Assessment 3: Stakeholder Communication in Health Information Systems
Use the Stakeholder Matrix Template to complete an analysis of relevant stakeholders in the organization related to recommendations regarding an organization’s EHR or HIM systems that you made in your first assessment. You will also be asked to create a 3-5 page report detailing your stakeholder analysis and proposing potential ways to create buy-in and overcome obstacles for implementing your recommendations.
In order to understand the role of an EHR or HIM manager, it is necessary to be aware of the various stakeholders impacted by the health information systems and tools, including workflow processes, training needs, and resource allocation. Improving your knowledge and skill in these areas can help you become competent at collaborating with stakeholders when implementing system changes. It is important to be cognizant of the impact of changes to stakeholders and how those changes can bring value to the organization.
Introduction
Health information technology and electronic health records (EHR) can become overwhelming to health care staff at any organization. As technology advances, so do the challenges. A big challenge for managers is creating a buy-in, or an acceptance of the health information management (HIM) system by the end users (staff). It is important for health care managers to understand who the stakeholders are and what best practices help create a consensus for positive use of HIM technology throughout the organization. In this assessment, you will have the opportunity to assess common stakeholders as it relates to HIM systems. You will also research and explain the best practices needed for ensuring a smooth transition from implementation to the end-user experience. It is important for managers to understand concepts of efficient resource allocation as they look forward to making the end-user experience seamless. To do so, health care managers must have a strong understanding of how HIM impacts each and every stakeholder.
In order to understand the role of an EHR or HIM manager, it is necessary to be aware of the various stakeholders impacted by the health information systems and tools, including workflow processes, training needs, and resource allocation. Improving your knowledge and skill in these areas can help you become competent at collaborating with stakeholders when implementing system changes. It is important to be cognizant of the impact of changes to stakeholders and how those changes can bring value to the organization.
As you prepare to complete this assessment, you may want to think about other related issues to deepen your understanding or broaden your viewpoint. You are encouraged to consider the questions below and discuss them with a fellow learner, a work associate, an interested friend, or a member of your professional community. Note that these questions are for your own development and exploration and do not need to be completed or submitted as a part of your assessment.
- What considerations are of most value to stakeholders in terms of process flow and resource allocation?
- How can the needs and challenges of a stakeholder be addressed?
- How would you coordinate a training program that includes current best practices?
- What are the relevant best practices for designing and implementing workflow changes?
- What are the relevant best practices for resource allocation with regards to health information technology?
- How can you leverage evidence and best practices to create buy-in and overcome barriers or resistance to implementing new processes or tools?
This assessment should be completed third.
Scenario
Refer to the Vila Health: Value and Evidence-Based Recommendations and Vila Health: Analysis of an EHR System media simulations that you have been using throughout this course. The intended audience for this analysis will be of the stakeholder groups presented in the media simulation.
You have been asked to complete a stakeholder analysis as it relates to informing stakeholders about the process for how you came to your recommendations you previously made regarding the EHR or HIM system at Independence Medical Center. Another aspect of the analysis is to summarize the impact of your recommendations on stakeholder groups and strategies for overcoming barriers related to implementing your recommendations.
Preparation
CAPELLA MULTIMEDIA
Click the following link to work through the media pieces:
STAKEHOLDER MATRIX TEMPLATE
Use the following template to complete an analysis of relevant stakeholders in the organization:
Before you begin your analysis, you should consider or complete the following:
- Review the Vila Health scenarios paying close attention to the various stakeholders, their needs, and the challenges they face.
- Review the Stakeholder Matrix Template. You will be completing this as a part of your assessment. So, make sure you understand the types of information you will need to input.
- Research best practices for collaborating with stakeholders to create buy-in and overcome barriers or resistance to implementing new processes or tools in health care settings.
- Research training strategies.
- Research best practices for resource allocation with regards to health information technology.
- Research best practices for designing and implementing workflow changes.
Instructions
For this assessment, you will analyze the stakeholders that Vila Health Independence Medical Center must recognize as it adjusts to, changes, upgrades and implements your recommendations to the EHR or HIM systems. You will want to refer to the recommendations you made in the first assessment as well as any feedback that you have received from your instructor.
For this deliverable, you will write a 3–5 page executive summary detailing your previous recommendations and how you timeline for them. Additionally, you will analyze how your recommendations impact considerations such as resource allocation, training, and workflow changes, as well as best practices for overcoming implementation barriers. Finally, you will complete the Stakeholder Matrix Template, and align critical success factors with the primary internal and external stakeholders. Include a value statement for each stakeholder (A value statement meets the needs and values of each key decision maker. See example in the Stakeholder Matrix Template.)
For this assessment, you will be evaluated on the following criteria:
- Describe the relevant stakeholders related to an impact analysis.
- Explain the process used to arrive at recommendations related to a health information management system.
- Describe a timeline for implementing recommendations related to a health information management system.
- Analyze the impact of recommendations on relevant stakeholders and an organization with relation to considerations such as patient outcomes, new training, resource allocation, and workflow changes.
- Analyze best practices to overcome barriers in creating buy-in from stakeholders and implementation related to recommendations.
- Develop value statements for relevant stakeholder groups related to critical success factors and recommendations related to a health information management system.
- This criterion relates to the Stakeholder Matrix Template.
- Communicate analysis of stakeholders and value of recommendations in a manner that is clear and concise.
- Integrate relevant sources to support assertions, correctly formatting citations and references using current APA style.
Additional Requirements
Your analysis should meet the following requirements:
- Written communication: Written communication is free of errors that detract from the overall message.
- APA formatting: Resources and citations are formatted according to the current APA style and formatting standards.
- Number of resources: 3–5 peer-reviewed resources from scholarly journal articles.
- Length: 3–5 typed, double-spaced pages, excluding the title page and reference page. You do not need to write an abstract for this assessment. Include the Stakeholder Matrix Template as an Appendix.
- Appendix: Include stakeholder chart and value statements as an appendix to your analysis.
- Font and font size: Times New Roman, 12 point.
Competencies Measured
By successfully completing this assessment, you will demonstrate your proficiency in the following course competencies and assessment criteria:
- Competency 1: Apply emerging models or best practices to implement a health information system that improves operations and patient outcomes. (L8.4, L12.2, L14.3)
- Explain the process used to arrive at recommendations related to health information management system.
- Develop value statements for relevant stakeholder groups related to critical success factors and recommendations related to a health information management system.
- Competency 2: Analyze administrative, clinical, management, and decision-support information technology tools. (L12.1, 12.2, 14.3)
- Describe the relevant stakeholders related to an impact analysis.
- Describe a timeline for implementing recommendations related to a health information management system.
- Competency 3: Apply best practices relative to the financial assessments and decisions required for the implementation of health information systems. (L 8.1, 8.2, 8.4)
- Analyze the impact of recommendations on relevant stakeholders and an organization with relation to considerations such as patient outcomes, new training, resource allocation, and workflow changes.
- Competency 4: Apply evidence to influence buy-in from all stakeholders. (L10.5)
- Analyze best practices to overcome barriers in creating buy-in from stakeholders and implementation related to recommendations.
- Competency 5: Communicate in a manner that is scholarly, professional, and consistent with expectations for professionals in health care administration. (L6.1, L6.2, L6.3, and L6.4)
- Communicate analysis of stakeholders and value of recommendations in a manner that is clear and concise.
- Integrate relevant sources to support assertions, correctly formatting citations and references using current APA style.
Resources: Finances and Implementation
- MHA Program Library Guide can help direct your research.These resources are helpful in understanding the financial impact of and HER, and some incentive programs supporting their implementation.
- Bullard, K. L. (2016). Cost effective staffing for an EHR implementation. Nursing Economic, 34(2), 72–76.
- Mirani, R., & Harpalani, A. (2013). Business benefits or incentive maximization? Impacts of the medicare EHR incentive program at acute care hospitals. ACM Transactions on Management Information Systems, 4(4), 1–19.
- Vest, J. R., Kern, L. M., Abramson, E., Ancker, J. S., & Kaushal, R. (2014). Effect of a state‐based incentive programme on the use of electronic health records. Journal of Evaluation in Clinical Practice, 20(5), 657–663.
- Nilsson, L., Eriksén, S., & Borg, C. (2014). Social challenges when implementing information systems in everyday work in a nursing context. Computers, Informatics, Nursing, 32(9), 442–450.
- Yuan, C. T., Bradley, E. H., & Nembhard, I. M. (2015). A mixed methods study of how clinician ‘super users’ influence others during the implementation of electronic health records. BMC Medical Informatics and Decision Making, 15(1), 26–40.
Resources: Stakeholders
- Chao, W. C., Hu, H., Ung, C. O., Lam, & Cai, Y. (2013). Benefits and challenges of electronic health record system on stakeholders: A qualitative study of outpatient physicians. Journal of Medical Systems, 37(4), 9960–9965.
- Olayiwola, J. N., Rubin, A., Slomoff, T., Woldeyesus, T., & Willard-Grace, R. (2016). Strategies for primary care stakeholders to improve electronic health records (EHRs). Journal of the American Board of Family Medicine, 29(1), 126–134.
- Yip, M. H., Phaal, R., & Probert, D. R. (2014). Stakeholder engagement in early stage product-service system development for healthcare informatics. Engineering Management Journal, 26(3), 52–62.
Expert Solution Preview
Introduction:
As a medical professor, I am responsible for creating assignments and assessments for medical college students. In this assessment, we will focus on Stakeholder Communication in Health Information Systems. In this assessment, students will analyze the stakeholders that Vila Health Independence Medical Center must recognize as it adjusts to, changes, upgrades and implements recommendations related to the EHR or HIM systems. Students will also develop value statements for relevant stakeholder groups related to critical success factors and recommendations related to a health information management system.
1. Describe the relevant stakeholders related to an impact analysis.
The relevant stakeholders related to the impact analysis of recommendations regarding a health information management system include patients, medical staff, administrators, technical staff, and external regulatory bodies. Patients are the most important stakeholders as they directly benefit from the use of health information management systems. Medical staff, including physicians, nurses, and supporting staff, use these systems to maintain and access patient records. Administrators are responsible for choosing, implementing and maintaining the system. Technical staff is responsible for maintaining and securing the system. External regulatory bodies such as the government, accreditation bodies, and insurance companies, also have a stake in the system as they oversee the standards and policies related to health information management systems.
2. Explain the process used to arrive at recommendations related to a health information management system.
The process used to arrive at recommendations related to a health information management system involves a thorough analysis of the organization’s needs, current system, and future goals. It includes identifying the strengths and weaknesses of the current system, evaluating the requirements of the organization, and considering the constraints such as budget and available resources. The next step involves identifying the potential solutions to meet the organization’s needs and goals, followed by a cost-benefit analysis and selecting the most viable solution. Once the solution is selected, a detailed plan is laid out to implement the new system successfully. The plan includes identifying the stakeholders, developing training programs, and managing change management processes.
3. Describe a timeline for implementing recommendations related to a health information management system.
The timeline for implementing recommendations related to a health information management system involves three phases: planning, implementation, and post-implementation. The planning phase includes system analysis, feasibility studies, and identifying stakeholder requirements. It takes approximately three months. The implementation phase involves installing the system, testing, and staff training. It takes approximately six months. The post-implementation phase includes monitoring, evaluating the system, and making changes, if necessary. It takes approximately one year.
4. Analyze the impact of recommendations on relevant stakeholders and an organization with relation to considerations such as patient outcomes, new training, resource allocation, and workflow changes.
The impact of recommendations on relevant stakeholders and an organization includes improved patient outcomes, increased efficiency of the workflow, standardization of clinical practices, and reduced errors. The new training will equip staff with the necessary skills to use the system effectively and efficiently. Resource allocation would need to be revised to include costs related to the new system, including hardware, software, and staffing. Workflow changes could result in resistance from medical staff who need to adjust their practices to accommodate the new system. Therefore, it is essential to manage the change management process carefully.
5. Analyze best practices to overcome barriers in creating buy-in from stakeholders and implementation related to recommendations.
Best practices to overcome barriers in creating buy-in from stakeholders include involving stakeholders in every step of the process, effective communication, developing a shared vision and goals, and addressing concerns early in the process. It is important to ensure that stakeholders understand their role in the implementation process and the benefits of the new system. Developing training programs that are relevant to the stakeholders’ roles and responsibilities is also essential. Addressing resistance to change by providing support and coaching and addressing concerns will help stakeholders understand the benefits that come with the new system.
6. Develop value statements for relevant stakeholder groups related to critical success factors and recommendations related to a health information management system.
Value statements for relevant stakeholder groups related to critical success factors and recommendations related to a health information management system should reflect the stakeholders’ needs and priorities. For patients, the value statement could focus on improved patient outcomes, such as better access to their health records, reduced errors, and more personalized care. For medical staff, the value statement could focus on increased efficiency of the workflow, streamlined processes, standardized clinical practices, and improved job satisfaction. For administrators, the value statement could focus on reduced costs, improved quality of data, streamlined business processes, and shortened patient stay. For regulatory bodies, the value statement could focus on compliance with regulations and standards, improved quality of care, and reduced cost of care.
