NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Name

Capella university

NURS-FPX 6416 Managing the Nursing Informatics Life Cycle

Prof. Name

Date

Needs Assessment Meeting with Stakeholders

Part 1: Introduction

Hello, I am Manjit, a nursing informatics specialist managing initiatives to modernize healthcare technology. I am leading the effort to transition from our outdated manual documentation system to a new Electronic Health Record (EHR) platform. This project is crucial to overcoming the limitations of our current process, which averages 20 minutes for data retrieval and suffers from a 5% error rate due to incorrect filing, causing treatment delays and information security risks (Ngusie et al., 2022). Our plan spans six months, divided into three phases:

Phase	Duration	Focus
Phase 1	First 2 months	Selecting the best EHR solution and training stakeholders
Phase 2	Months 3-4	Deploying the system with thorough evaluation and refinements
Phase 3	Months 5-6	Assessing effectiveness and implementing necessary changes

The objective is to create an advanced healthcare setting characterized by increased efficiency, accuracy, and patient-centered care. Implementing the EHR system aims to improve the quality of care, reduce errors, and enhance patient outcomes by enabling rapid access to information and integrating decision-support tools (Gates et al., 2020). This initiative aligns with our strategic vision to advance healthcare delivery through innovative, secure, and efficient patient management solutions.

To ensure a smooth transition, we will adopt comprehensive change management strategies. These include proactive communication plans with frequent updates, interactive workshops, specialized training tailored to different user groups, and strong leadership involvement to foster engagement and endorsement. Feedback mechanisms and recognition for early adopters will help overcome resistance and ensure successful system implementation, positioning our institution at the forefront of healthcare innovation (Fennelly et al., 2020).

Part 2: Questions and Explanation

Current and Desired State of the Health Information System

Our current health information system relies on physical documentation, which is time-consuming and prone to damage or loss, posing risks to patient safety (Ngusie et al., 2022). Paper-based records hinder information sharing and accessibility, negatively affecting care continuity despite staff expertise and detailed documentation. Transitioning to an EHR system offers a transformative solution by significantly reducing data retrieval times from minutes to seconds, providing real-time updates, and supporting rapid clinical decisions (Murray et al., 2021).

The EHR platform also strengthens data security and recovery capabilities, reducing data loss risk and improving reliability. Integration with other medical technologies will minimize manual data entry errors and automate updates such as laboratory results, improving accuracy and workflow efficiency. The consolidated platform enhances communication across departments, streamlines access, and simplifies training, thereby improving overall patient care quality (Gatiti et al., 2021).

Risk Assessment of the Current System

Stakeholders report several issues with the manual documentation system, including a 6% error rate from misfiling or incorrect entries, which compromise care quality and increase staff workload (Guto, 2023). Retrieving physical records consumes an average of 20 minutes, causing delays in urgent care—as evidenced by a case where system glitches extended treatment time by 16 minutes (Khumalo, 2020). Moreover, the absence of automated alerts results in missed critical notifications, endangering patient safety.

Data privacy and legal risks are significant concerns due to the vulnerability of paper records to loss or unauthorized access. A recent incident involving misplaced patient files highlighted the urgent need for improved confidentiality and regulatory compliance (Shah & Khan, 2020). The EHR system addresses these risks by automating data input, improving accuracy, enabling immediate access and recovery, and incorporating alert systems for emergencies. Advanced security protocols and access restrictions will safeguard patient data and ensure compliance with legal standards (Shah & Khan, 2020).

Information System User Best Practice

Stakeholders emphasized the importance of adopting evidence-based practices to optimize the new EHR system. Continuous staff training is vital to maintain proficiency in system use, reduce errors, and boost user confidence. Research demonstrates that ongoing education enhances data quality and user acceptance (Zheng et al., 2020).

Clinical decision support tools embedded in the EHR will guide healthcare providers with automated alerts and protocol reminders, improving adherence to guidelines and reducing adverse drug events (Dort et al., 2020). Data analytics capabilities will enable prediction of patient demand and optimize resource allocation, contributing to shorter wait times and higher patient satisfaction. These features collectively ensure that the EHR system supports superior clinical outcomes and organizational efficiency.

Technology Functionality and Workflow

Technology Functionality

Two key capabilities are required for the EHR system: integration with existing medical record systems and robust IT infrastructure. Integration enables seamless information exchange across healthcare settings, reducing redundancy and improving coordination. Connectivity with regional health networks and specialized services ensures patient data is comprehensive and current, facilitating clinical decisions (Butler et al., 2020).

Adequate hardware, including powerful data centers with failover capacity, is essential to handle growing data volumes and maintain system performance. This infrastructure underpins the reliability and scalability of the EHR system, supporting advanced features and quality care delivery.

Workflow and Communication

The EHR system will automate routine tasks such as scheduling, billing, and record updates, enhancing efficiency. Automated reminders reduce missed appointments and improve treatment adherence. Built-in messaging and notification tools will foster seamless communication among clinicians, enabling rapid alerts for abnormal results or critical events, thereby enhancing patient safety (Mullins et al., 2020).

The secure communication platform will replace less efficient methods like phone calls or faxes, reducing errors and miscommunication. For instance, secure messaging facilitates real-time clinical discussions, clarifying treatment plans and minimizing delays (Fennelly et al., 2020). These innovations will create a more organized, responsive healthcare environment by easing administrative burdens and promoting collaborative care.

Data Capture

The EHR system will improve data collection by enabling real-time entry and reducing transcription errors. Advanced validation checks and alerts will ensure that data meets clinical standards, increasing record accuracy and completeness (Melton et al., 2021). The system will integrate data from various sources—lab results, imaging, and clinical notes—into a unified database accessible at the point of care, improving diagnostic accuracy and care coordination (Dort et al., 2020).

Process and Outcomes

Adoption of the EHR system is expected to enhance patient safety and care quality. Evidence shows that EHRs reduce medication errors by improving clarity and accuracy of information. Clinical decision support within the system promotes adherence to evidence-based guidelines, decreasing adverse events (Shah & Khan, 2020).

Continuous data monitoring enables early detection of health trends, supporting timely interventions that reduce readmission rates. By improving data accuracy, facilitating best practices, and enabling proactive management, the new system will elevate healthcare standards, reduce errors, and optimize patient outcomes (Gates et al., 2020).

Conclusion

Transitioning to a new EHR platform will markedly improve data accuracy, workflow efficiency, and patient care outcomes. Automation of routine tasks, enhanced communication, and integrated decision-support tools will resolve existing system inefficiencies and support clinical excellence. This project aligns with our strategic goals to advance healthcare delivery through technology, fostering timely, informed, and patient-centered care.

References

Butler, J. M., Gibson, B., Lewis, L., Reiber, G., Kramer, H., Rupper, R., Herout, J., Long, B., Massaro, D., & Nebeker, J. (2020). Patient-centered care and the electronic health record: Exploring functionality and gaps. Journal of the American Medical Informatics Association Open, 3(3), 360–368. https://doi.org/10.1093/jamiaopen/ooaa044

Dort, B. A., Zheng, W. Y., Sundar, V., & Baysari, M. T. (2020). Optimizing clinical decision support alerts in electronic medical records: A systematic review of reported strategies adopted by hospitals. Journal of the American Medical Informatics Association, 28(1), 177–183. https://doi.org/10.1093/jamia/ocaa279

NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Fennelly, O., Cunningham, C., Grogan, L., Cronin, H., O’Shea, C., Roche, M., Lawlor, F., & O’Hare, N. (2020). Successfully implementing a national electronic health record: A rapid umbrella review. International Journal of Medical Informatics, 144(104281), 104281. https://doi.org/10.1016/j.ijmedinf.2020.104281

Gates, P. J., Hardie, R.-A., Raban, M. Z., Li, L., & Westbrook, J. I. (2020). How effective are electronic medication systems in reducing medication error rates and associated harm among hospital inpatients? A systematic review and meta-analysis. Journal of the American Medical Informatics Association, 28(1), 167–176. https://doi.org/10.1093/jamia/ocaa230

Gatiti, P., Ndirangu, E., Mwangi, J., Mwanzu, A., & Ramadhani, T. (2021). Enhancing healthcare quality in hospitals through electronic health records: A systematic review. Libraries. https://scholars.aku.edu/en/publications/enhancing-healthcare-quality-in-hospitals-through-electronic-heal

Guto, R. (2023). Meta-analytical review on the adoption of ICTS in medical records management as a catalyst to better health care service delivery. Journal of Social Work, 1(2). https://greatjourns.com/myfiles/pdfupload/RICHARD%20MANUSCRIPT%202023.pdf

Khumalo, A. (2020). Progressing towards effective record-keeping in Multidisciplinary Team Meetings. https://www.diva-portal.org/smash/get/diva2:1516586/FULLTEXT01.pdf

Melton, G. B., McDonald, C. J., Tang, P. C., & Hripcsak, G. (2021). Electronic health records. Biomedical Informatics, 467–509.

https://doi.org/10.1007/978-3-030-58721-5_14

Mullins, A., O’Donnell, R., Mousa, M., Rankin, D., Meir, B. M., Skinner, B. C., & Skouteris, H. (2020). Health outcomes and healthcare efficiencies associated with the use of Electronic Health Records in hospital emergency departments: A systematic review. Journal of Medical Systems, 44(12). https://doi.org/10.1007/s10916-020-01660-0

Murray, L., Gopinath, D., Agrawal, M., Horng, S., Sontag, D., & Karger, D. R. (2021). MedKnowts: Unified documentation and information retrieval for electronic health records. The 34th Annual ACM Symposium on User Interface Software and Technology, 1169–1183. https://doi.org/10.1145/3472749.3474814

NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Ngusie, H. S., Kassie, S. Y., Chereka, A. A., & Enyew, E. B. (2022). Healthcare providers’ readiness for electronic health record adoption: A cross-sectional study during pre-implementation phase. BioMed Central Health Services Research, 22(1). https://doi.org/10.1186/s12913-022-07688-x

Shah, S. M., & Khan, R. A. (2020). Secondary use of electronic health record: Opportunities and challenges. IEEE Access, 8, 136947–136965. https://doi.org/10.1109/access.2020.3011099

Ting, J., Garnett, A., & Donelle, L. (2021). Nursing education and training on electronic health record systems: An integrative review. Nurse Education in Practice, 55, 103168. https://doi.org/10.1016/j.nepr.2021.103168

Zheng, K., Ratwani, R. M., & Milstein, J. (2020). Studying workflow and workarounds in electronic health record–Supported work to improve health system performance. Annals of Internal Medicine, 172(11), S116–S122. https://doi.org/10.7326/m19-0871