This case requires four strong team members, such as a Head Nurse, a Lead Management Computer Specialist, a Technical Support Operator, and a Trainer. Each of these leaders should also fulfill the role of leader, enforcer, cooperator, and a person who is able to take notes and document what is being stated during project meetings (Merchant, 2015).
The Head Nurse needs to discuss how the computer management system needs to be designed. The head nurse needs to write out a list of what documentation needs to cover, categories that need to be included, and how much extra space is needed for pieces of information that require more explanation. Nurses know the medical terms that are useful and the computer management system that is the simplest, most thorough, and concise. They know what diseases, including physical and mental health conditions, affect patients, these disorder categories needing to be included in the system (American Psychological Association, 2013).
The Lead Management Computer Specialist is the person in charge of the main design and getting the new management software installed. This person will schedule the installation, alert employees to upcoming changes, and in charge of funding. He or she will work the closest with the head nurse. The Technical Support Operator will be in charge of any problems, glitches, and issues that arise. This person will also be in charge of creating log-ins and passwords for all employees and thinking of future issues that may arise with the management system.
The Trainer will be responsible for taking solid notes, creating a handbook for employees that explains the new system, and also training employees on the new system. The trainer will listen to any ways that the system can be improved and what workers see as potential problems.
Meditech is a system that is used in the medical profession. Advantages are that records can be accessed from one central location by many medical staff and solid confidentiality systems are in place. Many tools are available, such as the ability to create flow charts, graphs, and access old patient data. Data from other vendors is also possible (MEDITECH EMR software-an overview, 2012). The disadvantage is that physicians are not able to get set up from home. Since many people can use this system at the same time, the likelihood of computer crashing is high. Meditech also does not have cloud based services.
Athena Health records is another computer management system. One advantage is its cloud based capacity. This saves space and memory, while also providing a solid back-up for data and records. It also offers a variety of ways to type an encounter and does not use a template. This works well for patients that have a unique case. Fast documentation time is a plus. Yet, not having a uniform template system can be confusing. If another nurse or physician needs past patient information, it can be hard to find. However, a nurse can type and use the system from one’s iPhone or iPad. However, this can increase confidentiality issues and violations (Athena clinicals, 2015).
I feel that Meditech is the best option. The hospital is a small setting than can benefit from a system that is more uniform. Having a central location where records can be accessed easily is important. The system has a solid back-up system, ease of use, and can also incorporate data from other vendors. This makes it easier for physicians to treat patients more quickly and to access documentation. Patients will not have to wait as long, information able to be pulled up instantly, versus having to search for a file. Medical groups and doctors can be reimbursed faster.
One way that data can be tracked is by giving each client a file, the client’s last name needed to retrieve useful information. Another way is to be able to search by employee or dates. This will give the log-in times for employees and the dates that employees have used the management system. The system must have a solid back-up plan, such as several flash drives, and an excellent system for data and recovery. Medical files are very important. Without them, insurance companies cannot be billed and treatments may get denied. Nurses, physicians, and other support staff need to be able to access files at all times. The system meets HIPPA standards by using log-ins and passwords and also using encryption for e-mails. Also, employees will only be given three tries to enter the system. After that, the worker must reset their password.
Any new computer management system reduces business costs. The company does not have to pay to print documentation sheets, provide pens, purchase file folders, and buy storage containers for paperwork, such as binders, file cabinets, storage boxes, etc. Employees also save time by not having to search for a file. Not as many papers need to be shredded. Sorting files is also not needed. One can look on the computer for it in a central location.
Active nurse involvement is needed because the nurses know what the medical documentation consists of, the content of what needs to be included in the new management system, and any problems with the old paper documentation that need to be resolved and corrected to facilitate the process. If an individual with no nursing background is involved in planning, selecting, and implementing, then key pieces of information may be left out. Nurses also knows how computer savvy employees are and what training will be needed to get everyone on board with the management project. Active nurse involvement also gives nurses a voice and helps nurses advocate for their needs and what best serves the patient. Nurses also know what their employees desire and need to make their working lives easier and less stressful (Tomajan, 2012).
As you can see, Meditech appears to be the best computer management option, the system offering consistency, accuracy, and a wide range of medical staff users. It also has a solid back-up system and the ability to incorporate past patient information.
- Association, A. P. (2013). Diagnostic and statistical manual of mental health disorders (DSM-V). Arlington: American Psychiatric Publishing, Incorporated.
- Athena clinicals. (2015). Retrieved from Capterra Web site: http://www.capterra.com/electronic-medical-records-software/spotlight/98735/athenaClinicals/athenahealth
- MEDITECH EMR software-an overview. (2012, July 2). Retrieved from Excite Health Partners Web site: http://excitehealthpartners.com/news/meditech-emr-software-an-overview/
- Merchant, P. (2015). What are the nine types of team roles? Retrieved from Demand Media Web site: http://smallbusiness.chron.com/nine-types-team-roles-15566.html
- Tomajan, K. (2012, January 31). Advocating for Nurses and Nursing. Retrieved from Nursing World.org: http://nursingworld.org/MainMenuCategories/ANAMarketplace/ANAPeriodicals/OJIN/TableofContents/Vol-17-2012/No1-Jan-2012/Advocating-for-Nurses.html