How to implement a Hospital Management System?

Organizations are successful because of good implementation, not good business plans” – Guy Kawasaki

The decision of installing a Hospital Management System is indeed thoughtful. But there is a long way to go before the system becomes fully functional.

Software and hardware installation is not so tedious as the provider of the software will do it in no time.

Indeed a quick process and one of the positives of a Hospital management System.

If the hardest part is not installation. What would it be?

The answer is ‘implementation’, the most crucial and demanding in the whole procedure.

Let’s have a look at the most crucial aspects of it.

Implementation of the Hospital management System. What to consider?

  • Integration: Interoperability is the most important feature of a management software. Before implementation make sure that the system that you are planning to purchase has the power to integrate with any section of the hospital. Some hospitals demand machine automation in their management system. However, it is entirely up to the need of the institution.

  • Automated Work Flow: Make sure that the software system has the ability to create work flows upon instruction resulting in automated tasks.

           Eg: of automated work flow –

  1.  Creating tasks
  2.  Establishing letter queues
  3.  Modifiable templates that can meet patient’s needs
  4.  Creating follow up interaction for patients.
  • Communication feature: Make sure that the system has provision for communication between patients, doctors as well as the staff. Email communication should be encrypted and secure. Social media has become the most inexpensive means of communication nowadays, make sure that the system has provisions to communicate with the world using social media.

     Smart phone integration is the immediate future of clinical management system. Check whether the system that you are going to purchase has this feature.

  • Insight about the need: With the help of Gap Analysis (Process of comparing actual performance with potential performance) get a thorough idea about the present and future need of the hospital. 

    Next is to list out the factors that define the current state of the hospital and by keeping the target in mind construct a detailed outline about the things that you need in the software system in achieving the target.

  • Test the system: Request the vendor for detailed information about the product. Prepare a questionnaire in the form of a check list about the requirement of the hospital. Schedule Vendor demo and make sure that the check list is in your hand while seeing the demo.

  • Don’t be fooled by the demo: Demo’s are usually meant to show the good traits. Do not be fooled by that. Make a work flow chart and give it to the vendor preferably 1 week in advance before the demo. Make sure that the software is able to handle the work flow well at the demo.

  • Validate the Checklist: Before the demo makes a checklist of your requirements and your expectation about the system. While performing the demo make sure that the system fulfills these requirements.

  • Include the right people: While implementation includes people from the section where you are planning to install the management system. Apart from them make sure that head of the IT department, marketing representative, Legal security representative, a person who understand government regulations etc.. present at the final decision making.

  • Be active and present at the entire implementation process: Implementation process should be closely monitored and a representative of the hospital should be present at the entire procedure to check the flow of the work and to rectify issues that happen in between the installation. Make sure that the implementation happens with in the proposed time limit by the vendor.

       Process of implementation includes,

  1. System set-up
  2. Data import and export (EMR– Electronic Medical Report Data)
  3. Data documentation and conversion of it to EMR
  4. Creating and establishing work-flows
  • Training: After the installation of the system make sure that each and every person who is suppose to come across the system has been given proper training with the actual work-flow system. Make sure that their training time would not be a hindrance to the existing workflow of the hospital.

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