents, diagnosis reports, hospital admission forms, payment details
and others (Awal, Mouchère and Viard-Gaudin 2014). If these documents somehow get stolen, it
will create a significant security problem for the patients as well as the hospital. The imaging
devices are connected to the internet as they are uploaded to the cloud server of the hospital for
publishing in the online portals accessible for the patients and doctors. Hence, following the
certifications are necessary for protection of confidential information (Yang, Quehl and Sack
2014). CEHRT has several variations in the policies and guidelines and hence, before following
a particular guideline, the variations should checked and chosen as per the requirements of the
system.
User Requirements
The user requirements for documents processing and imaging should be based on the
type of operations in the selected sector but also following three levels of the sector –
operational, tactical and strategic. In this case, the sector is healthcare and the user requirements
of the system should be based on strategies and operations of the same. In this particular
healthcare institution, the patient admissions are done through filling of online forms or paper

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forms both of which are duplicated after entry and distributed to one or more higher authorities
(Wager, Lee and Glaser 2017). Again, there is a system for online diagnosis and doctor
appointment both of which are conducted through a portal accessible by patients and doctors. In
this portals, the users can upload documents that are printed and copied through the imaging
devices as per the requirements. Hence, the new imaging system should include these user
requirements as well as upgrade the already existing technology used by the healthcare
organization. It should also ensure the data and information of the users are secured while they
are processed by the imaging techniques.

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References
Awal, A.M., Mouchère, H. and Viard-Gaudin, C., 2014. A global learning approach for an online
handwritten mathematical expression recognition system. Pattern Recognition Letters, 35, pp.68-
77.
Cook, A.M. and Polgar, J.M., 2014. Assistive Technologies-E-Book: Principles and Practice.
Elsevier Health Sciences.
García-Peñalvo, F.J. and Durán-Escudero, J., 2017, July. Interaction design principles in
WYRED platform. In International Conference on Learning and Collaboration
Technologies (pp. 371-381). Springer, Cham.
Naz, S., Hayat, K., Razzak, M.I., Anwar, M.W., Madani, S.A. and Khan, S.U., 2014. The optical
character recognition of Urdu-like cursive scripts. Pattern Recognition, 47(3), pp.1229-1248.
Wager, K.A., Lee, F.W. and Glaser, J.P., 2017. Health care information systems: a practical
approach for health care management. John Wiley & Sons.
Yang, H., Quehl, B. and Sack, H., 2014. A framework for improved video text detection and
recognition. Multimedia Tools and Applications, 69(1), pp.217-245.