The Project Control Plan

Introduction

Considerably, some level or organization is required in order to facilitate process of documentation and easy retrieval of patient records. Acquisition and implementation of an EMR system helps to capture, manage, and retrieve patient data like demographic information, lab results, and medical history, among others with a single click. Strong EMR system can effectively acquire and centralize vital patient information” –something that is effective and efficient service delivery.

The Communication Plan

The adoption of EMR technology requires administrative technological capabilities. This means that there will be the need for a system administrator and IT administration team who would be responsible for access control, maintenance and security (Yuan, Kane, Fletcher, Nembhard, 2019). Additionally, there will be a need for collaboration with hospital administrators to ensure that the system is contextually viable for the specific hospital environment as a way to gain effective implementation.

General practitioners will also need to be involved and offered financial support to help in offering incentives for use of the EMR technology, supporting system implementation as needed, and to purchase additional equipment or gadgets needed to allow the seamless implementation of the new system. The users and patients are the other stakeholders and are the most vital ones when it comes to EMR implementation. The institution needs to educate them on the system and its benefits (Pandya, Clarke, Scarsella, Alongi, Amport, Hamel, Dougherty, 2019). This would also allow for consent according to the regulations in place for information sharing. The need for EMR is mainly driven by its promise of improving patient safety and care. As such it is mainly addressed to patients as a way to increase safety, accessibility, accuracy, and efficiency.

Communication officer oversees all issues related to public relations. He does a lot of marketing communications as well as media relation for the port to ensure that all communication goes well. He also organizes for the award-winning events within the port. Importantly, he has personal interaction with the business stakeholders of the port, the community members and the social network agents. He ensures that the communication is well channeled, and all the activities of the port go as primarily initiated.

Information Need

Healthcare organizations have busy business operations. Given its geographical location, and its popularity, hospitals are is associated with a series of business activities. Proactively, the hospitals manages both internal and external communication of the staff members to ensure that all the plans go in line. The hospital directors in conjunction with the police department are responsible for ensuring that the security is well maintained (Brice, Marinov & Rüger, 2015). In so doing, all the operations of the hospital go in line as planned. The Emergency Management Coordinator plays a pivotal role. They help in ensuring the communication process between the employee and the stakeholder is well maintained. The management provides that they collect and collaborate with the staff, the responders and all the stakeholders involved to put things in order in all types of events.

The manager of the company is responsible for all the communication within and outside the company. He understands all the needs of the company and reacts to them, accordingly. Alongside that, he is also responsible for designing the projects needed by the port and act upon them respectively. He ensures that there is credibility in conveying all the information to the stakeholders. He makes liaison with all departments within the hospital to ensure that all necessary information needed are tabled at the right time. All the letters regarding the news of the hospital are channeled to the management office so and the manager act on them appropriately. On the same plinth, he reacts to the letters sent in the post office of the hospital and responds to them on time. In most instances, the manager of the port makes facial discussion with the staff members concerning the progress of the hospital. Any matter regarding the development of the hospital is addressed on the table, where the manager chairs the meeting.

Currently, one of the projects ongoing at the port is the implementation of EMR. Despite the challenges, the stakeholders try as much as possible to ensure that all the implemtation activities go as planned. Because of the disruptive capacity improvement, the stakeholders have shifted the construction on daily flows from a cross-divisional traffic team.

Risk Assessment

Due to the passing of the Affordable Care Act ten years ago, there has been an increased demand for medical services in the United States. This has led to medical institutions serving increased patient numbers. Consequently, physicians, clinical staff and healthcare providers have had difficulties in managing the medical records of patients manually. This created the need for organization in the process of documentation and retrieval of patient records. The Electronic Medical Record, EMR, system comes in and its implementation and acquisitions would facilitate the following. The retrieval, management and capturing of patient data such as medical history, lab results, and demographic data (Jawhari, Keenan, Zakus, Ludwick, Isaac, Saleh, Hayward, 2016). Research indicates that an effective EMR system can centralize and acquire crucial patient information efficiently leading to enhanced service delivery.

EMR offers the ability to incur improvements on patient safety through the provision of timely and consistent care to patients in performance and through compliance with clinical regulations and standards, and the avoidance of duplicates. It can also lead to lower health care costs and improved efficiencies by promoting single patient records entailing integrated information. This would ensure improved coordination and continuity of care by reducing redundant tests and waste.

Risk Mitigation Plan

An EMR is an electronic version of a paper-based record-keeping system. It is a computer-based system for retrieving, organizing and storing patient information and is expected to improve the safety and quality of healthcare tremendously. An EMR can entail information such as the following. Research and education that would be accessible from various departments of a hospital institution under confidentiality, patient privacy and the protection of security. A plan of care, vital signs, patient progress assessment, hospitalization, surgical and medical history, test and laboratory results, allergies, past and present medication history (Morris et al., 2019). Others include insurance information, person to be notified in case of an emergency, gender, date of birth, complete address and full names.

Project Control Plan

Research defines project scope as a component of project planning that entails documenting and determining deadlines, costs, tasks, deliverables, and specific project goals. As such, project scope is crucial to the success of any project. It also allows the project manager and his team to set the project timeline as assign the needed resources (Morris et al., 2019). For the acquisition and implementation of the EMR project, the anticipated scope entails the following. Adoption of changes that are in-line with stakeholder needs. Identification of likely challenges, problems, and risks that may curtail implementation. Listing the project expectations and success factors. Acquisition of resources to ensure successful project implementation. Confirmation of project objectives and goals. Lastly, identification of the needs of the project and those behind the need for the project (Morris et al., 2019)

This project is expected to be implemented in a hospital setting. This creates the need for training for the medical staff on how to use the system. Moreover, there needs to be system development that factors in the needs of the particular hospital and the specific hospital environment. The equipment and hardware needed should be provided and the project manager is to oversee the utilization of the resources provided (Morris et al., 2019). The estimated time for the completion of this project is estimated to be twenty-four weeks and its implementation will be done through piloting. This entails rolling out the system in specific departments and subsequently rolling it out in other departments. Project success factors include effective implementation, adequate training for the staff and effective education of the patients on consent and the need for the system (Othman et al., 2019). The project will be termed successful if it increases accuracy, reduces documentation errors and organizes documentation in a way that is accessible and informative.

The Organization and Human Resources Plan

The organization is vast, and every department has its leadership. For example, the Director of Human Resource and Payroll is responsible for overseeing and administering all Human Resources functions in concert with all operating within the hospital. The director of Human Resources, on the other hand, however, is responsible for planning and directing all activities related to employee relations. He is also responsible in supervising the development of the every departmental personal (Morris et al., 2019). Upon giving them targets to achieve within a specified period of time, the manager supervise the progress on regular basis to ascertain that all are realized.

Most importantly, is defined in a way that the project owner comes first, followed by the project developer, who deals with all operations of the project, the design, the PM, who shows production and implementation results. These members various roles to play to ensure success is realized in the long run (Morris et al., 2019)

The Project Closeout Plan

The project provides critical information regarding management and risk assessment. From the project, I have drawn series of information worth noting. Importantly, the project has proper planning, resource allocation, and risk assessment. From the overall overview, project design is a decisive aspect of management (Morris et al., 2019). Actually, the managers and other leaders try as much as possible to acquire all information regarding the port. They also try to deal with any risk that may emanate from the project in a sober way that does not affect the subsequent operations of the project. Sometimes, a project manager goes an extra mile of executing some severe task of developing a project scope. The challenges are well addressed through proper planning and resource allocation, which is a clear indication that to a great extent, the project tries as much as possible to meet its objectives as far as project management is concerned.

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