When health care information systems were first introduced in hospitals, its aim was to focus mainly on the core financial aspect of the business. In the '80s there was increased availability of local network which provided the initial triggers for change (Wager, Lee, & Glaser, 2017). Therefore, vendors were now able to link disparate internal systems hence allowing a more acceptable approach to the management of health care services in a facility. For example, introduction of Wide-Area Network (WAN) made easier connections between different hospitals sites thus forming the initial foundations for digital data sharing. Techniques used to evaluate the information system in a healthcare organization are known to be a challenge when making a decision. The techniques include determining its financial benefits, its user satisfaction and how it may improve organizational work. The techniques are used to determine the effects and output of implementing an information system in a healthcare facility if it may be applicable to the organization.
As the manager of CTU Health Care Systems, it is crucial to choose the right vendor to outsource implementation of electronic health records (EHRS) for the clinics. Working with the right vendors in a health care facility helps the hospital to run smoothly thus providing the best care. Selecting a right vendor is essential since there are some red flags to watch out for. From the proposal made, a decision to choose the right vendor among ABC System, XYZ EHR Systems and QRS HER Systems have to be done. To make a decision, important information has to be put into account during the selection process. First, determine the core competencies. Vendors should be able to demonstrate knowledge and understanding of various needs of the healthcare facility and should be well versed in the needs of every department within the hospital. I have to decide to select a vendor that has a track record of working with hospitals in both large and small-scale services thus being assured to receive the best services. I should watch out for vendors who claim that they can be everything to everyone by providing a one-size-fits-all solution.
Delegate your assignment to our experts and they will do the rest.
Assessing the vendors’ communication skills is also important (Kruse et al., 2015). Ensuring sale process is transparent as possible and assessing if the questions asked are answered or followed up by the management afterward will ensure that there won’t be any discrepancies. Receiving different and conflicting details from the sale representatives and their account managers is an indication that the vendors are not to be trusted. Evaluating the vendors’ customer service procedures is also important. The vendor customer service team should be able to handle and correct any concern whether big or small that is brought to their attention. A decision has to be made on vendors who are quick to respond and provide assistance. Watching out for vendors who make ways to get simple issues resolved is also an important factor.
Tracking employee retention is important. To make a decision, prioritizing on vendors who have allocated a dedicated representative on my behalf is crucial. This will ensure that the hospital will receive quality and consistent services from an employee who understands the hospital needs. The frequent changes of employees portray unrest, which will lead to instability in the health care facility. Checking references is also crucial (Kruse et al., 2015). Vendors who prioritize on transparency and also offer recommendations for more details are to be trusted. Vendors who are willing to provide references for the management to connect with their previous customers are proud and confident about their work and prove that they have nothing to hide. Vendors who don't provide or wary of giving references so that the management may know their previous progress are to be watched for.
The implementation of EHRs requires various critical success factors. They include first practicing successful leadership. Exercising successful leadership is crucial because the manager should be a powerful leader and offer support to those who are involved in the electronic health record implementation process. As a manager I have to use and understand the technology; therefore, the electronic health record implementation will become easier for the rest of the team. Choosing a project manager is a critical success factor (Boonstra, Versluis, & Vos, 2014). Before selecting a vendor or signing the contract, choosing a project manager to take control is important. The project manager will collect information on the vendors and guide and advice during the selection process for the team. In addition, the project manager may select volunteers for additional help from different departments such as nursing, management, and accounting. Sharing vision is an important factor for success. Sharing visions in the process of electronic health record implementation is recommended. The goal and objectives of the electronic health record system should be clearly explained and its importance to the health facility thus improving the care and safety of patients.
Gathering committed resources is another critical success factor (Safdari, Ghazisaeidi, & Jebraeily, 2015). The health facility resources including technical infrastructure and finances should be committed to the electronic health records implementation. Effort should be put throughout the resources to offer planning, a redesign in the workflow to keep everyone on track and ongoing education throughout the company. Another factor is making a realistic timeline. To successfully implement the electronic health records, maintaining a realistic timeline and the facility objectives are essential. The pace of implementing electronic health records should move smoothly by ensuring the expectations are well managed. Finally, training effectively is also a crucial factor (Safdari, Ghazisaeidi & Jebraeily, 2015). Upon implementation of electronic records, effective communication and training plan should be implemented. Providing effective training just in time for immediate practice is imperative so that the medical team cannot forget the material.
According to the requests for proposals received from ABC Systems, XYZ EHR Systems, and QRS EHR Systems, my recommendation to the chief information officer (CIO) and Chief executive officer (CEO) is to select ABC Systems Consulting to be there vendor to outsource the implementation of electronic health records for the clinics. This is because the request for proposal from the three companies shows the creditability and value of the vendor on assurance in implementing the EHR systems. XYZ EHR Systems proposed that the new EHR be implemented in both facilities due to its benefits, but they were not able to provide evidence of successful installation of its recently redeveloped EHR systems at a large delivery network or anywhere. Also, QRS EHR proposed that EHR to be installed in both acute care organization and provided its benefits but, the company had minimal experience with integrating the physician office registration systems with the acute care registration system. From the two proposals, implementing the new EHR system in the organization has a possibility of bringing loss to the organization since its implementation price ranges above 50 million dollars since the two companies were not sure.
On the other hand, ABC Systems Consulting refused to bid on the system integration required for bringing the current EHR systems into the other organization and also gave the reason behind it and stating the risk of the procedure. The company was transparent, and CTU Health Care System needs a vendor who can advise and guide the company for a successful implementation. The company will be effective in helping the healthcare facility to implement the right EHR system effectively.
References
Boonstra, A., Versluis, A., & Vos, J. F. (2014). Implementing electronic health records in hospitals: a systematic literature review. BMC Health Services Research , 14(1), 370.
Safdari, R., Ghazisaeidi, M., & Jebraeily, M. (2015). Electronic health records: Critical success factors in implementation . Acta Informatica Medica, 23(2), 102.
Kruse, C. S., Mileski, M., Alaytsev, V., Carol, E., & Williams, A. (2015). Adoption factors associated with electronic health record among long-term care facilities: a systematic review. BMJ Open , 5(1), e006615.
Wager, K. A., Lee, F. W., & Glaser, J. P. (2017). Health care information systems: a practical approach for health care management. John Wiley & Sons.
