MHA FPX 5064 Assessment 1 Health Information Technology Needs Analysis
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Name
Capella university
MHA-FPX5064 Health Information Systems Analysis and Design for Administrators
Prof. Name
Date
Components of a Health Information Management (HIM) System
Overview
A Health Information Management (HIM) system is designed to organize, store, and manage patient information efficiently, supporting both clinical and administrative operations across healthcare organizations. The ultimate goal of a HIM system is to facilitate the seamless exchange of health data among departments, ensuring improved patient outcomes, enhanced workflow efficiency, and compliance with regulatory standards (Deokar & Sarnikar, 2016).
A well-integrated HIM system enables healthcare providers to access accurate, real-time information necessary for clinical decision-making, while also supporting administrative processes such as billing, scheduling, and human resource management. The following table highlights various hospital departments, their IT needs, and an assessment of whether those needs are being met effectively.
Departmental IT Needs and Assessment
| Department | IT Needs (Clinical) | IT Needs (Administrative) | Needs Met or Not Met? |
|---|---|---|---|
| Admissions/Intake | Collection of patient demographics, communication of workflow among departments | EHR, patient intake forms, and registration software | Partially met – Workflow inconsistencies exist due to EHR misalignment with departmental processes |
| Human Resources | Maintain accurate staff records related to training and certification | Payroll management, employee performance tracking, and personnel management systems | Mostly met – Redundant data entry occurs due to system segregation from clinical platforms |
| Nursing Services | 24/7 unit scheduling, access to doctors’ orders, and discharge planning | Integration with supply chain and patient scheduling software | Met with challenges – Nurses report usability differences and inconsistent system navigation |
| Imaging | Scanning and storing digital patient images | Radiology Information System (RIS) and PACS integration | Met – Systems efficiently store and retrieve images |
| Billing | Support financial reimbursement accuracy and compliance | EHR integration for charge capture | Not met – Frequent errors require manual corrections, consuming time and resources |
| Clinical Laboratory | Ordering and tracking lab tests | Laboratory Information System (LIS) integration with EHR | Partially met – LIS meets operational needs, but EHR fails to store results consistently |
| Facilities & Maintenance | Security, patient transport, and supply management | Building management, EHR access, and inventory systems | Met – Systems effectively support daily operational activities |
| Rehabilitation & Therapy | Documenting and tracking patient progress | EHR access and progress monitoring tools | Not met – Frequent EHR downtimes hinder documentation accuracy |
| Medical Records Department | Access to patient data for administrative and billing tasks | EHR and data exchange platforms | Met – Records are accessible and efficiently shared across facilities |
| Emergency Services | Order and receive lab and imaging results for emergency patients | Clinical Decision Support (CDS), EHR, and Medical Information System (MIS) | Partially met – CDS system not consistently updated with current patient information |
| Operating Room | Track surgical procedures and patient care | Scheduling, pharmacy, and EHR integration | Met – Systems function effectively for perioperative care |
| Intensive Care Unit (ICU) | Monitor patient conditions and test orders | EHR and central supply coordination | Partially met – Incomplete updates in patient problem lists |
| Information Systems (IT) | Manage network bandwidth, server capacity, and telemedicine | EHR and database administration | Not met – Communication gaps delay issue resolution |
| Hospital Pharmacy | Track medication inventory and usage | EHR integration and medication management | Partially met – Integration gaps between EHR and pharmacy software |
| Behavioral Health Unit | Track and document patient treatment progress | EHR and progress monitoring | Not met – System accessibility and usability issues persist |
Summary of Findings
The overarching purpose of an HIM system is to enhance the accessibility, reliability, and usability of patient data across all healthcare functions. By leveraging Electronic Health Records (EHRs), hospitals can improve decision-making, minimize medical errors, and streamline both clinical and administrative workflows (HealthIT.gov, 2020). However, effective implementation requires a system capable of interoperability among departments.
At Independence Medical Center, interviews with department leaders revealed several challenges associated with the current HIM system. Lack of interoperability has resulted in duplicated data entry and workflow inefficiencies. For example, the Rehabilitation Department experiences frequent downtime when attempting to document patient progress, while the Emergency Department and ICU encounter outdated data within their CDS systems. The Billing Department reported ongoing issues with EHR errors that require manual correction, contributing to increased costs and staff burden.
To overcome these barriers, it is recommended that Independence Medical Center invest in a fully integrated and interoperable HIM system. Such a system would enhance communication between departments, reduce redundancies, and ensure that patient data remains accurate and up to date (Walker et al., 2016). In addition, ongoing staff training and change management initiatives are crucial to improving adoption and optimizing the system’s use (Zeng et al., 2009).
Ultimately, a robust HIM infrastructure strengthens the hospital’s ability to deliver patient-centered care, maintain compliance with healthcare regulations, and improve operational performance across the continuum of care (Sherifi et al., 2021).
Recommendations
- Implement Interoperable Systems: Integrate clinical and administrative modules to ensure seamless communication between departments.
- Enhance Training Programs: Regularly train staff on new software updates and workflow changes to minimize resistance.
- Adopt Real-Time Data Sharing: Ensure all systems update simultaneously to reduce errors and duplication.
- Monitor and Evaluate System Performance: Establish a feedback mechanism to identify and address IT issues proactively.
References
Deokar, A. V., & Sarnikar, S. (2016). Understanding process change management in electronic health records implementations. Information Systems and e-Business Management, 14(4), 733–766. https://doi.org/10.1007/s10257-014-0250-7
HealthIT.gov. (2020). Health IT and health information exchange. https://www.healthit.gov/topic/health-it-and-health-information-exchange
Sherifi, D., Ndanga, M., Hunt, T. T., & Srinivasan, S. (2021). The symbiotic relationship between health information management and health informatics: Opportunities for growth and collaboration. Perspectives in Health Information Management, 18(4), 1c–11.
Vila Health. (n.d.). Health information technology needs analysis. https://media.capella.edu/CourseMedia/VilaHealth/MHA5064/HealthInformationTechnologyNeedsAnalysis/transcript.html
MHA FPX 5064 Assessment 1 Health Information Technology Needs Analysis
Walker, D., Mora, A., Demosthenidy, M. M., Menachemi, N., & Diana, M. L. (2016). Meaningful use of EHRs among hospitals ineligible for incentives lags behind that of other hospitals, 2009–13. Health Affairs, 35(3), 495–501. https://doi.org/10.1377/hlthaff.2015.0924
Zeng, X., Reynolds, R., & Sharp, M. (2009). Redefining the roles of health information management professionals in health information technology. Perspectives in Health Information Management, 6, 1f–1f.
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