Case Study, Stage 1: Process Analysis
Before you begin this assignment, be sure you have read the “UMUC Family Clinic Case Study” and your Week 1 and Week 2 readings, which discuss Electronic Health Record (EHR) functionality and Process Workflow Analysis and Mapping.
Purpose of this Assignment
This assignment gives you the opportunity to apply your analysis skills to model a health care business process in an ambulatory setting. Modeling the process as it exists (and as it will exist) will aid in the analysis, selection and implementation of the EHR system for the medical practice. In this assignment, you will develop 2 process maps (AS-IS and TO-BE) for the patient visit clinical process workflow. This assignment addresses the following course outcome to enable you to:
· Evaluate the organizational environment in the health care industry to recognize how technology solutions enable strategic outcomes.
· Analyze the flow of data and information among disparate health information systems to support internal and external business processes.
Family Clinic Medical Practice
In order to apply technology to a process, the process must be thoroughly understood and models are used for this purpose. The model also supports business process analysis and redesign when the process is deemed to be inefficient or ineffective. In addition, models are used to design the “TO-BE” process that describes the desired end state after the technology solution is developed.
In analyzing and improving clinical processes, one should consider the following questions:
· Are administrative processes organized, efficient, and well documented?
· Are clinical workflows efficient, clearly mapped out, and understood by all staff?
· Are data collection and reporting processes well established and documented?
For your Stage 1 Project for the Case Study, you will develop model of the patient visit process used at the UMUC Family Clinic. You will create a model of that process which defines in detail the steps in the process as they are done today. Then, you will create a model of the proposed new process, as it will be performed after an EHR system (IT solution) is implemented.
For this assignment you will:
1. List at least three objectives or goals that Dr. Martin has, and briefly explain how an EHR system can help him with each objective. Note that a minimum of 4 objectives or goals are needed to earn the full points.
2. Next you will model the patient visit process as it is currently performed at the UMUC Family Clinic; this is the AS-IS Process. Draw a process model to show the major steps in the patient’s visit to the UMUC Family Clinic from the time they arrive until they leave. This patient is a returning patient, will receive a prescription based on earlier blood test results sent from the laboratory, and his insurance company will be billed for the visit. You must refer to the AS-IS process as described in the case, cover all the current steps and be careful not to oversimplify. The objective here is to correctly map the current state of the process, so the improvements offered by the TO-BE process (Item 3 below) are clear. “Patient enters –> gets prescription –> leaves office (insurance company is billed)” is not a reflection of the current state.
3. Then you will model the way that you expect the new patient visit process to function after a technology solution (EHR System) is implemented and the process is improved; this is the TO-BE Process. NOTE: We are NOT specifying the specific technology in the TO-BE Process. Identifying the specific technology will be part of a later stage assignment.
As you develop your models, review the Week 2 readings on processes, process analysis and process modeling. You will use flowchart symbols to indicate process steps, decision points, etc. The flowchart symbols to be used and examples of how to use them to illustrate the work flow can be found in the “Flowchart” lecture. You may use Microsoft Word, Excel or Power Point to develop your process models. If you use another product, it is your responsibility to ensure it can be read using the Microsoft Office products.
Tools for Creating the Models
The following are two URL’s that have a more detailed description of Flow Charting and its uses: http://www.hci.com.au/hcisite2/toolkit/flowchar.htm
To create a flow chart in Word 2007 and 2010: http://www.youtube.com/watch?v=RkN0dekcsmw
To create a flow chart or process map in Excel: http://www.youtube.com/watch?v=9_R73RVfHl0
To create a flow chart in PowerPoint: http://www.youtube.com/watch?v=s8erOL-3Bho
Submit your Stage 1 paper via your Assignment Folder Stage 1 as an attached document (or documents) with your last name included in the filename(s) (LASTNAME_Stage1).
Note: Your models will be evaluated on whether they are applicable to the patient visit process, all major steps in the AS-IS and TO-BE processes are included and correctly modeled, and they are appropriate to the UMUC Family Clinic. Your overall paper will be evaluated on whether or not you correctly incorporated the course concepts from the readings and addressed all parts of the assignment. If you use external resources, be sure to cite and reference them correctly in APA format. Use the Rubric below to be sure you have covered all aspects.
Far Above Standards
< 60% Well Below Standards Possible Points Identification and Explanation of Objectives 9-10 Points At least four appropriate objectives or goals are identified, and how an EHR system would help each is fully explained; explanations demonstrate understanding of course concepts, sophisticated analysis and critical thinking. 8 Points Three or more objectives or goals are identified and clear explanations are given as to how each will be improved with an EHR system; explanations demonstrate understanding of course concepts, analysis and critical thinking. 7 Points Three or more objectives or goals are identified and adequately explained as to how an EHR system will help with each; demonstrates some understanding of course concepts, analysis, and/or critical thinking. 6 Points Fewer than three objectives may be presented; and/or they may not apply to the case study; and/or explanations may be lacking in demonstration of understanding of course concepts, analysis, and/or critical thinking. 0-5 Points Too few or no objectives are identified and/or explanations are not provided. 10 Model Complete-ness 27-30 Points Both the as-is and to-be models present all of the steps in the process in detail. 24-26 Points The as-is and to-be models present most of the steps in the process and provide some detail. 21-23 Points The as-is and to-be models present the major steps. 18-20 Points The as-is and to-be models are incomplete or inadequate to demonstrate a complete process. 0-17 Points Only one model presented or very few process steps are included. 30 Organization of Steps 27-30 Points Steps in the process are organized in a logical flow with the steps clearly labeled and demonstrate analysis and critical thinking. 24-26 Points Steps in the process are organized in a logical and well organized flow with the steps labeled. 21-23 Points Steps in the process are organized in a logical flow with steps labeled. 18-20 Points Steps may not be organized in a logical flow or may be lacking in demonstration of analysis, and/or critical thinking. 0-17 Points Process steps are not organized at all, or only one model is presented. 30 Model Presentation 18-20 Points Models are very professionally presented; use a logical and easily understandable structure, and spelling is correct. 16-17 Points Models are professionally presented; use a logical structure, and spelling is correct. 14-15 Points Models are presented well; use a logical structure, and spelling is correct. 12-13 Points Models are not professionally presented, and/or contain several spelling errors. 0-11 Points Models are extremely poorly presented and do not convey the information or only one model is presented. 20 Report Format 9-10 Points Report is very well organized and is easy to read. Very few or no errors demonstrate correct sentence structure, grammar, and spelling; written in third person and presented in a professional format; any references used are properly cited and listed in APA style. 8 Points Report reflects effective organization; may have a few errors in sentence structure, grammar, and spelling; written in third person and presented in a professional format; any references used are properly cited and listed in APA style. 7 Points Report is organized and may have some errors in sentence structure, grammar and spelling. Report is written in third person; any references used are properly cited and listed in APA style. 6 Points Report is not well organized, and/or contains several grammar and/or spelling errors; and/or report is not written in third person; and/or any references used are not properly cited and listed in APA style. 0-5 Points Report is extremely poorly written; and/or contains many grammar and/or spelling errors; and/or does not convey the information 10 TOTAL Points 100 11/29/2015 IFSM 305 – Stage 1 Page | 1