A Strategy for Implementing EHR in a Tertiary Healthcare Facility

¶ … Electronics Health Records System at a Rural, Mid Size Hospital Human resources (HR) managers at midsize hospitals in the Midwest are faced with some significant challenges in formulating optimal organizational strategies that reduce operational costs while maintaining high levels of patient care. One initiative that can help achieve these dual goals is the use of electronic health records or EHRs.

This paper provides a proposal for the implementation of an EHR system within 3 months taking into account the current federal incentives for implementing EHRs based on a budget of $75,000 to implement the project. A strategic plan model for implementing EHRs in a midsize rural hospital, including the sequential steps that an HR professional must take to implement the strategic plan is followed by a review of companies that provide EHR systems to determine the optimal EHR system for the rural hospital in question and the technology required for implementation.

Finally, a proposed training schedule for the 120 employees of the hospital and an evaluation tool that can be used to determine the success of implementation is followed by a summary of the research and important findings concerning these processes and components of organizational strategy in the conclusion. Strategic plan model for implementing EHRs in a midsize rural hospital Any type of strategy is intended to move an organization from where it is currently to where it wants to be.

Consequently, a strategic plan for implementing EHRs in a midsize rural hospital would require an evaluation of what resources are needed, what type of training is required, and a timetable for implementation. In addition, health care providers in general and those operating in rural areas are faced with serious challenges in recruiting and retaining a qualified and motivated workforce (Hernandez & O'Connor, 2010).

Therefore, the strategic plan should also include an incentive component that will help motivate the 120 employees to complete the training and apply what they learned as soon as possible while engaging them with the importance of their work (Hernandez & O'Connor, 2010). Sequential steps that an HR professional must take to implement the strategic plan Although modifications may be required as the implementation proceeds, the following sequential steps set forth in Table 1 below can serve as a general framework in which the EHR initiative can be implemented.

Table 1 Sequential steps to implementing EHRs in a rural mid size hospital Step Description Assess practice readiness The first step in EHR implementation is to conduct an assessment of current practice and its goals, needs, and financial and technical readiness. With an accurate view of the level of preparedness, the hospital can design the rest of the implementation plan that meets their specific practice needs. Plan the implementation approach Planning draws on the information gathered during the assessment phase, to outline the hospital's EHR implementation plan.

Select or Upgrade to a Certified EHR Eligible health care professionals and eligible hospitals must use certified EHR technology in order to achieve meaningful use and qualify for incentive payments. Conduct Training and Implement an EHR System EHR implementation involves the installation of the EHR system and associated activities, such as training, mock "go-live," and pilot testing. Achieve Meaningful Use The penultimate phase of EHR implementation includes successfully attesting to demonstrating meaningful use of EHRs, and reassessing what has been learned from training and everyday use of the system.

Continue Quality Improvement The final step emphasizes continuous evaluation of the hospital's practice's goals and needs post-EHR-implementation to continue improving workflows that achieve the individual practice's goals while leveraging the functionality of EHRs.

Source: Adapted from How to Implement EHRs, 2016 at https://www.healthit.gov/providers-professionals/ehr-implementation-steps Review of companies that provide EHR systems As of March 2015, there were 779 certified EHR vendors, with Epic Systems, Allscripts, eClinicalWorks, NextGen Healthcare, and GE Healthcare accounting for more than half of the market share of primary certified EHRs for participating professionals (Health care professional EHR vendors, 2016).

Description of the technology required for implementation In order to qualify for governmental incentive programs, the Centers for Medicare and Medicaid Services simply state that, "Providers need an EHR that stores data in a structured format. Structured data allows patient information to be easily retrieved and transferred, and it allows the provider to use the EHR in ways that can aid patient care" (Certified EHR technology, 2016, para. 1).

Proposed training schedule for the 120 employees of the hospital The hospital should ensure that all 120 employees receive the full amount of training hours that are available from the vendor pursuant to its contract. It is important to note that all training should be conducted in a distraction-free setting and employees should not conduct any business during training sessions (EHR implementation lessons from the field, 2016).

Therefore, the proposed training schedule would provide for a paid (overtime) 3-hour block of instruction 3 days a week after normal business hours or 4.5 hours on Saturdays and Sundays (at the employees' preference) until all training hours are completed.