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IE Intro Management for Engineers and Scientist

Ashley Burleigh

ONID: 932531963

Writing Assignment 5

The first step I would take as a new project manager that has been assigned the design, test, and launch of a new electronic health records system for a large hospital network in Minnesota would be to follow the 6 Step process listed below. As part of the EHR rollout, I will liaise with software designers in Indonesia and follow up with providers and professionals to ensure I am launching this product effectively for my organization as well as to help me develop a plan that accounts for my role as a leader in developing a new product or project charter (YouTube, Getting Started in Project Management) The 6 steps are listed below.

1. Assess Your Practice Readiness

2. Plan Your Approach

3. Select or Upgrade to a Certified EHR

4. Conduct Training & Implement an EHR System

5. Achieve Meaningful Use

6. Continue Quality Improvement

Following Step 1 and as a leader, I would evaluate and assess my current organization to determine if the practice is ready to make the change from paper records to electronic health records (EHRs). I would look at how data is being collected currently and determine what man-power would be needed to do the switch from paper to electronic. I would ask does my current staff have the skill and education to know how to implement the new upgrade and changeover with technology? I would evaluate the current tools we have (computers, scanners etc.) and consider the price of how much the new hardware and software would be. Identifying these factors from the beginning will allow my supervisor’s and management staff come to get the start strategizing a plan to improve our quality of work and working environment, as well as patient care. (Badawy, Michael. K. 1995)

Next we must set goals that are measureable, quantifiable and realistic goals, which are the key to the assessment phase using an acronym called SMART from Wayne State University (2017).

· Specific – Achieving the goal would make a difference for our patients and our practice

· Measureable – We can quantify the current level and the target goal

· Attainable – Can we achieve it? How far stretched is the idea or goal?

· Relevant – Will our efforts be worth it?

· Time bound – Creating deadlines and opportunities leads to success and awarding employees.

These goals become the guide posts for an EHR implementation project, and achieving these goals will motivate providers and staff to make necessary changes and attain new skills. Being able to envision the future and determine what leadership, staff and patients would like to see different is important to develop change. Developing change and knowing the “why” behind what we are doing should help practice leadership evaluate their current state to determine what is working well and what can be improved and will involve leadership support. Critical outcomes of the assessment process include a designated leadership team for the EHR implementation process.

The next step I would think about would be to plan an approach and map out the current practices and current workflow. Being able to clarify and prioritize will be key when building an EHR implementation plan and becomes even more critical for identifying the right tasks to perform, the order of those tasks, and clear communication of tasks to the entire team involved with the change process and avoids duplication efforts. Being able to plan a process for my team and determine what new work task or process I will start, stop and sustain will help clarify what the new work environment will be like after the change and help the team prioritize tasks in the overall EHR implementation plan. Another key concern would be to understand what data elements may be migrated from the old system to the new one, such as patient demographics or provider schedule information. Sometimes, being selective with which data or how much data you want to migrate can influence the ease of transition.

In step 3, discussing policy implications and selecting an EHR system is a critical decision and a significant planning task. There are different opinions regarding when the selection of an EHR system should be made in the planning phase. Some practices go through the planning process and develop the selection criteria they wish to use. Other practices begin by selecting an EHR system and then conduct planning to support the selected EHR system. With this step I will liaise with software designers in Indonesia and ensure that the selection of an EHR system that supports my goals. With the selection of the designers in Indonesia, I would additionally need to understand how their product will accomplish the key goals. The effect of supplier relations will depend also on start-up pricing, their communication efficiency and experience with product and company, data migration strategy, server options, and most importantly the ability to integrate with other products. Lastly, I would then finalize my plan after consulting with my staff for system selection and based on the vendors capabilities.

In step 4, conducting training and implementing an EHR System involves the installation of the EHR system and testing to see if the product is working with mock training or pilot testing. Overall system synchronizations with the EHR implementation plan and schedule that was developed during the planning phase will be followed and executed during this phase.

In EHR Step 5, being able to achieve meaningful use means to be able to meet the following domain of patient care and employee satisfaction. Improve quality, safety, efficiency, engage patients and families, improve care coordination, improve public and population health and ensure privacy and security for personal health information

The final phase refers to reassessing what we have learned from training and everyday use of the system and will implement ongoing continue quality improvement analysis. It emphasizes continuous evaluation of practice’s goals and needs post EHR implementation to continue improving workflows that achieve the individual practice’s goals and needs. The practice needs to continuously evaluate its processes to ensure that the practice is functioning efficiently to ensure staff and patient satisfaction.

References:

1. Basics of Project Management- Project Charter

https://www.youtube.com/watch?v=8x7msPfjASo

2. Badawy, Michael. K. (1995) Developing Managerial Skills in Engineers and Scientists: Succeeding as a Technical Manager. 2nd Edition, Van Nostrand Reinhold.  9780471286349

3. Wayne State University (2017)

http://hr.wayne.edu/leads/phase1/smart-objectives.php