Information System Briefing Essay
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A health care organization must stay up-to-date on the information systems that are available to provide its patients with the best care possible. In the MIS Quarterly, a magazine that covers computer businesses, an article stated: “Selecting and effectively pursuing the right information system and technology can be a key factor in sustaining corporate viability and prosperity” (Bacon, 1992, Abstract section, para 1). The following paragraphs will explain the process the Patton- Fuller Community Hospital will utilize in selecting and acquiring an information system, the goals that drive Patton Fuller to select a particular system, and the roles the organizations stakeholder’s play in the selection and acquisition process.
Selection and Acquisition
The process for selecting and acquiring an information system can be an overwhelming and time consuming task. In working on this brief, I found a sizeable amount of vendors that supply information systems to health care organizations. To make this process simple and easy, the first essential step Patton-Fuller must accomplish is to set up a committee that will oversee the purchase of the information system.
This committee will consist of people involved in key decision-making choices on both the patient and business side of the hospital. This includes the nursing staff, receptionists, doctors, managers, partners, and members of the board of directors. The committee will be in charge of handling the process from start to finish. The members will supervise the project by making major decisions in regard to the policies that everyone will follow, and making certain the project adheres to the allotted budget.
The committee will first perform a review of the different departments and gain an understanding of what the departments would most like the system to do. Next, the committee will write and submit a request for proposal (RFP) to select prospective vendors. An RFP is an outline that allows a vendor to know specific information about an organization and what the organization wants to achieve with the new information system. The specific information may include, but is not limited to: an organization’s location and size, current management systems, network and computer hardware information, the organization’s desired requirements for the new system, information on the system about network and hardware requirements, how the product performs, product ratings, the cost, training and implementation plans, warranties, maintenance and support for the system, and contractual information on the system (Adler, 2005, Step 3: Write a Request for Proposal section).
Once the proposal has been sent out, the committee will begin to receive feedback from vendors. The committee will need to begin a selection process and narrow down their options based upon the criteria that it has already deemed necessary. When the committee has reached a number of vendors it feels are sufficient, the committee will proceed to attend vendor demonstrations, and visit sites where the system is already in place. This will allow the committee to a have hands on view of how the system looks and runs. As the committee visits each vendor, they will keep a chart ranking each system. This will help narrow down the process even more (Adler, 2005, Step 6, 8, and 9).
The last step in selecting and acquiring an information system is to pick a finalist. This decision is based upon the vendor who has the best system that can fulfill the criteria that the committee has set. The committee will need to gain approval from the Patton- Fuller Community Hospital stakeholders and board members before the system can be put to use in the hospital. Once approval has been met, the organization and vendor will hammer out a contract that details the finer points.
Patton-Fuller Community Hospital has specific goals to hire, train, and employ the best in their organization, pay competitive wages, abide by federal, state, and local laws and procedures to maintain low risk care, and reduce litigation, and offer skill enhancing and leadership training development programs (Patton-Fuller Community Hospital, 2011, Strategic Goals, Operational Goals). The goals that Patton-Fuller has in place are calculated to fit with its short and long-term strategic planning. An information system is capable of helping Patton-Fuller achieve these goals by closing the gaps between the current and future state of the hospital. An information system is made to process data. In a health organization, where countless patients are seen for various reasons, considerable data is being entered into computers.
When a health care organization is running on a system too small, old, or outdated, information cannot be processed in a quick and timely matter. With a new information system, Patton-Fuller Community Hospital will be able to access and update patient charts, and send and receive test and diagnostic results. This will allow costs to be cut by eliminating duplicate and repetitive testing. Cutting costs leads to more money spent on medical equipment, new facilities, higher wages, and more training for employees. Furthermore, the new information system will reduce medical errors, such as drug interactions that result allergic reactions or incorrect amounts of medication given. It will also cut down on miscommunication that can occur with hand-written prescriptions. This will result in a reduction of litigation and the ability to maintain low risk care.
Stakeholders play a vital role in selecting an information system. Stakeholders are the people invested in making sure the hospital continues to run at its best. They are the employees, management, patients, community, medical staff, business partners, and vendors of Patton-Fuller Community Hospital. In short, the stakeholders contribute and receive some form of payment from the health care organization, be it monetary, service, or health related.
A hospital staff is interests lies in a smooth transition for both the patients and the staff concerning the delivery of health care and running a hospital. There will be less wait times for everyone with the implementation of a new information system. Patients will have their information securely stored and readily accessible. Business partners and vendors will have a definitive and easy approach to inputting data and being paid. If Patton-Fuller is successful, so is the community. Stakeholder’s interest lies in the success or failure of Patton-Fuller Community Hospital.
Implementing a new information system into a health care organization is a time-consuming endeavor critical in providing quality care to patients. Crucial steps must be applied and followed to ensure that the needs of all departments in the organization are met. A committee would be in charge of selecting and acquiring the information system from start to finish, and the goals of Patton-Fuller must be in sync with the system selection. The stakeholders play a vital role in the selection and acquisition process because the success of Patton-Fuller is vital to their success. Overall, the execution of a new information system can accelerate the manner in which organizations provide health care to consumers.
Bacon, C. (1992). The Use of Decision Criteria in Selecting Information Systems/Technology Investments. MIS Quarterly, 16(3), 335-353. Retrieved from http://web.ebscohost.com.ezproxy.apollolibrary.com/ehost/search/basic?sid=fbc00a0b-ce62-44fe-91bc-6b0d8721ef1b%40sessionmgr13&vid=1&hid=8 Adler, K. (2005). How to select an electronic health record system. Family Practice Management, 12(2), 55-62. Retrieved from http://web.ebscohost.com.ezproxy.apollolibrary.com/ehost/search/basic?sid=fbc00a0b-ce62-44fe-91bc-6b0d8721ef1b%40sessionmgr13&vid=1&hid=8 University of Phoenix. (2011). Virtual Organizations. Patton-Fuller Community Hospital. Retrieved from https://ecampus.phoenix.edu/secure/aapd/cist/vop/Healthcare/PFCH/index.asp Duke University Medical Center. (2005). Patient Safety-Quality Improvement: Who are the stakeholders in healthcare?. Retrieved from http://patientsafetyed.duhs.duke.edu/module_a/introduction/stakeholders.html Webster, Amanda. (2012). Benefits of Hospital Management Information Systems. Retrieved from http://www.ehow.com/list_6902712_benefits-hospital-management-information-systems.html