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Electronic Data Record Management Process Assignment Help
The present essay is going to evaluate the change management and implementation process of Electronic Health Records in health care setting. Necessity wise, the study has pointed out the required approaches to manage the new change regarding the implementation. On the other hand, the essay work has examined the approaches and processes needed to measure the success of the new implementation of Electronic Health Records. Along with pointing out the key elements to manage properly the procedures regarding the change, the essay has highlighted some alternative approaches to incorporate the learning from the change process in future change management. Health and social care organisations are bound to maintain the confidentiality of the information and important data related to the service users. Formerly, health and social care organisations use to keep the data manually, due to several problems like document misplacement; authorities are currently opting for electronic device to keep the data safe. The following essay has chosen the implementation of electronic data record device in health and social care.
Implementation of Electronic health record device in health and social care setting
- Electronic health record device: It used to be a major problem to share data related to any user of a health and social care organisation to another organisation of the same field previously. In partnership relationship in health and social care, one patient gets the benefits to get medical facilities from the other collaborative organisation if the present one is not fulfilling the same (Iglehart, 2016, p.967). Therefore, transfer of the patient data is required with complete safety. Electronic health record device is a developed electronic tool that holds the information chart of a patient digitally and makes it easy to manage for the users. Generally, the Electronic health record device stores the case histories and present condition of a surviving patient. The most helpful part of EHR is it can present a patient’s report anytime required.
- Advantages of EHR: Implementation of Electronic health record device is mostly important to provide more appropriate and loyal prescribing for a service user as this device gives quicker access to the information regarding the patient. Additionally, EHR device gives more developed security and safety to the patient information. On the other hand, Electronic health record device is effective to hold up to date and complete information regarding a patient (Robertson et al. 2012, p.800). In case of accuracy regarding the data, installation of Electronic health record device proves best. Besides all these, an Electronic health record proves most effective for the health care employees who are in charge of maintaining the confidentiality of the patient report. Maintaining patient reports and all other related information manually is hard for any care employees. Storing data in an electronic device saves time and makes it easy and comfortable to the employees to manage the data and present it any time when required (Berwick et al. 2014, p.759).
On the other side, for the managements and investors of health and social care organisations, an Electronic health record device helps to save money. Manual preservation process includes investment of a good amount of money for paper, storage tools and enhances chances of duplication and exploitation regarding the data. On the contrary, Electronic device is affordable and can secure a huge amount of data in less time (Sheikh et al. 2011, p.210). Most interestingly, newly developed Electronic health record device has some unique tools which help to identify any flaw regarding the prescription. In order to meet the goals and improve the productivity level, this particular device proves best. To measure the productivity level of the practitioners, EHR helps very efficiently.
- Cause of implementing EHR: Several accidents have taken place over years regarding the maintenance of the confidentiality of the patient records. Complaints from the patients and their families mostly included issues of duplicated report, repeated misplacement of the data and corruption (Gans et al. 2015, p.123). On the other hand, manual data recording has the chances of destruction by any kind of accident in a health and social care setting. Though an Electronic health record also has the risk from electrical problems, still cases of corruption, misplacement is not occurring able in this device.
Approaches needed to manage the new change
In order to manage the new change regarding the implementation of EHR, a health and social care organisations needs to accept some relevant approaches. Any kind of new implementation has chances of several risks. It is therefore the duty of the management of health and social care organisations to set a list of effective strategies to manage those problems in bud. In case of implementing new Electronic health record to manage patient records, generally lack of skill from the employee ground creates problems (Ambinder, 2015, p.57). Except that, leadership is an important aspect regarding any new implementation. In this particular ground, several risks can arise regarding argumentation. Keeping in mind these prevalent risks, health and social care managements need to take strategic initiatives.
- Awareness programme: It is important first to give proper and relevant information to the working employees about the new change and implementation. Appropriate information regarding the new implementation will make them conscious enough about the new device. Awareness programme regarding the implementation helps effectively to reduce future chances of hazards (Madan, 2013, p.620).
- Skill giving programme: Before any kind of electronic implementation, it is an important responsibility of the health and social care management to assess the current skills of the employees regarding the implementation. After the skill test, it is important to start training programme for the employees who are going to take charge of the Electronic health record device (John and Sons. Scott, 2012, p.12). Proper skills and training will help the employees to operate the new device easily. In future if any kind of technical problem will occur, then it will be easy to detect by the employees, as they will be skilled enough.
- Leadership: In both awareness and skill giving or training method, leadership is one main aspect that need good handling. From measuring the present skills of the employees to train them, a potential and efficient leader is utmost required. Hence, the importance of a leader is to look after whether the employees are getting proper trainings as required or not.
Key elements needed to be managed in the process of changing
Electronic Health Record (EHR) is a record of data in health and social care settings, which are kept in electronic mode. In previous time, this information is kept in paper based condition. Paper based data can be lost, in technological help; these data can be stored without any problem. This data or the information that are kept in database are patients demographic, problems, medications, notes, vital signs and past medical history (Curtis, 2015). Some other information that are accumulated in this system are laboratory data, immunisations, dates, reports of the patients and staffs’ information. The EHR helps to maintain clinical workforce fluently. This system helps to support many care-related actions in the healthcare settings.
Some of the key elements that to be managed in functioning of EHR are:
- Patient Record: This helps to record each patient record in the database system and in the time of needs, the data can be accumulated easily.
- Manage problems: The system of this EHR helps to manage and create specific problems lists of the each patient in order to classify the physicians and care for them. Practitioners need a properly elaborated patient history along with the present health issues that the particular patient is suffering with (Anderson and Anderson, 2010, p.31). In order to get proper informations, it is important to update the technology of the particular electronic device.
- Patient demographic: Demographic information related to the patient's needs to be stored. The data of this information must be clinically relevant. This information is needed to be traceable.
- Patient history: In order to treat a patient, it is needed to learn the past symptoms or history of the patient. This helps to review much social or family information with positive and negative reviews of the patients (Kalra and Ingram, 2016, p.142).
- Consultation with the Regional Extension center: Consultation with the Regional Extension center is potential to manage the Electronic health record device. A REC is available at every locality (Banks and Gallagher, 2012, p.23). The aim of the Regional extension center is to raise awareness among the managements of health and social care organisation about the effectiveness of Electronic health record device. On the other hand, consultation with REC various times provides financial support to those organisations who are not able to afford it.
- IT implementation resource: It is important to get back up of Information technology resource. As the Electronic health record is an IT instrument, therefore technological problems are very much occurable for the implementation of EHR. IT back up resource are effectively eligible to handle any kind of major or small hazards and issues regarding the EHR (Ahmad and Atkin, 2013, p.11). However, one important thing the managements of health and social care settings need to remind is that, IT implementation resource requires an efficient IT expert to handle any occurrence of problem regarding the device.
Approaches needed to measure the quantity of success of the new change
Electronic records could be compiled by using any particular software or in mail or word processed documents (Dick et al. 2013). Digital databases or digital images could be helpful for this. In health and social care settings,
Electronic Health Record process has four major factors, right people, right change management, right process and right technology.
Some of the basic internal factors are associated with the electronic health record process and these factors need to measure for obtaining the success of the health care settings.
- Shared Vision: In order to develop the level of patient safety in health and social care setting, the electronic health record will be helpful. Patient safety issue is the foreground of this electronic health record technology. Benefits and aims of the electronic records system need to be clearly explained and it needs to be measured. Organisation needs to look the success and share the vision to achieve more (Blumenthal and Tavenner, 2010, p.502).
- Right Culture: Electronic record technology brings the right culture to the care setting. The organisation must ensure the equipments and technology for the change. The staffs need to have the training session for this to use this technology. The supports, preparation from the care setting bring the right culture of work and patient safety for the organisation.
- Right Leadership: The organisation’s most priority is the leadership and the leadership team needs to be committed. The leaders to understand the approach specifically must demonstrate the accounts of these electronic records. Patients and staffs, both records need to keep there.
- Governance: The organisation makes understand the staffs to use this technology properly and the management must inform the team that it may take time to learn something new. Clear-decision is important from management. Nurses, stakeholders and physicians need to help to run these electronic records.
- Resources: The organisation needs to run this technology with adequate resources. This technology has less maintenance issue as it is in the hand of information technologists. However, implementation of this process is high. The Clear planning to run this technology and ongoing education policy are vital for EHR (Herbst and Ammenwerth, 2010, p.325).
- Realistic Expectation: The success of a new thing does not come hurriedly, the management and staffs of the organisation needs to understand clearly. The employees need to maintain the enthusiasm. Expectation can be a hinder to foster success.
- Communication Plan: The health care setting is a place of risky zone. Miscommunication and putting error data into the record system can bring hazard. Right message should be delivered at right time. Management must start ‘just-in-time’ rule to put the data into system. For ensuring this, communication and training are needed.
- Partnership and Confidentiality: In Electronic Health records, it is important to work the system effectively and timely. A good team is needed and supports for this are needed. Each patient is important and his or her data should be kept confidentially. Good efficient partner can ensure workflow.
Alternative approaches to incorporate the learning from the change process in future change management
Electronics Health Records in the health and social care are helpful for improving the patient's’ demands. This system has been implementing in many of the care settings to resolve the problems. Medicals records are very significant things for a patient (Ludwick and Doucette, 2011, p.25). Medical records are important and e-documents of everything is helpful for the patients’ and their families. This system’s wide uses can be helpful to eliminate many forms of service providing.
Storage and Conversion of Records: This system helps to convert old data into new data in the database system. This data can be saved in particular database or in software. Scanning can be done to convert old data into new data. Paper based data can be converted into digital by scanning. The preserved data is helpful without using cabinets, files and folders. Storage can be done of alternative digital format of paper-based data without taking more rooms.
Legal Issues: Health Insurance Portability and Accountability Act of 1996 put effect in health and social care centers. This regulation creates issues in health care. This act deals with security and guidelines of healthcare. The health care settings now use for dealing with e-health. The ultimate effect of this legal impact is it does not deal much in lawsuit. The Data Protection Act 1998 ensured that no data could be revealed without the concern of the respondents, here patients (Jensen et al. 2012, p.402)
Security: Physical security and virtual security can be a concern for patients. The employees of the care homes put security to them. The medications and reports of the patients are related to the guidelines of the care homes. The privacy and security of the patients are related to the staffs also. The staffs may not leak the information other than the care home to store the data. Healthcare providers, doctors and hospital authorities need to ensure the security through providing electronic health record system.
Costs: The health care organisations are started for the profits. The organisation needs to install the electronic health records and for this, they have to maintain an IT team for this. The government estimated the cost for implementing the electronic health records, this figure came with a few billions. This cost goes to the computer related issues and software. This budget policy needs to be measured by the organisations.
Change Management is health care settings is very important as it is engaged in patient safety culture. Change in system of health care setting is needed to motivate and empowered people. Human resource need to utilise properly with enhancement of technology. Electronic Health Records have been a good change instead of paper based storing of data. Well-designed electronic database can be helpful to store data easily and securely. Implementation of this process can be referred as the digital revolution of the technology. This can be called as the cost saving process and back-office system. Service users in health care get the benefits of it. The patient's medications, reports, improvements, history and demographics are kept for future use. Patients’ privacy is an issue that is connected with this. Dealing with medical vendors, companies and hospitals is a vital aspect of this. Developing future scope in EHR is needed.
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