ifsm 305 assignment case study 3

Running head: STAGE 1 ORGNAIZATIONAL ANALYSIS AND REQUIREMENTS 1

STAGE 1 ORGNAIZATIONAL ANALYSIS AND REQUIREMENTS 2

Stage 1 organizational analysis and requirements

Name

Institution

Professor

Course

Date

Introduction

Midtown Family Clinic was opened in 1990 by Dr. Harold Thompson as a small internal medical practice. It was opened in an environment characterized with increasing number of new family residences. Dr. Thompson acted as the manager and the owner of the clinic and was assisted by two registered nurses named Maria Costa and Vivian Halliday. The two nurses play rotational duties where one takes care of the front desk while the other one assists Thompson during patient visits. This situation puts the two nurses in a busy environment. Patients have been used to waiting for long hours to be attended to. This situation worsens in case one nurse is absent.

Thompson needs new nurse or physician since the clinic has three examination rooms. According to him, this would reduce patients’ waiting time, aid in growing the clinic and also providing better service to patients. The operation of the clinic is paper work. The front office computer is only used for stand-alone appointment scheduling and internet connection. The clinic is faced with various challenges in its operations. Due to paper work system, there is no quick way to check in patients. This results to wastage of valuable time for the doctor. There is also risk of losing patients files hence making it difficult during looking up patient’s history. Longer time is taken in pulling the files for all patients with appointment. These challenges called for Electronic Health Records which enables smooth operation of the clinic.

I. Organizational Analysis and Requirements

A. Introduction

This section includes the goals that will be supported by introduction of an EHR system. It also discusses the components of information system which include people, technology, processes and data. It also identifies essential requirements for the EHR system.

B. Strategic Use of Technology

1. To see the clinic operate more efficiently and make some financial profit for expanding and upgrading the clinic.

2. To improve the quality of care, safety and financial management decisions of the clinic.

3. To make a larger clinic through investment of some funds in a major renovation especially in the examination rooms and the waiting area. This calls for renting another apartment next to his clinic in order to open up the space. This would enable Thompson to expand clinic into a 3-physician clinic and also have some space for physical therapy physician resulting to additional income.

C. Components of an Information System:

1. People –

A. Front desk nurse. Her role is to schedule appointments. EHR system would make it quick to enter patient’s appointment on the schedule. It would also make the work neat and readable in case of any correction or rescheduling made.

B. Patient visits assistant. She assists doctor during the patient visits. The EHR would make it easy share patient data in case of referral to a specialist.

C. Doctor. Managing the clinic and attending patients. The EHR would reduce patient waiting time and enable provision of better service to the patients.

2. Organizational Processes

A. Appointment scheduling. Automating the appointment scheduling save time, improve the patient experience and enhance effective operational procedures

B. Medical documentation. Automation of medical records keeping improve patient care management due to its accessibility, adaptability, improved accuracy, faster retrieval and less storage costs.

C. Transfer to other hospitals. Automation of processes of transfer and referrals enhance collaboration of hospitals (Cherry, Ford & Peterson, 2011).

3. Data

Data Items Needed for EHR System

1. Administrative and billing data

2. Patients demographics

3. Vital signs

4. Progress signs

5. Medical histories

6. Diagnoses

7. Medications

8. Lab and test results (Maruster et al., 2001)

9. Allergies

10. Immunization dates

D. Functional Requirements

Functional Requirements

1. Appointment scheduling

2. Health information and data

3. Order and prescriptions management

4. Test results management

5. Clinical decision making support

6. Electronic connectivity and communication

7. Patient support that is patient communication with their provider

8. Administrative processes and reporting

9. Reporting clinical data on patient health population

10. Financial and payroll accounts

E. Summary

Midtown Family clinic was faced with challenges in its operation. There was wastage of time due to paper work especially during appointment scheduling and taking and keeping of medical records. These challenges created the need for automation of operations. Introduction of EHR would reduce time wastage and create enough time for improving patient care. Automation of processes like lab results, medical records and financial and payroll accounts would improve patient care in the clinic.

References

Cherry, B.J., Ford, E.W., & Peterson, L.T. (2011). Experiences with electronic health records: early adopters in long-term care facilities. Health care management review, 36(3), 265-274.

Maruster, L., Van der Aalst, W., Weijters, T., Van den Bosch, A., & Daelemans, W.(2001). Automated discovery of workflow models from hospital data.B. Krcoose,M.de Rijke, 18.