The hard work is done, the decision has been made which software vendor that is going to be used, now you’re ready to take the plunge in the world of electronic medical record. Most electronic medical record implementation will proceed on time with involvement of their participants and able to achieve their goals, others will find it a struggle, only obtaining partial success or in extreme cases no success at all. Many implementations issues are common in small and large organizations alike. With larger organizations due to their complexity, are more likely to have team issues and small organizations due to their limited resources and experience, will falter especially with technology issues.
Everyone within the organization will play a part in the success and failure of the electronic medical record implementation, some will play a bigger part than others, but they will need to ne acknowledged and clearly understood from the beginning. Electronic medical record project will definitely need good management, but will need a vast involvement of stakeholders, a motivated team and having excellent communication plan in place. EMR’s are very complex and you will need to understand the capabilities and determine how it can be used to improve current paper based office processes. Expectations and Goals Setting measurable and specific goals that you want to accomplish will help assist in what constitutes failure or success. “Establishing goals that are ambitious, but achievable, can be motivating.
Yet it’s important to understand your user’s needs and to make sure they understand and share the stated goals. Otherwise they might not play along, destroying your implementation plans”. Kenneth G. Adler, (2007). It is always best to monitor and communicate progress or terms of achieving those goals. Having an implementation team composed of key stakeholders that can design and monitor the implementation process, a project manager should be able to direct the actual implementation and should be able to collaborate, rather than being a dictator.
It can’t be said enough how important it is to plan for the eventual outcome of your EMR implementation. Write the plan down, use all resources that are available to ensure the success of the plan, a key factor of planning is to have a workflow redesign. The electronic medical record implementation will allow the opportunity to improve some of the less efficient processes through automation and with fewer steps. This will also allow to determine if the process can be improved by comparing it to a workflow diagram that was created of the EMR process that will accomplish the same thing.
Roles in Change
The ultimate goal in change management will be to engage employees and encourage them to adopt the new way of doing their jobs. Whether it be job role, organizational structure change, systems or all of the above, successful change will be greatly depended upon its employees are willing to change their daily workflow and behavior. This is the essence of change necessary for an initiative to be successful and deliver value to the organization.
The deployment of electronic medical record really doesn’t concern technology but more about equipping the organization in order to attain its goal and objectives through providing employees, and patients with the technical capabilities that will promote the use of new inventions. Implementing the electronic medical record involves engaging everyone to the change process. Implementing electronic medical record into the organization will mean making Relationship Between the System, Process, Professional, and Personal Roles, and the Effect to the Project Change
The main goal in change management is to involve employees, encourage, and to support them as they adjust to the new way of doing their job. The change will only be successful when the organizational systems, processes, organizational structure, and job roles and other essential aspects has been considered. This simply means that all employees must change their workflow and behavior. This is very crucial of change management to be able to initiate and mobilize the needed changes for the success if the organization in obtaining their objectives and goals.
Management will be responsible for enabling and managing change for everyone so that they can move together and in unison in order to obtain the goals of the project. Management should the process of change within the organization which will be affected by various forces such as technical and scientific knowledge, the roles of the professionals, changing technology, and changing demographic trends in the organization. “Organizational changes requires change in the status quo and the need to implement new paradigms. Every element in the organization has to be redesign and examined to ensure that they fit the intended purpose and to deliver results.
The elements which compromise an organization are the tools, people, work processes and the structure. Structure is the traditional boundaries of decision making and authority and it identifies the vital personnel who are responsible in driving the business forward”. Organization Change Plan, (2012). Employees are the ones who will need a set of skills within the organization. The work processes will determine how the work is done at every level and department. The tools needed to determine the resources needed in supporting the change process will be the necessary equipment and physical facilities ranging from managing and reporting stem. Written documents of policies, hardware and software tools, manuals, procedures and tools of compensation.
Communication is a very important factor in the change process. Having frequent verbal and written messages will help the organization to describe the desired goals. It is up to the senior management team to inform employees why the introduction of the electronic medical record has to be achieved and what could happen if this change is not made. Management must also convey to employees a clear and concise expectation from the beginning and to explain how they will support and prepare them for the success to come.
Effective communication will require the use of new methods and efforts to improve performance in the organization. Management should be able to plan, motivate, solve conflicts, negotiate and to apply a style of leadership which is participative, and be able to create and provide an agreeable work climate through integrating and coordinating the internal communication. Every stage of the electronic medical record implementation require the need of effective communication techniques.
Communication face to face with every employee of the organization would be very electronic medical record. This will help clear up any misconceptions and myths which employees would have concerning the change process. This will also help employees in the organization to have confidence in the process and to clear any doubts such as losing their job among many other misconceptions they may have. The primary goal of communication techniques is essential to reinforcing the process of change. The goal of electronic medical record is to gain and fulfil enthusiasm throughout the entire organization which will involve each employee and the setting up realistic approach of managing the project.
The strength and opportunities should be a positive influence that should exploit to efficiently implement the project. Threats and weaknesses can hinder, harm or destroy the electronic medical record implementation. Monitoring is a key factor at the implementation phase this is to ensure that the project implemented is on schedule.
“Monitoring is also important to ensure that activities are implemented as planned. This helps the implementers to measure how well they are achieving their targets. This is based on the understanding that the process through which a project implemented has a lot of effect on its use, operations and maintenance”. Phil Bartle, PhD, (2014).
When a project implementation is not on point, there will be a need for project managers to ask themselves this question, what is the best way to get there? There is however a very close and mutually supportive relationship between monitoring, implementation, and planning. None of these can be isolated from the other two, upon doing any of three the implementation and planning have to cater to the other two. It is essential that you remember all the tools needed in order to get to the goals and objectives of the organization
Adler, K.A., MD, MMM, (2007). How to Successfully Navigate Your EMR ImplementationRetrieved from www.aafp.org
Bartle, P., PhD, (2014). Monitoring, Planning and Implementation. Retrieved from
Organization Change Plan, (2012). Retrieved from www.customwritingtips.com