Case Analysis and Statement of Work

Introduction

The case analysis is about Three Rivers Healthcare. It is a medium-sized regional hospital based in the State of Ohio. It is in the process of implementing the patients’ portal to facilitate information management. The focus of the analysis is to provide an overview of patient information accessibility, the existing problems and the needs of internal departments, and the statement of work of implementing the recommendations about the patients’ portal.

Case analysis

Background

Currently, Three Rivers Healthcare an electronic health system to store all data about patients from all facilities. The physicians use the system to access information about patients from anywhere. The patients can also ask and be supplied with copies of their records by the facilities. The primary aim of the system is to help the physicians to access patient information when they want it. When the patients require the records of their data, they are faxed. The central scheduling department supports the process. The department also schedules appointments when they find an opening. The questions to physicians, take between 24 and 48 hours to be responded to. The time-taken is relatively long and may not be used when a patient case is an emergence.

Problem definition

The electronic information system put in place is one-tier. It only supports the physicians in accessing data bout patients. It connects all the hospital facilities, which include rehab facility, outpatient surgery center, and the multidisciplinary physician practice. One of the problems with the system is that it does not support timely communication among the stakeholders. For example, the patients can only access the copies of their medical information upon request. On the same line, the files mailed to the patients, take between four to 6 weeks to arrive. Also, when information is sought from the physicians, responses are received between 24 and 48 hours. Finally, the system is not automated. The central schedule department, for example, checks through to find out if there are openings to schedule appointments.

Vision statement

The vision of the proposed patient portal is to develop a communication system that is integrative, accurate, timely, and efficient.

The impact of the current information accessibility system

The system in place is not impacting customer experience positively. For example, when they need copies of their medical records, they cannot get them instantly. In that regard, some medical procedures may be delayed. Also, the system is not hindering meaningful engagement between the stakeholders. It is only the physicians who have direct access to the system.

Stakeholders

The impact of the portal and interface recommendations

The recommendations will help the organization develop a patient portal that will promote interactions between the internal departments. For example, communication will be streamlined. Also, the recommendations will provide educational opportunities for various departments. For example, the members of various departments can have access to best practices in managing patients’ information. Finally, the recommendations are vital in supporting an inclusive decision-making process.

Strategy for involving corresponding department members

The corresponding department members will be involved by developing a communication framework that them to share their inputs. The members will have an opportunity to tell what they want to be included in the system and the role of the stakeholders.

Statement of work

Project description

The project of developing a patient portal entails developing an information-sharing system the organization will use to enhance quality and outcomes. That is part of the hospital’s strategic plan. Some of the critical parameters associated with the project include increased efficiency, customer satisfaction, and patient-service provider interactions. The project assumes that it will allow the hospital to synchronize communication among stakeholders, present education opportunities, and easy access to patients’ records. Ease access to information will speed up the process of making appointments. Finally, the project is poised to experience several constraints. They include lack of finances, skilled workforce to implement, the experience of the users, privacy challenges, and certification. For example, the cost may be huge for the hospital to support within the required timeframe. Also, the development of the portal requires skilled staff. Possibly, they will have to hire more expertise.

Goals and objectives

The goals of the project are to enhance quality and patient outcomes. The organization is of the view that after developing the portal, it will be easy to share and access information which they need in providing treatment to the patients. The specific objectives of the portal will be to increase efficiency in organizational operations. Also, the project is aimed at enhancing patient-provider interactions. Further, the project will help increase customer satisfaction. For example, the recommendations will see the development of a portal that will increase the speed of accessing patients’ information. A three-tier internet connection involving the organization, the patients, and the Regional Health Information Organization (RHIO) will be put in place. That will ensure the timely sharing of medical information in a large scope.

Project plan

The project will cover four main milestones. The first one is the preparation work. That is to be completed before the beginning of July. The second milestone to achieve is to begin the development of the portal by the month of July. During the development period, also the hospital should embark on mobilizing the marketing materials. By 15 August, the two milestones should be completed. The third milestone that follows immediately, it is the testing of the portal. That is to check for the functioning of logging in and viewing in properties. During the same period, the pilot exercise will also happen.

Technological limitations

One of the limitations the development team will address is the confidentiality and privacy of patients’ information. The portal will be developed only to the extent where it does not violate privacy laws. In that respect, the portal will provide the users with options to consent before accessing or sharing particular information. Also, another essential technological limitation is the authority to access the portal. The users of the portal should have permission. Their logging in details should be authenticated. In that regard, the portal should only limit access to the users only.

Cost-benefit analysis

There are two cost and benefits issues to deal with in developing the portal. The hospital will have to contemplate between the cost of implementation and the benefits that will accrue. If they opt to adopt the one used by RHIO, they will incur less cost. However, it will not be easy to customize its services. However, if they choose to develop their own, the cost will be higher. The option will have options to develop a custom portal. If the latter option is adopted, the organization will be able to increase efficiency. For example, the patients’ records will be accessed online by the patients. That will reduce the cost of mailing. Also, the number of staff working in the central scheduling department will be reduced. That is because virtually every process will be automated.

Conclusion

The development of the patients’ portal will enable the Three Rivers Healthcare to improve the quality of services they offer to the customers. It will also support engagement between the internal departments. However, the process will have to deal with the technological limitations that will affect the use of the platform. Also, it is essential to decide the kind of portal to use. It should address the strategic goals of quality outcomes and customer experience.

References

Dendere, R. et al. (2019). Patient portals facilitating engagement with inpatient electronic medical records: A systematic review. Journal of Medical Internet Research, 21(4):       e12779. https://www.ncbi.nlm.nih.gov/pmc/articles/PMC6482406/#__ffn_sectitle

Kudyba, S. (2016). Improving Efficiency through Technology, Analytics, and Management, 1^st      edn. New York. ISBN-13: 978-1498746359.