End-User Transition Plan Essay

End-User Transition Plan Essay

End-User Transition Plan

Transitioning to a new or upgraded health information management system refers to transferring data and migrating functionality from one operating system to another. It could also refer to when users migrate the same system from one piece of computer hardware to another or change both software and hardware at the same time (Sittig et al., 2020). Best practices for reinforcing end-users in transitioning to a new or upgraded HIM system are critical for a smooth transition in the health information management system in supporting end-users during the transition(Kiepek & Sengstack, 2019). The paper seeks to develop a transition plan containing best practices that address resource needs, training, scheduling, and continuing support over the system’s life. Whereas transitioning to new systems or upgrades is essential, best practices are critical in transitioning in terms of training and scheduling system support.

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End-user Knowledge Needs to Facilitate Smooth Transition and Uninterrupted Workflow

In functionalizing the health information management system, the end-users need to comprehend how the new or upgraded system operates concisely. Essentially, the end-user must have the technical know-how in terms of the technical features of the HIM system’s functions to swiftly recognize the obstacles and difficulty sectors when they arise (Kiepek & Sengstack, 2019). In addition, the end-user knowledge operates to ensure that they interface freely with the system for a smooth institutional workflow. Moreover, the succeeding thing the end-users will be obliged to know is the maintenance procedures of the HIM system (Frisina et al., 2020). Similarly, they will require at hand information on how to observe and detect the system for errors, analyze its functionality when the need comes up and change or install updates when available. Moreover, the system provider will need to train all end users on how to transmit all data from the previous system to the new or upgraded HIM system (Frisina et al., 2020).

The procedure is very vital in making sure = no data is lost while migrating to the new or upgraded application. In the same breath, health information management managers need to see that the end-users can often retrieve any other report from the remote system. The relevant evidence supporting this knowledge needs requirement in a study for transition is BBVA, a banking institution in the USA that changed from an analog banking system to a digital banking system with a primary aim of nurturing a change and remodeling culture among the end-users.

Recommendation for Best Practices for Dealing with System Downtime

It is recommended that the HIM manager regularly test server backups for best practices. In reducing the damage when a server goes down, it is recommended to quickly act swiftly to get it back online. In addition, we recommend that end-users need to check on their facilities to detect any anomalies and abnormalities that would enhance system downtime and system failures(McCarthy et al., 2020). Similarly, the devices need to be observed to detect any technical flaws. Moreover, there need to update and upgrade the devices to enhance efficiency regularly. Important to note that Scheduled downtime is planned for maintenance, updates, or whole system overhaul. Unplanned downtime is due to system or environmental drawbacks. Therefore, end-users need to be trained on downtime procedures as part of their system training.

Recommendation for Plan to Minimize Risk and Ensure Patient Safety

To mitigate risks and ensure patient safety, the HIM should establish a safety and Health Management System. In addition, a rapid response system should be built to facilitate and enhance patient security. Moreover, the employees need to know and comprehend the safety regulations and develop a concise safety compliance plan. Most importantly, we recommend the HIM manager implement patient-friendly and centered care. The evidence of the impact of evidence-based practice on quality care and patient safety in itself is enough evidence required for all the health facilities and care providers and cannot be overemphasized. Evidence-based practice is advanced to promote more of a collaborative approach to care. It has been confirmed by various healthcare organizations such as (Kiepek & Sengstack, 2019) that when all providers base their care on the latest evidence, variation and risks of patient care are reduced or eliminated.

Evidence to Support Recommendation for Health Information confidentiality and Integrity

During system upgrades or downtime, it is recommended to control access to protected health information, establish security culture, and maintain good computer ethics like protecting mobile devices, using firewalls, and installing anti-virus software. In the same vein, a few possible measures that can be built into Electronic Health Records and systems may include access control tools like passwords and PIN numbers to help limit access and enhance health information integrity by encrypting the stored information and Availability.

Description of Change Management Concepts Befitting changing HIM System Environment

Successful change management concepts that best fit the changing HIM system are based on four core principles. The first principle is to understand the change process. HIM Change is constant, and understanding its components on an individual level can aid the end-users and employees to relate it to an organizational level. It is critical to comprehend Change as it affects many facets of an organization. Understanding the various components, the operation ability, and the system’s functionality is crucial for effective implementation(McCarthy et al., 2020). In addition, the concept of planning change management in HIM is the practice and process of supporting end-users to ensure that the Change is successful in the long term. The implementation change concept allows the Change to take root. Communicating Change is the final stage of the health information management environment.

Recommendations for Training End-Users to Respond to System Downtime

System downtime is bound to occur in any system environment. Scheduled downtime is planned for scheduled maintenance, system updates, and upgrades. Communication is essential in training end-users to respond appropriately to system downtime. Communication plans are a part of downtime regulations and processes. Thus communicating planned and semi-planned downtime to end-users or the staff in advance will minimize frustration and confusion about why the system is unavailable. In that way, the end-user needs to be trained on what system will be down and how to respond. Similarly, the downtime needs to be relayed to the end-users to avoid frustration when the system goes down or becomes unavailable.

The evidence in the study that supports the recommendation is the case of the NIH /CC health system that went down unexpectedly in 2010. The basis was a hardware failure that caused corruption in the primary and backup databases. The phenomenon occasioned the unexpected loss of access to clinical information for all patients in the clinical center, potentially impacting patient care and safety and security. The NIH/CC maintains an EHR system called the Clinical Research Information System which supports approximately 3,200 end users and interfaces through training and communication to respond to planned or unplanned downtime.

Conclusion

In sum, at the epicenter of any transition plan is the process of training end-users about interacting with the system. Therefore, the HIM system end-users will need thorough training on what the procedure entails, how it functions, what to do if it fails, and how to maintain it.

References

Frisina, P. G., Munene, E. N., Finnie, J., Oakley, J. E., & Ganesan, G. (2020). Analysis of end-user satisfaction with electronic health records in college/university healthcare. Journal of American College Health, 1-7. https://doi.org/10.1080/07448481.2020.1762610

Kiepek, W., & Sengstack, P. P. (2019). An evaluation of system end-user support during implementation of an electronic health record using the model for improvement framework. Applied clinical informatics, 10(05), 964-971. https://doi.org/10.1055/s-0039-340245

McCarthy, C., Eastman, D., & Garets, D. E. (2021). Change management strategies for an effective EMR implementation. HIMSS Publishing.

Sittig, D. F., Wright, A., Coiera, E., Magrabi, F., Ratwani, R., Bates, D. W., & Singh, H. (2020). Current challenges in health information technology–related patient safety. Health informatics journal, 26(1), 181-189. https://doi.org/10.1177%2F1460458218814893

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Research best practices for supporting end users in transitioning to a new or upgraded HIM system. Then, develop a 3-4 page transition plan (plus references) including best practices to address resource needs, training, scheduling, and ongoing support over the life of the system.

Introduction
Note: Each assessment in this course is supported by the work you have completed in previous assessments. Therefore, complete the assessments in the order they are presented.

HIM systems are changing frequently. Updates, new software versions, technological improvements, and additional security measures require HIM system users to adapt constantly. Transition plans are often put in place to manage the changing HIM system environment and ensure a smooth transition to new or upgraded systems for end users.

This assessment provides an opportunity for you to develop a plan for supporting end users in transitioning to a new or upgraded HIM system.

Overview and Preparation
Note: Complete the assessments in this course in the order they are presented.

Before you begin developing your transition plan, be sure to note the requirements below for document format and length and for citing supporting evidence

Note: Remember you can submit all or a portion of your draft transition plan to Smarthinking Tutoring for feedback before you submit the final version for this assessment. If you plan on using this free service, be mindful of the turnaround time of 24–48 hours for receiving feedback.

Requirements
Research best practices for supporting end users in transitioning to a new or upgraded HIM system. Then, using the APA Style Paper Tutorial [DOCX], develop a transition plan containing best practices that address resource needs, training, scheduling, and ongoing support over the life of the system.

The requirements for your transition plan, outlined below, correspond to the grading criteria in the scoring guide. Be sure that, at a minimum, you address each criterion. You may also want to read the End-User Transition Plan Scoring Guide to better understand how each criterion will be assessed.

Identify end-user knowledge needs to facilitate a smooth transition and uninterrupted workflow.
What evidence do you have to support your needs assessment?
Recommend best practices for dealing with system downtime, including a plan to minimize risk and ensure patient safety.
What evidence do you have to support your recommendations?
Recommend best practices for ensuring health information confidentiality, integrity, and availability during system updates or downtime.
What evidence do you have to support your recommendations?
Describe change management concepts that would best fit the changing HIM system environment.
Recommend best practices for training end users to respond effectively to system downtime or system updates.
What evidence do you have to support your recommendations?
Write clearly and concisely in a logically coherent and appropriate form and style.
Write with a specific purpose and audience in mind.
Organize and structure your writing coherently.
Adhere to scholarly and disciplinary writing standards and APA formatting requirements.
Adhere to the accepted rules of grammar and mechanics.
Proofread your writing to minimize errors that could distract readers and make it difficult for them to focus on the substance of your assessment.
Additional Requirements
Your assessment should also meet the following requirements:

Format: Format your transition plan using current APA style. The APA Style Paper Tutorial [DOCX] can help you in writing and formatting your plan. Be sure to include:
A title page, abstract, and references page.
Appropriate section headings.
Length: Your transition plan should comprise 3–4 pages of content, plus the title page, abstract, and references page.
References: Cite at least three peer-reviewed sources to support your plan and recommendations. Refer to the helpful links in the resources provided for this assessment as you prepare your plan.
Portfolio Prompt: You may choose to save your transition plan to your ePortfolio.

Competencies Measured
By successfully completing this assessment, you will demonstrate your proficiency in the following course competencies and assessment criteria:

Competency 1: Analyze workflow best practices related to health care technology.
Identify end-user knowledge needs to facilitate a smooth transition and uninterrupted workflow during HIM system changes.
Competency 2: Employ organizational change management techniques in support of health information system implementation, go-live support, and optimization.
Describe change management concepts that would best fit the changing HIM system environment.
Competency 3: Develop privacy and security requirements and components of policies and procedures for health information system use to ensure confidentiality, integrity, and availability of organizational and patient information.
Recommend best practices for ensuring health information confidentiality, integrity, and availability during HIM system updates or downtime.
Competency 4: Develop system and personnel downtime procedures that minimize organizational risk and maintain uninterrupted patient safety and clinical operations.
Recommend best practices for dealing with HIM system downtime.
Competency 5: Design a training plan that ensures knowledge transfer through end-user resources and training on current health care technology.
Recommend best practices for training end users to respond effectively to system downtime or system updates.
Competency 6: Communicate effectively with diverse audiences, in an appropriate form and style, consistent with applicable organizational, professional, and scholarly standards.
Organize content so ideas flow logically with smooth transitions.
Apply APA style and formatting to scholarly writing.