Analyzing Electronic Health Record System Upgrade For Australian Pharmaceutical Industry

System Overview

The Australian Pharmaceutical Industries is initiating the project plan to upgrade its existing electronic health records system. The system is an electronic medical records for the clinical services provided into the public healthcare offices (Arvidsson, Holmström and Lyytinen 2014). The proposed system allows to submit claims of the services provided electronically as well as track the compensation received for the performed services and supported revenue recovery.

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The report is based on analysing the project management overview of this project plan with statement of work, project team, responsibilities, objectives and constraints. The current system of the organization is described with analysing its issues, problems and constraints. 

The statement of work of this project plan is consisted of following aspects such as:

Scope: The project scope is defined and documented. The scope of the information system is to implement new computerized physician entry of order, visits of patients are arranged, the clinician is asked to enter the data and events into the electronic record are reported.

Objectives: The objectives of this project plan is to develop existing system of the Australian Pharmaceutical Industries. The system should increase revenue of the healthcare sector by 5% in Australian marketplace. It is required to train the staffs on use of new version of information system.

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Key outcomes: The key outcomes of this plan is to upgrade the existing system of the selected healthcare organization so that there is change into the healthcare record. The system is included to provide secured, reliable, in addition to effective way to register and gather the clinical data related to patients.

Deliverables: The key deliverables of this project are project charter, initial risk assessment, high level project schedule, project management plan, high level WBS, budget and communication plan, responsibility matrix and project status report.

Assumptions: The resources are available for the duration of the project plan with expertise to work in this particular field. It is also assumed that the project work is completed on time and within budget. No extra resources are added after starting of the project plan.

The project team is included of:

  • Executive project sponsor
  • Project manager
  • Financial analyst
  • Technical manager
  • System Engineer
  • Administrative manager

Role

Responsibilities

Executive project sponsor

  • Ensure that the project is delivered with business benefits
  • Keep the project plan aligned with the organizational strategies and portfolio directions (Ben-Assuli 2015).
  • Govern the project risks related to financial resources

Project manager

  • Designing and applying the project management standards in upgrade of EHR system
  • Managing the production of required project deliverables
  • Planning, monitoring and controlling the project plan

Financial analyst

  • Providing of guidance to the business and individuals to make investment decisions (Carayon et al. 2015).
  • Assessing the performance of project bonds

Technical manager

  • Communicate with the technical project team and clients
  • Understand the project needs, coordinate with the project resources and direct the project in right directions (Kruse et al. 2016)
  • Allocate the responsibilities to manage the project from end to end

System engineer

  • Manage and monitor the information system and IT infrastructure
  • Configure and maintain the information system, system management tools
  • Ensure the higher levels of the information system

Administrative manager

  • Support the business operations by supervise the project team
  • Organize and implement the administrative system
  • Recruit and train the project personnel, allocation of responsibilities

Figure 1: Gantt chart showing project schedule

(Source: Created by author)

Following are the project objectives for this project study such as:

  • To develop measurable goals for upgrade EHR
  • To formulate strategies for staff communication
  • To create the work plan for implementation of EHR
  • To formulate features and functionality that EHR is successful

The project constraints are the factors which restrict the project scope, resource as well as project schedule. The funds of this project is expended by 10 days and must be completed within 120 days. Upgrade of the information system is go live for all the end users. Training is completed shortly before go live date. The deadline for implementation of electronic health record system is 21st January, 2019. Therefore, upgradation of proposed system must complete before this proposed date.

Statement of Work

There is recognition of strategic alignment to plan the services are required to deliver the healthcare providers. It is required to understand improvement range of the social as well as economic factors which influence the improvement of the healthcare status. The consumers can access the health care information from the internet through the portal of the selected organization (Lee et al. 2015). The strategic provision of the health services with use of integrated services enhanced the existing capabilities and optimize the use of the resources. The electronic record system supports the current as well as long term requirements of the healthcare information on short term basis. In long term basis, the data are formed foundation of the medical as well as health research. The strategic alignment is focused on electronic health recorded as core abilities that will offer real time access to the decision support at point of the healthcare (Peppard and Ward 2016). It will continue to build an increase confidence of the healthcare organizations to share of higher quality information across the healthcare system. 

The advent of the electronic health records are increased rapidly as well as feasibility of the healthcare administration. The customers are in constant fear related to privacy of the health related information. The privacy issues are primary concerns for the users and breaches can conflict the health privacy laws which result in decrease of the patient’s trusts that their information will be secured.   

There are problems into the current system such as the existing system has no such features to provide the patients with health related information online. Therefore, the patients should go to the healthcare organization and update with recent healthcare services which are provided (Nguyen, Bellucci and Nguyen 2014). There are no computerized system to enter physician entry of order. Therefore, those problems are overcome with new upgrade of EHR system into Australian Pharmaceutical Industries.

Due to problems into the healthcare system, therefore it is possible there are some delay into the project activities. Therefore, there will be time constraints. When the project is not delivered on time, there are budget constraints when the plan is exceed with its proposed budget due to increase in number of days to complete the project work.

External stakeholders

Internal stakeholders

Board of directors

The project team

Patients

Medical directors

Healthcare consultants

Project manager

Non-governmental organizations (NGO)

Technical manager

Media

Project management office

Industry partners

Financial analyst

Governmental agencies

Administrative manager

Keep completely informed

Board of directors

Project manager

The project team

Patients

Manage most thoroughly

Administrative manager

Media

Non-governmental organizations (NGO)

Financial analyst

Regular minimal contact

Technical manager

Healthcare consultants

Project management office

Anticipate and meet needs

Industry partners

Medical directors

Governmental agencies

All the internal as well as external stakeholders are identified. Those are the patients but are included of families of patients, healthcare providers as well as program administrators (Ozair et al. 2015). The interest and power of stakeholders are also identified. The level of influence of stakeholders are determined. The personal traits which are possessed by the patient stakeholders are communication skills, experience of life could provide invaluable to achieve of project goals. There is requirement of communication plan for the stakeholders so that they can interact with each other in case of requirements (Boonstra, Versluis and Vos 2014). Identification of stakeholders are difficult task and influence of the stakeholders are not become evident until last stages of the project plan.

Role

Category

Power

Interest

Expectations

Strategies

The project team

Internal

High

High

The project is to be delivered on time and in budget.

The stakeholders are notified about negative impacts of the project plan on the business organization.

Medical directors

Internal

Low

High

There are clear requirements of project and timely completion of project documents.

Arrangement of project meeting with the stakeholders and project manager to discuss the project objectives (Hsiao, Hing and Ashman 2014).

Project manager

Internal

High

High

Timely approval of project plan.

Trying to gain commitments from the stakeholders on the project resources and deliverables of the project sponsor

Technical manager

Internal

Low

Low

Changes should not affect the uptime of proposed system.

Explanation of the project benefits to the stakeholders (Manoharan, Melitski and Bromberg 2015)

Project management office

Internal

Low

Low

There are clear requirements of project and timely completion of project documents.

Asking the stakeholder to join the project management team and active member of project

Financial analyst

Internal

High

High

Timely approval of project plan.

Finding out others those have experience about the technical related work

Administrative manager

Internal

High

High

The project is to be delivered on time and in budget.

Sending regular project updates (Nguyen, Bellucci and Nguyen 2014)

Board of directors

External

High

High

There are clear requirements of project and timely completion of project documents.

Trying to gain commitments from the stakeholders on the project resources and deliverables of the project sponsor

Patients

External

High

High

Timely approval of project plan.

Identification of the project requirements and getting approval

Healthcare consultants

External

Low

Low

The project is to be delivered on time and in budget.

Sending regular project updates

Non-governmental organizations (NGO)

External

High

High

Timely approval of project plan.

Asking the stakeholder to join the project management team and active member of project (Sauver et al. 2017).

Media

External

High

High

The project is to be delivered on time and in budget.

Sending regular project updates

Industry partners

External

Low

High

There are clear requirements of project and timely completion of project documents.

Finding out others those have experience about the technical related work

Governmental agencies

External

Low

High

The project is to be delivered on time and in budget.

Identification of the project requirements and getting approval

References

Arvidsson, V., Holmström, J. and Lyytinen, K., 2014. Information systems use as strategy practice: A multi-dimensional view of strategic information system implementation and use. The Journal of Strategic Information Systems, 23(1), pp.45-61.

Ben-Assuli, O., 2015. Electronic health records, adoption, quality of care, legal and privacy issues and their implementation in emergency departments. Health Policy, 119(3), pp.287-297.

Boonstra, A., Versluis, A. and Vos, J.F., 2014. Implementing electronic health records in hospitals: a systematic literature review. BMC health services research, 14(1), p.370.

Carayon, P., Wetterneck, T.B., Alyousef, B., Brown, R.L., Cartmill, R.S., McGuire, K., Hoonakker, P.L., Slagle, J., Van Roy, K.S., Walker, J.M. and Weinger, M.B., 2015. Impact of electronic health record technology on the work and workflow of physicians in the intensive care unit. International journal of medical informatics, 84(8), pp.578-594.

Hsiao, C.J., Hing, E. and Ashman, J., 2014. Trends in Electronic Health Record System Use Among Office-based Physicians, United States, 2007-2012. US Department of Health and Human Services, Centers for Disease Control and Prevention, National Center for Health Statistics.

Kruse, C.S., Kristof, C., Jones, B., Mitchell, E. and Martinez, A., 2016. Barriers to electronic health record adoption: a systematic literature review. Journal of medical systems, 40(12), p.252.

Lee, T., Ghapanchi, A.H., Talaei-Khoei, A. and Ray, P., 2015. Strategic information system planning in healthcare organizations. Journal of Organizational and End User Computing (JOEUC), 27(2), pp.1-31.

Manoharan, A., Melitski, J. and Bromberg, D., 2015. State strategic information system plans: An assessment integrating strategy and operations through performance measurement. International Journal of Public Sector Management, 28(3), pp.240-253.

Nguyen, L., Bellucci, E. and Nguyen, L.T., 2014. Electronic health records implementation: an evaluation of information system impact and contingency factors. International journal of medical informatics, 83(11), pp.779-796.

Ozair, F.F., Jamshed, N., Sharma, A. and Aggarwal, P., 2015. Ethical issues in electronic health records: a general overview. Perspectives in clinical research, 6(2), p.73.

Peppard, J. and Ward, J., 2016. The strategic management of information systems: Building a digital strategy. John Wiley & Sons.

Sauver, J.L.S., Carr, A.B., Yawn, B.P., Grossardt, B.R., Bock-Goodner, C.M., Klein, L.L., Pankratz, J.J., Rutten, L.J.F. and Rocca, W.A., 2017. Linking medical and dental health record data: a partnership with the Rochester Epidemiology Project. BMJ open, 7(3), p.e012528.