MHA FPX 5064 Assessment 1 Health Information Technology Needs Analysis

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

1. Implement Interoperable Systems: Integrate clinical and administrative modules to ensure seamless communication between departments.
2. Enhance Training Programs: Regularly train staff on new software updates and workflow changes to minimize resistance.
3. Adopt Real-Time Data Sharing: Ensure all systems update simultaneously to reduce errors and duplication.
4. 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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