Health Care Information System Briefing
Debra Paul
HCS/483 Health Care Information Systems
University of Phoenix – Cypress Creek
September 13, 2012
Norma L. Lloyd
Week Three Assignment Health Care Information System Briefing
In the health care industry today organizations are continually in search of new advances in technology relating to information systems to implement and keep the competitive advantage in administrating the best patient health care. Improving the quality of care and service while attempting to reduce costs within the organization is paramount in the way organizations must function and survive today with regard to health care. Implementing an information system is a big challenge, which is why choosing the correct information system is vital to the organization in assisting and ensuring that the goals are met. The decision-making process involves various roles that stakeholders, clinicians, administrative, and patients play in the process to decide which system best suits the organization (eHealth Initiative, 2011). This briefing will confer the process of selecting and acquiring an information system, how the organizations goals drive the selection, and the roles of the organizations stakeholder play in the selection and acquisition process.
Process for Selecting and Acquiring an Information System
Stakeholders from each department must participate in the system selection process from the start. The importance for team members to exchange his or her expertise and clarify terminologies and work processes is vital to ensure that the data in the prospective system flows between departments without confusion. The structure of an information system selection normally establishes two committees to manage the entire process; however will vary, depending on the size and philosophy of the facility. The first committee to form is a steering committee that consists of administrators who can identify pertinent issues at the institutional level, decide strategic plans, and make operational decisions. The second, a system selection task force, which includes staff who can identify the functional requirements of the information systems, conduct site visits, evaluate the functions in detail of other potential systems, and work directly with vendors. In some cases, an external consultant may be necessary to provide expertise to the team in any phase of the selection process (Nahm, Mills, & Feege, 2006).
In this briefing the discoveries of various activities occur in the system acquisition process, which come from a reputable vendor. The previous paragraph gives a description of the first step of the eight key activities; establishing a steering committee and appointing a strong project manager. The following are the remaining seven steps necessary to implement into the system process for successfully achieving the goals of the organization; (2) defining project objectives, (3) screening the vendor marketplace, (4) determining system goals, (5) establishing system requirements, (6) developing and administering a request for a proposal or request for information, (7) evaluating vendor proposals, and (8) conducting a cost-benefit analysis on the various options (Wager, Lee, & Glaser, 2009).
How an Organization’s Goals Drive the Selection
A company’s goals and standard operational procedures significantly can influence the choice of which informational system an organization decides to implement as well as understanding the importance of clarifying Statements of Purpose (SOPs) and goals the company wishes to adhere to. The design of an effective information system helps the organization accomplish tasks easier and more rapidly than systems or routines currently in place within the organization (Nahm, Mills, & Feege, 2006). Aligning the system goals with the strategic goals of the organization should serve as the measures of success throughout the systems acquisition process when implementing a new information system. The organization’s stakeholders should see the need to increase tasks in certain areas, which bringing in an effective information system certainly will help address these particular needs. The organization must be certain that acquiring the information system will help accomplish the goals for the organization (Wager, Lee, & Glaser, 2009.
Roles of the Organization’s Stakeholders
A system selection process should be an interdisciplinary endeavor involving necessary stakeholders who play a vital role in the selection of the information system and acquisition process. A stakeholder can either be internal or external as well as a primary or secondary to the organizational environment. Primary stakeholders have a direct stake in the success of the organization whereas secondary stakeholders have a public or special interest in the organization. Primary stakeholders are the main financial providers and play a vital role in the acquisition process when implementing the new system. The primary stakeholders want to be certain that the investment made is for the right information system that will be both beneficial to stakeholders and the organization (Nahm, Mills, & Feege, 2006). Committees are stakeholders whose roles support interdisciplinary implementation initiatives acting as representatives within his or her sectors, advisors to the organization’s Board of Directors, and act as points-of-expertise. Patients or customers are a secondary stakeholders who play the vital roles of participating in focus groups, supply input, and raise issues as they arise, which the system the organization is trying to implement becomes the basis of these roles (eHealth Initiative, 2011).
Conclusion
The design of effective information systems is to develop and improve the organization’s tasks and goals. The importance of selecting to implement the correct and most effective information system brings about many challenges for stakeholders and the organization itself. When implementing the new information system certain steps are necessary to take that will assist the organization in the decision process to ensure the stakeholders make an accurate decision. One main factor in the decision process is to make certain that the new system will meet and accomplish the goals of the organization, which the roles of the stakeholders are making the best choice for the organization. In the health care industry today implementing a new information system is imperative to meet the quality and standards set for the organization to succeed. Deciding and embracing which information system best suits the organization can be difficult and require a tremendous amount of work; however taking the time and researching the system fully can deliver the success of the goals set by the organization (Nahm, Mills, & Feege, 2006). References eHealth Initiative. (2011). Setting up a Governance Structure: Stakeholders Roles and Needs. eHealth Initiative Organization. Retrieved from http://www.ehealthinitiative.org/setting-up-a-governance-structure/stakeholders-roles-and-needs.html
Nahm, E., Mills, M., & Feege, B. (2006). Long-term care information systems: an overview of the selection process. Journal Of Gerontological Nursing, 32(6), 32-38.
Wager, K. A., Lee, F. W., & Glaser, J. P. (2009). Health care information systems: A practical approach for health care management (2nd ed.). San Francisco, CA: Jossey-Bass.