A1. One area of the organization’s health information management workflow that needs
assessment is how the organization has not yet implemented an electronic health record system
as the organization still relies on courier service to transport records to support the continuum of
care for patients. This poses an inconvenience to patients as they are seen for inpatient and
ambulatory services at more than one of the hospitals 3 locations. The coding, billing, and other
financial services are centralized in a downtown office building, meaning each patient chart must
go back to the office for coding along with additional steps for timely processing. Due to not
implementing electronic health records systems, the internal HIM staff also has problems
keeping up with records and providing responses to release of information requests.
A2. One concern that the HIM staff may have that relates to the adoption of an EHR system is
workflow within their department. Due to the ROI staff already having trouble fulfilling requests
from patients, internal and external auditors, and attorneys due to records being located in the
coding office across town or at another facility, adding the need to learn a new system will cause
even more delays in the workflow as the staff can become overwhelmed with having to learn a
new system on top of the amount of paperwork they already have to do.
A3. Some functional need staff members in the HIM department may have would be to have a
centralized location for all protected health information, which can be accessed from any site
within the organization. Creating a centralized location indicates the implementation of an
electronic health record system for workflow efficiency. As previously stated, the organization
still uses courier services for patient chart transfer between departments. This not only causes
delays but also poses a risk of records being lost in transit or possibly stolen. So, by integrating
into an EHR system, the organization’s HIM department can feel a bit at ease.
A4. Privacy and security will be affected after the organization moves from a paper record
system to the EHR system because the organization is moving from a risk associated with
physical, localized files to risks associated with centralized, digital data. While paper records
face risks like theft, misfiling, or destruction by fire, water, etc., electronic health records
introduces new, broader, and more complex security challenges, particularly around cyberattacks
and unauthorized internal access. Meaning, electronic health records make it easier for
employees, such as nurses, administrative staff, etc., to access records they don’t need to see.
B. Each of the project phases that should be included in a project plan for adopting an EHR for
the healthcare organization in the scenario are initiating, planning, executing, monitoring and
controlling, and closing. The purpose of initiating is to “identify the goals and gain agreement on
the project constraints (scope, schedule, and budget).” (Oachs & Watters, 2020, p. 867). In the
planning phase the project is investigated further to gain complete understanding of what the
project is and the work that needs to be done in order to establish a detailed plan to execute it.
Then in the executing phase, the project plans are carried out, and the project work products are
delivered. This phase includes “forming the project team, purchasing supplies and materials for
, the project stakeholders, and managing the expectations of all project stakeholder.” (Oachs &
Watters, 2020, p. 875). As the project team is executing the project plan, the project is also being
monitored and controlled. According to Oachs & Watters (2020) during the monitoring and
controlling phase, the project is reviewed to confirm it is progressing according to the plan and
adjustments are made as changes arise, and any deviations from the baseline are documented and
reported. The final phase is the closing process. In this life cycle, “the project is reflected upon
and evaluated by the project team and all stakeholders, all project expenditures are concluded,
and the project documents and other artifacts are archived for future reference or reuse.” (Oachs
& Watters, 2020, p. 876).
C. The key members of the project team for the healthcare organization in the scenario would be
from the HIM, clinical, finance, and IT departments. Since the HIM department consists of ROI
staff, coders, and chart deficiency analyst staff, they will be able to contribute to accessing
current workflow, defining functional needs, and assisting in the design of the new EHR system.
In the clinical department, you have nurses, clinical support staff, and physicians, who will be
able to help assess patient flow and the identification of necessary documentations. Then, there
will be the finance department, which will consist of a billing specialist and a revenue cycle
manager. Which will ensure that the EHR system will support centralized coding and billing,
improving filling in a timely manner. Finally, we have the IT department. This department will
need an IT specialist or analyst who will manage the infrastructure, hardware, security, and
system support of the new EHR system.
D. One benefit the healthcare organization in the scenario could gain from adopting an EHR
system would be improved access to patient information. With an electronic health record
system, patient records are stored digitally and can be accessed quickly by authorized users. This
allows physicians, nurses and other staff to view a patient’s medical history, medications, test
results, and treatment plans in one centralized system. As a result, providers can make faster and
more informed decisions about patient care, which can improve the quality and safety of
treatment. Additionally, having immediate access to accurate patient information can reduce the
medical errors and improve coordination among different departments withing the healthcare
organization.
E1. “Cost benefit is the concept that the benefit of an action should exceed its cost.” (Oachs &
Watters, 2020, p. 837). A cost-benefit analysis will help vendor selection process by allowing the
healthcare organization to compare the expected costs of each vendor with the benefits their
system provides. By evaluating factors such as purchase price, implementation costs, training
expenses, maintenance, and long-term support, the organization can determine the total
assessment is how the organization has not yet implemented an electronic health record system
as the organization still relies on courier service to transport records to support the continuum of
care for patients. This poses an inconvenience to patients as they are seen for inpatient and
ambulatory services at more than one of the hospitals 3 locations. The coding, billing, and other
financial services are centralized in a downtown office building, meaning each patient chart must
go back to the office for coding along with additional steps for timely processing. Due to not
implementing electronic health records systems, the internal HIM staff also has problems
keeping up with records and providing responses to release of information requests.
A2. One concern that the HIM staff may have that relates to the adoption of an EHR system is
workflow within their department. Due to the ROI staff already having trouble fulfilling requests
from patients, internal and external auditors, and attorneys due to records being located in the
coding office across town or at another facility, adding the need to learn a new system will cause
even more delays in the workflow as the staff can become overwhelmed with having to learn a
new system on top of the amount of paperwork they already have to do.
A3. Some functional need staff members in the HIM department may have would be to have a
centralized location for all protected health information, which can be accessed from any site
within the organization. Creating a centralized location indicates the implementation of an
electronic health record system for workflow efficiency. As previously stated, the organization
still uses courier services for patient chart transfer between departments. This not only causes
delays but also poses a risk of records being lost in transit or possibly stolen. So, by integrating
into an EHR system, the organization’s HIM department can feel a bit at ease.
A4. Privacy and security will be affected after the organization moves from a paper record
system to the EHR system because the organization is moving from a risk associated with
physical, localized files to risks associated with centralized, digital data. While paper records
face risks like theft, misfiling, or destruction by fire, water, etc., electronic health records
introduces new, broader, and more complex security challenges, particularly around cyberattacks
and unauthorized internal access. Meaning, electronic health records make it easier for
employees, such as nurses, administrative staff, etc., to access records they don’t need to see.
B. Each of the project phases that should be included in a project plan for adopting an EHR for
the healthcare organization in the scenario are initiating, planning, executing, monitoring and
controlling, and closing. The purpose of initiating is to “identify the goals and gain agreement on
the project constraints (scope, schedule, and budget).” (Oachs & Watters, 2020, p. 867). In the
planning phase the project is investigated further to gain complete understanding of what the
project is and the work that needs to be done in order to establish a detailed plan to execute it.
Then in the executing phase, the project plans are carried out, and the project work products are
delivered. This phase includes “forming the project team, purchasing supplies and materials for
, the project stakeholders, and managing the expectations of all project stakeholder.” (Oachs &
Watters, 2020, p. 875). As the project team is executing the project plan, the project is also being
monitored and controlled. According to Oachs & Watters (2020) during the monitoring and
controlling phase, the project is reviewed to confirm it is progressing according to the plan and
adjustments are made as changes arise, and any deviations from the baseline are documented and
reported. The final phase is the closing process. In this life cycle, “the project is reflected upon
and evaluated by the project team and all stakeholders, all project expenditures are concluded,
and the project documents and other artifacts are archived for future reference or reuse.” (Oachs
& Watters, 2020, p. 876).
C. The key members of the project team for the healthcare organization in the scenario would be
from the HIM, clinical, finance, and IT departments. Since the HIM department consists of ROI
staff, coders, and chart deficiency analyst staff, they will be able to contribute to accessing
current workflow, defining functional needs, and assisting in the design of the new EHR system.
In the clinical department, you have nurses, clinical support staff, and physicians, who will be
able to help assess patient flow and the identification of necessary documentations. Then, there
will be the finance department, which will consist of a billing specialist and a revenue cycle
manager. Which will ensure that the EHR system will support centralized coding and billing,
improving filling in a timely manner. Finally, we have the IT department. This department will
need an IT specialist or analyst who will manage the infrastructure, hardware, security, and
system support of the new EHR system.
D. One benefit the healthcare organization in the scenario could gain from adopting an EHR
system would be improved access to patient information. With an electronic health record
system, patient records are stored digitally and can be accessed quickly by authorized users. This
allows physicians, nurses and other staff to view a patient’s medical history, medications, test
results, and treatment plans in one centralized system. As a result, providers can make faster and
more informed decisions about patient care, which can improve the quality and safety of
treatment. Additionally, having immediate access to accurate patient information can reduce the
medical errors and improve coordination among different departments withing the healthcare
organization.
E1. “Cost benefit is the concept that the benefit of an action should exceed its cost.” (Oachs &
Watters, 2020, p. 837). A cost-benefit analysis will help vendor selection process by allowing the
healthcare organization to compare the expected costs of each vendor with the benefits their
system provides. By evaluating factors such as purchase price, implementation costs, training
expenses, maintenance, and long-term support, the organization can determine the total
