HIM FPX 3640 Assessment 2 EHR Life Cycle

HIM FPX 3640 Assessment 2 EHR Life Cycle

Carolyn Pollock

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Capella University

HIM 3640

Professor’s Name

May 2025

HIM FPX 3640 Assessment 2 explores the EHR life cycle, from SDLC stages to implementation challenges, using Medical Arts Health Care as a case study.

EHR Life Cycle

This study looks at the introduction of an Electronic Medical Records (EMR) system at Medical Arts Health Care, which is one of the large healthcare clinics that are situated within rural towns and founded in Houghton. However, going for the most recent technology came along with resistance, alongside objections from Dr. Mark Shebuski’s leadership. However, the transformation led to the improvement in a series of clinical processes, such as the efficiency of the workflow, accuracy in prescribing, and communication. This study will analyze the various stages of implementation and problems faced, as well as the benefits derived. Additionally, it will also discuss how to proceed with vendor selection and continuous education in EMR technology implementation in the health industry.

Case Summary

Medical Arts Health Care, which is one of the accredited Medicare rural hospitals based in Houghton, began its EMR system in the year 2006. It was aimed at assisting in increasing effectiveness, reducing errors and enhancing accessibility to the patient’s data. The program was initiated by Dr. Mark Shebuski. The program was objected to during the initial phase, such that some of the workers resigned because of the education process. After comparing several vendors, the hospital selected Praxis because of its features of compatibility, price, and compatibility. Despite the initial slowdown in production when the EMR was initially introduced, it has generally improved with time. Training and instruction enabled the workers to be more adaptable. This has also increased workflow, faster paperwork prescribing, and decreased the time spent searching for charts. Although it is actually true that some physicians still use paper, the clinic has made a significant improvement in billing, teamwork, and communication of treatment and plans to utilize EMR more in the future.

Understanding the Stages of the Systems Development Life Cycle (SDLC)

HIM FPX 3640 Assessment 2 EHR Life Cycle is named so because it is the Systems Development Life Cycle (SDLC), which is a sequence of processes used to develop tests, planning, and ultimately, the implementation of Information Systems (Mohan 2022). It is a systematic method of solving problems and ensures outstanding, high-quality systems and effectiveness. SDLC involves a sequence of critical steps like designing, planning the implementation phase, testing, and implementation, and regular monitoring (Mohan 2022). The above procedures are vital to the management of health IT projects that take time, and also a lot of effort, such as creating and installing EMRs (EMRs), which ought to be user-friendly and trustworthy in addition to being fully compatible with patients is important.

Planning and Analysis Stages

The planning phase is where the necessity for an innovative strategy is set, goals are determined, and the feasibility thereof can be determined. The stakeholders meet to discuss defining the project scope, timelines, funds, and risks involved in the process. Health clinics would determine the boundaries of papers in writing documents and then decide to solicit EMR implementation. In examination and appraisal, the implemented plan is tried along with patients’ needs are determined, and the functional needs of the software are set (Mohan 2022). The review process gives a better indication of workflow deficits, along with system controls to act as the basis for successful rollout and later optimization. This is the contemporary approach to how one designs the system, with the users being considered. Stakeholder group involvement during development cycles is regarded as a way of achieving a balance between effective design and user experience.

Planning and Analysis Phases

The initial planning stage is where the need for an innovative solution is established, objectives are established, and their feasibility can be ascertained. The stakeholders work together in defining how large the initiative should be, the timelines, the costs, and risks of the process. The health clinics would find the limitations of paper in creating documents and, therefore, choose to undertake EMR adoption. In the review and evaluation stage, the current method that is being utilized is assessed, as well as the needs of the patients are determined, and functional software requirements are determined (Mohan 2022). Reviewing the process provides additional insight into the weak points of the workflows, as well as guidelines for the system in order to form the foundation for successful deployment and further enhancement. HIM FPX 3640 Assessment 2 is a novel method of designing the system for users. The involvement of groups of stakeholders in development phases is viewed as a way of balancing the design against efficiency and the user experience.

Design, Implementation, Testing, and Maintenance Phases

The data structure, the model, and the user interfaces are designed based on analysis results. It is whether to implement a system that can be tailored to suit the requirements of the users and can be bought off the shelf, or whether to implement a brand new system with a clean sheet of paper. The process entails constructing the system, uploading details on staff, and educating them on it so they can apply it in their day-to-day activities (Mohan, 2022). Testing provides a means of defect detection and inspection of the functioning of the system in line with the regulations. Following the installation of the system, Maintenance begins with consistent upgrades of the system. User opinions are incorporated, and defects are corrected to allow the system to grow and will continue to improve. Adaptive and flexible systems are applied in contemporary and effective health facilities. They have rapid change and continuous growth in place.

Example of SDLC in a Healthcare Scenario

A prime example of SDLC is observed while implementing the Electronic Health Record (EHR) system in a small-sized hospital. The hospital was to adopt the system, and it was discovered that the hospital had to shift its records from paper to electronic upon adopting an electronic system to maximize the effectiveness and quality of care delivered to patients. Through research, the health professionals and IT professionals collected data by conducting interviews with individuals who use the system, like doctors, nurses, and administrative staff. The design came second.

HIM FPX 3640 Assessment 2 EHR Life Cycle

The friendly interface was designed based on the process of medical treatment. Once the installation was done, the installation itself was done prior to data migration from the previous system, which involved a few classes of courses that could be enrolled in by the students. The migration took a long time and went through a series of tests to ensure EHR compliance with the regulatory standards and function in real-world scenarios. When the EHR was put in place and was being monitored at the hospital level, it was able to monitor its performance. It also heard what it needed to hear from users and released an update that was directed toward keeping the system up to date with the technology.

Requirements for a Successful EHR Implementation in a Healthcare Organization

Strategic Planning and Stakeholder Engagement

An effective strategy that fits the mission of the company and is meant to complete the loopholes in the current system is the core of a seamless Electronic Health Record (EHR) release (Augustino 2024). The company was found not to be prepared for the project and the effect of communication-related issues, as well as the security threat. Effective plans must have an analysis of the necessity, a timeline, and a budget. Everyone who will be affected, like nurses, physicians and IT specialists, must be engaged at the initial stages of the process so that the process is matched with realistic approaches. Engaging them early enough in the process gives confidence, decreases resistance, and enables the changes to be effectively integrated within the process of implementation.

Training, Workflow Integration, and Interdisciplinary Communication

User training and workflow integration are important elements of effective EHR adoption (Ting and Co. 2021). For example, in such a Medical Arts Health Care scenario, without interprofessional alert communications and standards can lead to cataclysmic errors in the use of drugs. The inbuilt procedures of alerts, procedures, communications, as well as documentation protocols, specially designed in accordance with the workflows of certain departments, are decisive factors in successfully implementing EHR. Each and every one of them must be trained to operate the system according to their technological expertise and utilize it to support them in their work under guidance. Regular training sessions and simulations with role-based hands-on courses and frequent simulations aid in increasing user confidence, as well as minimizing errors.

Example: Alert-Driven EHR in Minimizing Errors

The example scenario uses EHR to improve alarm monitoring on the pump. If the system is designed with real-time alarms and multidisciplinary professionals’ access, physicians, nurses, and pharmacists are able to take action on alarms together, and an event that could have resulted in an insulin overdose would have been avoided. An efficient EHR that includes safety alerts with escalating communications channels and an automatic recording mechanism would allow all the members of the team to respond in a timely fashion and quickly and effectively, which would ensure patient safety and optimize coordination in the treatment.

Migration Plan for EHR Implementation in Medical Arts Health Care

Assessment and Data Mapping Phase

The first step towards the success of the EHR transformation strategy is to conduct an in-depth analysis of processes, workflows, and even data organization (Kalkatawi 2025). The lack of an electronically integrated system can be seen in the lack of continuity within the communication system of Medical Arts Health Care by physicians, nurses, and pharmacists. Patients’ current medication records, such as prescriptions, alarm settings, prescription history, and infusion pump reports, among many other records, have to be cleaned and pulled and moved over into the new EHR field on the system (Romp and Co., 2024). The HIM FPX 3640 Assessment 2 EHR Life Cycle will help ensure that all critical information will not be lost in the course of the transfer, as well as help to ensure that all data is organized in a way that there is consistency across the departments.

Technical Migration and Pilot Testing

Once the data mapping process has been done and the data mapping is finished, the next step is the migration process. It entails storing previous records, and then reformatting their forms into appropriate ones, and then transferring them into new EHR systems. It is advisable to go step by step, i.e., beginning with a pilot system, such as in the same facility in which it occurred. This facility can ensure the system is working properly, and communications to the devices (e.g., infusion pumps) can ensure that the communications protocols and signals work properly (Romp and 2024). The technicians must monitor the process, be sensitive to issues, and correct them before a more comprehensive installation is initiated.

Evaluation and Full-Scale Implementation

During the following stage of the pilot, the plan will include objective measurement of process effectiveness and staff satisfaction alongside workflow compatibility (Kalkatawi 2025). The feedback of the users during this phase will be utilized to sharpen the training program, modify templates as well, and determine threshold values for alerts. The standard used in evaluating if an EHR is effective is data accuracy, user quality, and the speed with which they respond to alarms, along with their safety for the patients (Classen and colleagues, 2023). If all these requirements are fulfilled, then EHR can be installed in the whole organization step by step with ongoing support and periodic monitoring for effectiveness. This system is made available to turn it into Medical Arts Health Care so that it not only provides a hassle-free transition but also improves interdepartmental communication and minimizes the risk of error while administering drugs.

Workflow and Needs Assessment for EHR Implementation in Medical Arts Health Care

Understanding Existing Workflow Deficiencies

The initial step toward EHR implementation is carrying out an in-depth workflow analysis to determine the existing problems with efficiency, issues, and points of congestion. In this case, for example, in Medical Arts Health Care, the inability of nurses to warn the insulin pump resulted in an overdose in the hospital. The research also revealed serious problems with the process. The alarms were not continuous during procedure escalation, and departments diverged in communications due to the inability to share data in real-time (Ferreira and her coauthors, 2024). There should be a proper review of clinical practice responsibility and interdepartmental communication functions to provide a guarantee that the EHR will possess the capability to integrate with the day-to-day responsibilities of healthcare professionals worldwide.

Carrying out an All-Inclusive Needs Assessment

In addition to the workflow study, a requirements study determines the nature of the requirements of the equipment, functionality, and facilities that each department must be linked to the EHR system. It involves looking into the clinical data record procedures in addition to alarm and communication channel integration pharmacists use (Akinyemi and colleagues, 2022). Specifically, a group of nurses might need instant alarms pertaining to the patient’s vital information in conjunction with notifications to a mobile device. Physicians might also need more access to prescriptions and lab information. If there are requirements to be quantified that are being considered, the program needs to have an active involvement by the staff through interviews, surveys, focus group discussions, and interviews, so that they can ensure customer-focused design and development of the system, and as per market requirements.

Evaluation Standards for Workflow and Needs Reconciliation

In order to design the process to be effective, redesigning and the need to evaluate the process effectiveness, there are evaluation standards to be established. This standard is accuracy as well as the response time against faults or alarms, and the accuracy of communication and documentation among disciplines (Lindsay and Lytle 2022). Other variables such as patient satisfaction level, education success rate, and even acceptance level of the system are contrasted in order to establish whether the new EHR enhances the efficiency of healthcare services in addition to the security of the patients. To Medical Arts Health Care, such assessments are pivotal in that the system can correct the communication problem that resulted in the insulin infusion and prevent future accidents from occurring.

Conclusion

The implementation of the Electronic Medical Records (EMR) system at Medical Arts Health Care best represents the promise of transformational electronic healthcare technology capable of optimizing the efficiency of healthcare by reducing errors and improving coordination among healthcare medical practitioners. In spite of the early resistance from the staff and reduced productivity as the process went on, the Methodology adopted by the medical clinic (purposive selection of the healthcare provider and continuous training and acceptance step by step of the technology) led to sweeping changes in workflow precision of prescriptions as in the manner they communicate. This case study is effective in bringing out the necessity for a proper implementation plan with training for participants and ongoing education, along with ongoing support to ensure that the process runs smoothly with EMR technology. This case study of Medical Arts Health Care can serve as a model for other healthcare centres that would like to make use of advanced technologies that are able to enhance the quality and security of patient care.

References

https://doi.org/10.4102/sajim.v24i1.1472

https://doi.org/10.1108/GKMC-05-2024-0264

https://doi.org/10.1001/jamanetworkopen.2023.33152

https://doi.org/10.3390/healthcare12191967

https://doi.org/10.1007/s44250-025-00186-x

https://doi.org/10.1055/a-1868-6431

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