Electronic Scanning System for Medical Records †MyAssignmenthelp

Question: Discuss about the Electronic Scanning System for Medical Records. Answer: Introduction The main issue driving the need for a scanned record is clinical improvement. Currently, the main problem associated with the paper record is delayed delivery to clinical areas alongside cases of records missing. As years go by, processes of medical records have been redesigned in Outpatients, HIS and Preadmission. There are improvements that have been made in such areas. On the contrary, about 8.5% of the paper records are, however, either delayed or not provided. Unavailability of clinical information increases risk. Such a reason forms the basis of this paper. It will form a benchmark as well as provide the required experience with regards to the implementation of the electronic medical records. The scanning of documents is one of the steps that are regarded as the transition from the use of paper records to electronic records (Abdelhak, Grostick and Hanken 2012). Such scanned electronic medical records will have to be available for every patient and will have the information required from date the system is launched. All the records that were available before the launch will have to remain in their original paper format. Such shall, therefore, require the system to be hybrid in nature (Dwyer, Liang, Thiessen and Martini 2013). The volumes of paper records will then have to be closed and only used as reference documents. The relevance of this system with regards to the strategic plan is: Provide services that are safe and of high quality via scanned electronic medical records access. Enable clinical institutions to live by their means through the provision of system payback and cost savings. Ensure the modernization of clinical facilities via the introduction of new technologies. Project Scope Statement The printing of paper record forms will have to continue then completed by clinicians. Such forms will then be scanned as proposed into electronic forms also regarded as picture images significant for future viewing (Morris 2013). All the stakeholders will then require to rationalize forms that are similar with regards to the purpose they serve in every campus. There will also be the printing of bar codes on each and every form. Regarding the printing of bar codes, addition of the metadata (the denoting form type) alongside the determination of where such metadata fit within the structure of the record form is crucial. Investigations will also be made regarding the possibility of having vendors coming up with forms having the details of patients from the scanning software (Morris 2013). To help in the operation of the proposed system, the health system for scanning medical records should be IT specific. Before the purchase of the system, the clinicians are required to continue comple ting forms for medical records by hand; after which they will be scanned into image forms. If implemented, the project will reduce risks within the organization as well as enhance care for patients by ensuring that medical record images are submitted to online portals in a manner that is timely. It has been estimated that the cost of off?site storage venture would be an annual sum of $180,000 to $250,000. There is also a possibility that vendors of offsite storages would increase their prices by approximately 1.5% p.a. By the implementation of the proposed system, Very Good Healths recall rate regarding the keeping and retrieval of medical records will surely be high (Verzuh 2016). Requirement of approval of funding and endorsement from the Board or the Executive Committee The projects major success and clinician acceptance needs more than $200,000 to ensure that the clinicians are able to view the documents, results and images that are scanned within a single system Requirement of commencement and appointment of the project management team Change management and communication coordination by a project manager that is experienced Infrastructure compatibility and IT integration with the existing technical environment due to the fact that the system need to have an interface Availability of back scanning policy decisions Availability of levels of security access Experience and vendor delivery in Australia as well as technical support Ability to have cross campus numbers handled. Ability to resolve merged and duplicate URs. Such is due to the fact that the proposed system will authenticate patients scanned images to have them viewed together. Medical record forms bar coding to ensure that scanning efficiencies are achieved Scanning development via KPIs Utilization of gained knowledge through radiology during the implementation PACS Availability of a support Union Impact Statement of Effective Staff Project Objectives The relevance of this system with regards to the strategic plan is: Provide services that are safe and of high quality via scanned electronic medical records access. Enable clinical institutions to live by their means through the provision of system payback and cost savings. Ensure the modernization of clinical facilities via the introduction of new technologies. The support and clinical staff will have to be educated as well as informed of the changes that are planned. Such would be achieved by: Holding discussions of the same at clinical staff meetings and Unit meetings Attending workshops and displaying presentations Having material written through each Unit such as information CD Individual and group training Revising policies on documented Medical Record, Records Management, Medical Record Access, and Archiving Briefing and meetings with the clerical staff plus having periodical project feedbacks Site benchmarks to other services if relevant Training Needs Analysis Development Key Stakeholders To ensure a successful implementation of this project, a Project Team will be required. This team will be responsible for the preparation of scanning implementation sites, rotationalization of medical record forms and change management (Kerzner and Harold 2013). Since there are issues to do with space constrains in HIS, office accommodation would be needed. According to the anticipation of this analysis, the Project Team, having been chosen, will commence its operations. Those to be appointed include: The use of paper medical will still take place. The challenges associated with the use of paper records will still be experienced if the new IT system is not implemented. However, with time, expansion of storage areas of paper medical records will be required. The cost of such expansions will then be incurred now and again. Reference Abdelhak, M Grostick, S Hanken, MA 2012, Health information: management of a strategic resource (4th ed.). Philadelphia, PA : Elsevier Saunders. [Accessed 24 Sep. 2017]. Dwyer, J Liang, Z Thiessen, V Martini, A 2013, Project management in health and community services: getting good ideas to work (2nd ed.). Crows Nest, NSW: Allen and Unwin. CHAPTERS 3 and 4. [Accessed 24 Sep. 2017]. Kendrick, Tom, 2014, The Project Management Tool Kit : 100 Tips and Techniques for Getting the Job Done Right (3rd ed.) . New York, NY : American Management Association. [Accessed 24 Sep. 2017]. Kerzner, Harold R, 2013, Project Management: A Systems Approach to Planning, Scheduling, and Controlling (11th ed.). Hoboken: Wiley. [Accessed 24 Sep. 2017]. Morris, PWG 2013, Reconstructing Project Management (1st ed.). Somerset : Wiley [Accessed 24 Sep. 2017]. O'Conchuir, D 2011, Overview of the PMBOK Guide (2nd ed.). Overview of the PMBOK Guide [Accessed 24 Sep. 2017]. Open Innovation, 2013, Open Innovation :: Open Innovation Community. Openinnovation.net. Available at: https://openinnovation.net/about-2/open-innovation-definition/ [Accessed 24 Sep. 2017]. Portny, SE 2013, Project management for dummies [online]. Available at: https://ebookcentral.proquest.com.ez.library.latrobe.edu.au/lib/latrobe/detail.action?docID=1161976 [Accessed 26 Sep. 2017] Profi222, 2017, IBM human resource practices and HRM theories: Integration of HRM theories into IBMs practices. [online]. Profi20.livejournal.com. Available at: https://profi20.livejournal.com/11631.html [Accessed 26 Sep. 2017]. The importance of Human Resource Management, 2017, Humanresourceexcellence.com. Available at: https://www.humanresourceexcellence.com/importance-of-human-resource-management/ [Accessed 24 Sep. 2017]. Verzuh, E 2016, The Fast Forward MBA in Project Management, 5th edn, John Wiley Sons, Hoboken, New Jersey. [Accessed 24 Sep. 2017].