Healthcare IT System Implementation and Improvement Project Report

This project report details the implementation of new customer systems in the healthcare industry, focusing on improving information technology. The project aims to modernize existing IT infrastructure, encompassing modules for database management, security, and specialized healthcare software. Key features include electronic health records, online appointment scheduling, and enhanced data integrity. The project outlines implementation characteristics, including online appointment systems, electronic medical records, and efficiency savings. It also covers project requirements, an implementation plan with timelines and budgets, resource allocation, risk mitigation strategies, and monitoring procedures. The project's purpose is to enhance healthcare quality, improve public health service delivery, and facilitate clinical decision-making through the integration of IT solutions. The budget includes costs for planning, design, deployment, and maintenance, with a focus on achieving a positive return on investment. The report also emphasizes the importance of stakeholder feedback, risk management, and adherence to regulatory requirements. The project's scope is clearly defined, and procedures are established for change management, schedule adherence, and cost control.

Introduction
The hospital facilities in America have been in the forefront of enhancing patient care, quality
and productivity with the help of customer systems. However, recently, the American Hospital
Association (AHA) felt the need for implementing the new customer systems. According to this
system, there is a clear vision of a healthcare system where extensive utilization of interoperable
electronic health record or electronic well-being record that will enhance the better delivery of
their services, particularly in life-threatening situations (Hung, Hung, Tsai, & Jiang, 2010).
The key features of the new customer system are:
 Electronic health records
 Online availability of Physician
 Computer applications by which drugs could be ordered
 Integrity of information and reduction of errors
 Hospitals and blood banks are linked
 Easy pulling up of information from server or cloud servers.
 Patients’ past records
The project that I will be working on is to improve information technology in the field of
healthcare, which is the part of implementation of new customer systems for the healthcare
industry. The project will begin by adapting the older system to newer information technology
system in order to make better healthcare system. The whole project will likely to take around
four months. It will contain various modules such as changing whole IT system Database
Management, security as well as software for healthcare (Nieva, & Sorra, 2003). Apart from that
drug inventory, record of the patients, record of the laboratory as well as the record of the
radiology will be completely restructured.
Top-Level Implementation Characteristics
The health information technology essentially includes outline, creation, utilization as well as
improvements of information systems in the overall healthcare industry. The highly mechanized
and better operable data frameworks are needed for the purposes of lowering expenses,
enhancing proficiency and reducing errors at the same time providing better consumer care and
administration.
Product characteristics Description
Online Appointment Timely treatment for first aid
Internet and mobile access Complete information regarding physician
who us available.
Electronic medical records Electronic Support Systems, and
Computerized Physician Order Entry

regarding treatment and medication.
Efficiency savings Work with the help of lesser resources
enhances efficiency
Increased safety Enhanced safety on account of alerts and
reminders generated by computerized systems
Health benefits The analysis performed by the team will be
going to help disease prevention and chronic
disease management.
Security Records of patients as well as their financial
status will be uploaded in database.
Project Purpose
The better synergies could be created by leveraging relationships in different units of the
healthcare industry in order to offer treatment to the patients in lower prices, greater convenience
and comprehensive solutions. For an instance, certain media organizations have also
implemented an efficient and effective convergence strategies by improving editorial procedures
and advertising contents among their television stations, newspapers as well as online media
editorials. Such high-level integration generated a unique value proposition for the customers,
advertisers and subscribers that was better-off than the existing system (Provan, 1987).
The improvements on healthcare and practices will be formed by the correspondence, data and
IT innovation with which the individuals are consistently associated. The healthcare data
innovation, therefore, has become integral part of the public health and also our general public
perception towards healthcare. So, this comprehensive project will be implemented for the
following purposes:
 Improvement in the quality and safety of healthcare
 Enhancing the efficiency and effectiveness of public health service delivery system
 Improvement in the health information infrastructure
 Supporting the care in the society
 Facilitation to the clinical procedure making
 Generate knowledge and health skills
 Database of health records and online availability of physicians
 Improvement in information integrity and reducing omissions
Project Requirements

Objective Requirement Requirement Description
1 1
2
Calendar for the purpose of an appointment with the doctor
A same portal for the purpose of the decision making on
the part of both patient and doctor
2 1
2
3
Data management software about patients
Data management software for laboratory and staff
Management software for medication
3 1
2
Portal having overall information regarding healthcare
measures
Software for the purpose of checking availability of
medical facility in which the patients can enter the
information regarding as per the criteria
4 1
2
Patient data recovery software that have complete medical
history
All the recording of measures used for the treatment of
patients
5 1 Creation of instructions for the post treatment of the
patients. The instructions will be kept in synchronization
based on the medical history of patients.
6 1
2
3
Smartphone Apps
Payment facility using smartphones
Chat-support using smartphones in order to inquire
different medical equipment.
Implementation Plan – Time

Deliverables Date Available
Project Draft ( Internal Delivery) November 4th , 2016
Project Plan Structure ( Internal) December 20th , 2016
Project Requirement Draft(Internal) January 28th , 2017
System UML (Internal) February 10th , 2017
Budgeting Draft (Internal) March 3rd , 2017
Communication Document ( Internal) March 30th , 2017
Website Design ( External and Internal) April 10th, 2017
Patient Registration Software (External) April 20th , 2017
Reporting Interface Patient (External) April 30th , 2017
Interface Software of Inventory (Internal) May 10th , 2017
Interface Software Laboratory ( Internal) May 11th , 2017
Smartphone Apps (External) June 20th , 2017
Payment Methods (External) June 30th, 2017
Chat Software (External) July 10th, 2017
Test Result Draft ( Internal) July 25th, 2017
Migration Draft (Internal) July 30th , 2017
Governance Model Draft (Internal) August 10th , 2017
Change Management Draft ( Internal) August 20th 2017
Implementation Plan – Budget

Cost (in $) November-
December
January-
February
March-April Sept-Dec 2017
Benefit
Reports of Delivery Savings 2000 Reports x 3/
Post x 4 Months =
4800
Overall Online Infrastructure of
Care
1000 Patients x
20/Per Month x 4 =
80000
Inventory, Laboratory and
Customer Record Reports
40000
Tota Benefits 1,24,800 (E6)
Cost
Draft ( Manager, Financer,
Evaluator)
3 days x 7 hr
x 50 x 2 =
2100
Planning and Information
Collection ( Manager, developer
and Analyst)
16 days x 7
hr x 40 x 3 =
13440
Design Stage ( Designer and
Developer)
8 days x 8 hr
x 40 x 2 =
5120
Budgeting Process (Manager
Accountant, Financers)
9 days x 5 hr
x 50 x 2 =
4500
Deployment ( Designer,
Developer and Patient)
14 days x 8
hr x 50 x 2 =
$11200 +
$1500 =
12700
Project Implementation ( Project
Manager, Developers, Business
10 days x 8
hr x 50 x 5
48 days x 8 hr x
50 x 6 ( BA,
10 days x 8 hr x
60 x 4 ( 2 Dev, 1

strategist, Network Analyst) (Dev+BA)
= 20000
Dev, Network
Analyst) =
1,15,200
PM, 1 NA)
= 19,200
Project testing( Testers and
Developers)
10 days x 8 hr x
50 x 3 = 12000
Report Documentation
(Business Analyst, Project
Manager)
16 days x 8 hr x
70 x 2 = 17,920
Tangible Hardware Costs
(Servers, Modems and Routers
etc.)
15000
One Time
Total Software Costs (Office
Accessories, Development
machines and Database license)
10000 (PA)
Total Operational Costs 6000 6000 5000 6000x4 = 24000
(E4)
Overall Maintenance 80 days x 6 hr x 35
x 3 = 5040 (E5)
Total Cost 88,860/- (E1) 1,21,200/- (E2) 54,120/- (E3)
Return On Investment E1+E2+E3+E4+E5
– E6 = 1,68,420
Implementation Plan – Resources
The resources for the purpose of implementation of the project management plan regarding the
need for the Information Technology in new systems, are from the external interfaces (Naidu,
Parvatiyar, & Westgate, 1999).
Organization Liaison/Interface
The Customers would involve all the patients
that have taken services from the hospitals as
well as other users who visit websites for the
purpose of ordering medicines.
Patient Registration Interface Software
Patient Report Creation Interface
Software
Patient History Restoration Interface

Software
Payment Methods
Customer Care Interface Software
Medicine Order Placement based on
Prescription
Smartphone Applications
Interface facilitating interaction of
Patients with the Doctor
The Hospitals that would be registered would
utilizer cloud servers in order to track the
available blood groups in different banks at
different locations.
Blood Bank Management Interface
Software
Additional Requirements for Resources
Resource Requirements
Type Type of Support
Resource General Specialist Short Intermediate Long
Microsoft OCS
belonging to
the internal
department of
the company.
X X
A trainer who
would train the
internal
professionals
after project
implementatio
n
X X
Professionals
required for
reporting and X X

keeping
inventory
The end user,
that is Patients,
of the interface
software
X X
Risks and Risks Mitigation
Risk
Category
Risk Risk Mitigation
Scope Addressing those elements
that are not included in
scope
To make sure that each and every requirement is
noted initially so that all the stakeholders would
be properly conveyed.
Resources
and Team
An important resource
leaves in the middle of the
process.
Signing the contracts to make sure that
resources would not leave in the middle
Resources
and Team
Lesser experience and
shortage of skills
Keeping a backup if in case time period is very
short.
Design Low Quality Design Getting feedback from the patients as well as
financers on initial design
Technical Security and Scalability Identification of all the safety glitches in the
initial designs with the help of high level testing.
Also to make sure that there is a scope of
expansion of the project in later stages
(Thakkar, & Davis, 2006).
Quality The low quality of
software code can result
into structural rework and
that could lead to project
failure.
Identification of quality related risks in the form
of input and output processes. Apart from that
hardware requirements and stress taking ability
of the website.

External Approval delays This project is fundamentally related to the
medicines and hospitals and, therefore, will be
guided by laws and regulations because any
healthcare organization is needed to take care
even before deploying the portal. So, such
approval requirements will be noted down.
User
Acceptance
If the users do not like the
end product and stop using
online platform.
It is required that feedback should be taken at
every stage of the project.
Mobile
Application
If different devices are not
interfaced properly and
they also lack
compatibility
The target of the project implementation is to
enhance the penetration in the field of
smartphone as well as internet users for the
purpose of getting medical assistance, however,
the compatibility issue can pose a hurdle. So,
testing the application Android or iOS platform
with the help of all the users.
Monitoring and Control Procedures
1) Scope
The scope has to be already outlined in the initial stage along with documenting in the required
draft. Anything other than the earliest system design and requirement draft will have to go
through a validation and approval process from the sponsors. It will be the responsibility of the
Project Manager, who will assess the impact on the change of schedule and change of cost
(Weiner et al, 2006). Business Analyst will be responsible to communicate to the financers and
Project Manager will analyze the impact on the project.
2) Schedule
The schedule greatly depends on the availability of the bandwidth that would help in timely
completion of various milestones that are present in the in the project draft. In the event of
change of schedule because of the lack of resources, unavailability of bandwidth and complexity
arising in any of the new tasks, the financers will be looking into the necessity of delivering the
work well in advance before the deadline. If in case, the project schedule could not be changed,
the financers will invest more in headcount. Business Analyst will be responsible to
communicate to the financers and Project Manager will analyze the impact on the project.

3) Cost
It is the final parameter that will be monitored as well as controlled. There could be multiple
occasions when the cost of the project shoots up the initial budget because of the
mismanagement and certain unforeseeable situations. So, the project manager is responsible for
explaining the situation to the sponsors as well as convincing them for additional budget if is
needed.
Recommendations
The recommendations regarding the implementation of the new Information and Technology
systems in the healthcare industry are as follows:
 Finalizing the strategic plan after receiving feedback and input from all the stakeholders
and financers.
 Aligning the budget with annual goals
 Producing different versions regarding the project for each group.
 Utilizing a scorecard system for tracking and monitoring the plan.
 Utilization of performance management
 Rolling out the plan to the whole organization
 Setting up of monthly strategy meetings in the presence of already generated reports in
order to monitor the progress (Ahmad et al, 2002).
 Utilization of strategic review dates that involve new assessments as well as annual plan
review meeting.

References
Ahmad, A., Teater, P., Bentley, T. D., Kuehn, L., Kumar, R. R., Thomas, A., & Mekhjian, H. S.
(2002). Key attributes of a successful physician order entry system implementation in a
multi-hospital environment. Journal of the American Medical Informatics
Association, 9(1), 16-24.
Hung, S. Y., Hung, W. H., Tsai, C. A., & Jiang, S. C. (2010). Critical factors of hospital adoption
on CRM system: Organizational and information system perspectives. Decision support
systems, 48(4), 592-603.
Naidu, G. M., Parvatiyar, A., Sheth, J. N., & Westgate, L. (1999). Does relationship marketing
pay? An empirical investigation of relationship marketing practices in hospitals. Journal
of Business Research, 46(3), 207-218.
Nieva, V. F., & Sorra, J. (2003). Safety culture assessment: a tool for improving patient safety in
healthcare organizations. Quality and Safety in Health Care, 12(suppl 2), ii17-ii23.
Provan, K. G. (1987). Environmental and organizational predictors of adoption of cost
containment policies in hospitals. Academy of Management Journal, 30(2), 219-239.
Thakkar, M., & Davis, D. C. (2006). Risks, barriers, and benefits of EHR systems: a comparative
study based on size of hospital. Perspect Health Inf Manag, 3(5), 1-19.
Weiner, B. J., Alexander, J. A., Shortell, S. M., Baker, L. C., Becker, M., & Geppert, J. J. (2006).
Quality improvement implementation and hospital performance on quality
indicators. Health services research, 41(2), 307-334.