MHA FPX 5064 Assessment 3 Health Information System Implementation

MHA FPX 5064 Assessment 3 Health Information System Implementation

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Name

Capella university

MHA-FPX5064 Health Information Systems Analysis and Design for Administrators

Prof. Name

Date

Health Information System Implementation

Introduction

As a healthcare administrator, one must oversee multiple organizational components to ensure efficient operation and sustainable success. A vital area of focus involves managing and improving the Health Information System (HIS), which is essential for patient care, administrative functions, and data-driven decision-making. An effective administrator must recognize when a system upgrade or a complete overhaul is necessary to enhance organizational performance.

Recently, Vila Health System acquired two smaller health systems, prompting leadership to focus on the seamless integration of data, staff, and operational workflows. This transition requires the development of an implementation plan—either for an upgraded HIS or a new one entirely. The plan should specify data collection strategies, analytical procedures, report generation methods, and essential resources for execution.

Outline for Data Collection and Analysis

The healthcare industry’s complexity demands multiple data sources to support informed decision-making. According to the National Library of Medicine (n.d.), health data is derived from surveys, administrative and clinical records, claims data, vital statistics, disease registries, and peer-reviewed studies. For Vila Health’s HIS implementation, the data collection and analysis process should follow a structured, phased approach to maintain accuracy and reliability.

Steps for Data Collection and Analysis

Step	Data Source	Description
Step 1	Administrative and billing data	Collects demographic details, insurance data, claims, CPT codes, appointment scheduling, and billing information.
Step 2	Medical and clinical records	Gathers patient care information, medical histories, diagnostic reports, and physician notes.
Step 3	System integration and data analysis	Consolidates data from previous steps, interfaces with applications, and performs analytics using database management systems.

The collected data should be cleaned, standardized, and validated before integration to ensure interoperability. Implementing an AI-driven data management system could further enhance accuracy and automate data optimization in real-time (Rossi, 2020). As Fatunmbi, DSouza, and Verma (2021) suggest, structured data storage in database systems allows for smooth retrieval and processing during HIS implementation.

Criteria for Evaluation of Organizational Needs

Assessing organizational needs is fundamental to determining the scope of system requirements. As noted by The Management Library (2022), early consultation with employees across all levels of the organization provides critical insights into operational challenges and technological gaps.

Key Findings from Organizational Consultation

Stakeholder	Recommendation/Concern	Rationale
Paul Hartwell (Director of IT Services)	Emphasized the need for a system supporting imaging, lab, and pharmacy integration.	The current EHR lacks features for department-specific workflows.
Shawn Hayden (Chief of Diagnostic Services)	Highlighted the importance of preloading patient data before the system goes live.	Facilitates smooth data migration and minimizes downtime.
Albert Lynton (Operations Manager)	Stressed the importance of staff communication before implementation.	Ensures staff readiness and minimizes disruptions in patient care.

Engaging stakeholders in the evaluation process helps identify both technical and human factors that could influence implementation success. Continuous feedback loops during the planning phase will also promote smoother transitions and higher user satisfaction (Vila Health, n.d.).

Outline for Generating Reports

Healthcare reporting transforms raw data into actionable insights that monitor performance, identify trends, and support compliance. As described by Calzon (2022), healthcare reports benchmark internal processes and are vital tools for both internal management and public accountability.

Types and Frequency of Reports

Report Type	Purpose	Frequency
Performance Reports	Evaluate efficiency and workflow metrics across departments.	Quarterly
Quality Reports	Measure patient outcomes and care quality indicators.	Bi-Annually
Compliance Reports	Ensure adherence to legal, ethical, and accreditation standards.	Annually

Using AI-driven tools for data scrubbing and automated reporting can further improve report accuracy and timeliness. These reports allow leadership to continuously assess HIS performance and promptly address discrepancies (County Health Rankings & Roadmaps, 2020).

Key Personnel and Logistics

The transition involves collaboration between multiple healthcare entities: Delaware County Regional Health System (including Independence Medical Center and Delaware County Hospital) and Red River Rural Health System (including Valley City Hospital and several clinics). Each system must contribute skilled professionals from clinical, IT, and administrative teams to ensure effective integration.

Project Implementation Requirements

Phase	Activities
Software Selection	Choose a HIS platform that meets all facilities’ operational needs.
Customization	Modify system features to align with hospital workflows.
Installation and Setup	Configure servers, storage, and networking systems.
System Integration and Testing	Verify compatibility between existing and new applications.
User Training	Provide comprehensive, role-specific training sessions.
Go-Live Phase	Officially launch the system after successful pilot testing.

A structured approach ensures operational continuity and reduces the likelihood of technical setbacks (Salleh, n.d.).

Project Timeline

Given the scale of the merger and HIS implementation, the project should be executed over six to twelve months. This timeline accommodates in-depth needs assessments, software acquisition, training, and contingency planning.

Proposed Project Milestones

Milestone	Duration	Key Activities
Phase 1: Planning & Assessment	Month 1–2	Conduct organizational analysis, stakeholder meetings, and requirement documentation.
Phase 2: Design & Procurement	Month 3–5	Select HIS vendor, acquire hardware/software, and begin customization.
Phase 3: Training & Testing	Month 6–9	Implement pilot programs, train staff, and conduct system validation.
Phase 4: Full Implementation (Go-Live)	Month 10–12	Launch system, monitor performance, and perform post-implementation evaluations.

As York (2021) notes, realistic timelines help manage resources effectively and reduce risks. Training quality is a critical factor—interactive, hands-on sessions tailored to department workflows are recommended over passive presentations. Certification or competency tests can confirm readiness before the system goes live. Delays in software installation or inadequate training could hinder implementation and impact patient care outcomes (Department of Health and Human Services, 2016).

Conclusion

Implementing a new Health Information System is a multifaceted process that requires precise planning, collaboration, and continuous evaluation. Leadership must involve stakeholders at every stage to ensure that the system aligns with organizational goals and supports efficient patient care. A structured, phased approach—supported by data analysis, regular reporting, and comprehensive training—ensures a smooth transition and a sustainable HIS infrastructure across all merged entities.

References

Calzon, B. (2022, March). Healthcare Reports: Hospital Reporting Types & Its Importance. Datapine. https://www.datapine.com/blog/healthcare-report-benefits-and-examples/

County Health Rankings & Roadmaps. (2020, September). Public reporting of healthcare quality performance. County Health Rankings. https://www.countyhealthrankings.org/take-action-to-improve-health/what-works-for-health/strategies/public-reporting-of-health-care-quality-performance

Department of Health and Human Services. (2016, July). Hospitals Largely Reported Addressing Requirements for EHR Contingency Plans (OEI-01-14-00570). Office of Inspector General. https://oig.hhs.gov/oei/reports/oei-01-14-00570.pdf

Fatunmbi, T., DSouza, D., & Verma, R. (2021, July). Health Data Analytics 101: A Comprehensive Guide. Hevo Data. https://hevodata.com/learn/health-data-analytics/

MHA FPX 5064 Assessment 3 Health Information System Implementation

National Library of Medicine. (n.d.). Health Data Sources. https://www.nlm.nih.gov/nichsr/stats_tutorial/section3/index.html

Rossi, M. (2020, November). 8 Customer Data Analysis Best Practices You Need to Know. G2 Learning Hub. https://learn.g2.com/customer-data-analysis-best-practices

Salleh, A. (n.d.). HIS Project Implementation. Healthcare Service Delivery. https://drdollah.com/hospital-information-system-his/his-project-implementation/

The Management Library. (2022, January). How to Evaluate and Diagnose Organizations. Free Management Library. https://managementhelp.org/organizationalperformance/organizationalanalysis.htm

York, A. (2021, February). How to Create a Project Timeline: The Ultimate Guide. Teamwork. https://www.teamwork.com/blog/project-timeline/

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