* An information system is a combination of data, processes and information technology that interact to collect, process, store and provide output for an organization (Wager,K 2009). In an health care organization there are two types of information systems: administrative and clinical. In order for an organization to find the best system they must follow the process for selecting and acquiring an information system. * System implementation begins when the organization gains the system and begins to put it in use.
There are several stakeholders that are involved in the implementation process. The CFO (chief financial officer) manages the budget and all future expenses. The CEO (chief executive officer) is the leader of the organization and overlooks everything that is done. The implementation team gets everything in order and ready for the implementation of the new system. The vendors job is to find the system that best fits the buyers requirements. The IT department operates and assists with technical support.
To start the implementation process an implementation team should be assembled and a system champion must be identified. The system champion will be responsible for leading the team. Then the team will come together and determine the expectations of the project and create a project plan. After the plan is determined, the team must look through vendors to find the appropriate information system for their organization. * Before, the team looks at several vendors, it is best to compile a list of goals they plan to accomplish with the new system and ways to accomplish those goals.
The goal of the information system is to help the organization process and store data while keeping the information safe and secure. In a process like this, there are going to be several small goals. To best find out which goals are important and which are not, have the implementation team and staff members fill out surveys on the importance of each goal. After the goals are determined the team is ready to find a vendor. To find the vendor that fits the requirements, create a list of all possible vendors to send a request for a proposal to the chosen vendors.
You can request to your chosen vendors, if they are willing to do an on-site demonstration for the staff and team members. This on-site demonstration will allow the staff to have a better understanding of the system. It will also help the implementation team decide which vendor produces the better system and meets their required and desired requirements. These demonstrations can be between half a day to one full day duration. Staff attendance is encouraged, and all team members should attend.
Allow the vendor to present his/her planned presentation then ask any other questions or to see demonstrations at the end of the presentation. Clear up any business or contract issues or questions you may have. You should also request for a test server demonstration that will allow the team to test the EHR product. After the on-site demonstration, use evaluation forms from each team member to rank the vendors. Then select the top two and re invite them for another on-site demonstration.
Then choose the best vendor that you and the team decides upon. Always keep on file the contact information of the “runner up” just in case something goes wrong with the contract of the selected vendor (Illinois Foundation). Heuristic Evaluation is another way an organization determined if a system was right for them. Scenario-based exercises of common tasks were created and the people testing the system would work through the exercises while speaking their thoughts (Corrao, N. 2010). The goals and the selection of components are to determine which system is best for the organization but the stakeholders and implementation team that is behind the process is what makes the entire implementation process a success.
Corrao, N. , Robinson, A. , Swiernik, M. , & Naeim, A. (2010). Importance of Testing for Usability When Selecting and Implementing an Electronic Health or Medical Record System. Journal of Oncology Practice, 6(3), 120-124. doi:10. 1200/JOP. 200017. * * Wager, K. A. , Frances W. Lee, John P. Glaser & Lawton R. Burns (2009). Health * Care Information Systems. Ch. 14. San Francisco: Jossey Bass.