The hospital you work for has merged with an organization that currently has two hospitals as part of the organization. The facility you work in uses X medical records, the other two hospitals use Y medical records. All three hospitals will use Y medical records once the merger is complete. Change is needed at your hospital for continuity in the larger organization and for the best patient care possible. You will be responsible for getting your team up to speed on the new medical recording system.
In 750-1,000 words, provide the following:
Brief rationale as to why the change is important for the organization.
The steps you would take the begin implementing the change.
Examine what change management approach you believe would be most appropriate for your suggested implementation.
- Provide three to five scholarly resources, in addition to information from your textbook.
- Prepare this assignment according to the guidelines found in the APA Style Guide, located in the Student Success Center. An abstract is not required.
- This assignment uses a rubric. Please review the rubric prior to beginning the assignment to become familiar with the expectations for successful completion.
Organization Development and Change
Cumming, T. G., & Worley, C. G. (2015). Organization development and change (10th ed.). Boston, MA: Cengage Learning. ISBN-13: 9788131531679.
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Implementing a change in the medical recording system is crucial for organizations that have undergone a merger, as it ensures continuity in the larger organization and promotes the best possible patient care. This assignment will outline the rationale behind the change, discuss the steps required to implement the new medical recording system, and propose a change management approach for successful implementation.
Rationale for Change:
The merger of the hospitals requires standardization of the medical recording system to streamline processes, improve communication, and enhance the quality of care across all facilities. The use of different medical record systems (X and Y) creates inefficiencies, information gaps, and potential errors in patient care. By transitioning all hospitals to the same medical record system (Y), the organization can achieve the following benefits:
1. Improved Communication and Collaboration: Standardizing the medical recording system will allow healthcare professionals from different hospitals within the organization to exchange patient information seamlessly. This will enhance collaboration, reduce duplication, and enable better continuity of care.
2. Enhanced Efficiency: By utilizing a single medical record system, staff members will no longer need to learn and navigate multiple systems. This will reduce training time, decrease documentation errors, and improve overall operational efficiency.
3. Consolidated Data for Analysis and Research: Standardization of the medical recording system will facilitate the aggregation of patient data from all hospitals within the organization. This consolidated data can be utilized for population health management, quality improvement initiatives, and research, ultimately leading to better patient outcomes.
Steps for Implementation:
To successfully transition to the new medical recording system, the following steps should be taken:
1. Assess Current State: Conduct a comprehensive assessment of the current medical recording system (X) in the hospital. Identify strengths, weaknesses, and potential areas of improvement. This assessment will serve as a baseline for measuring the success of the implementation.
2. Establish a Project Team: Form a multidisciplinary team consisting of representatives from various departments, including IT, medical staff, administration, and user representatives. This team will be responsible for overseeing the implementation process, addressing challenges, and ensuring effective change management.
3. Develop an Implementation Plan: Create a detailed plan that outlines the specific tasks, timelines, and resources required for the implementation. Assign responsibilities to team members and ensure clear communication channels to facilitate collaboration.
4. Train and Educate Staff: Provide comprehensive training and education to all staff members who will be using the new medical recording system. This training should cover the system’s functionalities, data entry guidelines, and best practices to ensure accurate and efficient usage.
5. Test and Pilot the System: Prior to full-scale implementation, conduct pilot testing of the new medical recording system in a controlled environment. Identify any issues, gather user feedback, and make necessary adjustments to optimize system performance.
6. Roll-out and Support: Once the pilot testing is successful, initiate the roll-out of the new medical recording system across the entire hospital. Provide ongoing support to staff members during the transition period, addressing their concerns and providing additional training as needed.
Change Management Approach:
The most appropriate change management approach for implementing the new medical recording system in this scenario is the ADKAR model. The ADKAR model focuses on individual change and aims to address employees’ needs and concerns during transition. It consists of five stages:
1. Awareness: Create awareness among employees about the need for change and the benefits it will bring. Clearly communicate the goals and vision of implementing the new medical recording system.
2. Desire: Foster a sense of desire and motivation for the change among employees. Highlight how the new system will improve their work efficiency, patient care, and overall job satisfaction.
3. Knowledge: Equip employees with the knowledge and skills required to effectively use the new medical recording system. Provide comprehensive training and educational resources to ensure a smooth transition.
4. Ability: Provide ongoing support and assistance to employees as they adapt to the new system. Offer additional training, resources, and guidance to address any challenges they may encounter.
5. Reinforcement: Recognize and celebrate the successful adoption of the new medical recording system. Reinforce the benefits and positive outcomes resulting from the change, and continuously monitor and evaluate the system’s performance for further improvement.
By following the ADKAR model, the organization can effectively manage and support individual transitions, leading to a successful implementation of the new medical recording system.
In conclusion, the implementation of a standardized medical recording system is crucial for the merged organization’s success. By following the outlined steps and employing the ADKAR change management approach, the organization can ensure a smooth transition, enhance communication and collaboration, improve operational efficiency, and provide better patient care across all hospitals within the organization.