Computerized systems in organizations and information systems influence each other in many ways in organizations. They are introduced by managers to serve the interests of the organizations. The organization should also be aware of the impact created by implementation of the information system in the organization (Austin and Boxerman, 2003). The organizations should be able to compromise the influence in such a way that it will benefit from the new technology and the ease brought about by the information system. This paper focuses on how the change in management of an organization occurs when an information system is introduced. The change in organization behavior would lead to change in management and hence assigning of different roles. Computerized information systems change management by flattening the organization since many organizations are able to centrally manage their large number of employees with internet technology.
Management Information Systems
Management Information systems and the organizations in which they are implemented influence each other. New information systems affect organizations structures, goals, work design, values, competition between interest groups and decision making. The management of information and decision rights enables the decision maker to make decisions and this depends entirely on the pertinent information (Austin and Boxerman, 2003). The management of information system involves transfer of information required for the decision to the decision maker using the organization’s system. Information systems widen the distribution of information to empower low-level employees. The relationship between information systems, organization performance and decision making must be carefully managed (Adkins, 1998). The following are some of the ways in which the uses of management information systems affect the management of hospitals:
- Organizational and behavioral effects on management are affected by MIS.
- MIS affects the economic status of an organization.
- It also has implications for the design and understanding of the information system.
- It has effects on internet and organization.
Computerized Records Management System
Patients’ details such as birth certificates and X-ray results etc. are kept and stored in digital form, and when a copy of the information is needed, they are retrieved and printed. Computerized record management systems are a good way of storing information because when needed, it can easily be retrieved (Adkins, 1998). Computerized systems have also helped in easing work in offices and efficiency in duties delegation (Adkins, 1998). The internet increases the accessibility, storage, and distribution of information and knowledge for organizations. Organizations are rapidly rebuilding some of their key business procedures based on internet technology and are making this technology a key component of their technology infrastructure (Elder, 2005). Many organizations implement information storage systems which are web-based or which uses internet technology. The computerized record management system in a hospital requires the following to be considered:
- Tasks, decisions, and organization’s procedures in which the information system is designed to assist.
- The interest groups that are affected by the system and the attitudes of the system stakeholders.
- The organization type and leadership style.
- The hospital’s structure in terms of hierarchy, specialization, routines, and the organizational procedures.
I would recommend the application of Computerized Record Management System. It is a more efficient method comparing to Management Information System. All data is stored into a data base therefore it will only take a click to be retrieved. However, the only disadvantage comes when there is a power blackout or internet problem, because work may be threatened to come to a standstill.
Increase in care quality
Computerized record management system will increase the quality of care: 1) the patients can receive adequate treatment in a timely manner due to fewer time needed for a health care provider to access the needed information; 2) the information about the patient can be stored in a national database making access to patients’ details easy from any hospital of the country.
Active Nursing Involvement
Active nursing involvement is needed as nurses are responsible for a number of procedures, tests, and information about all those aspects which should be accurately recorded and stored. As such, nurses may help designers and managers to create the data management and storage system that would be effective in implementation and maintenance. Besides, nurses should be trained to use this system whereas they may learn this better and faster if they partake in the design and implementation of it.
Computerized management system should utilize handheld devices so that nurses did not have to reprint the health records every time they are needed. Instead, Electronic Health Records can be read and used effectively with the help of wireless handheld devices that enable nurses and other health care providers to easily access and use information, adding records about tests, results, and treatment. The use of handheld devices may improve the quality of care by limiting the time needed for a professional to read and apply the record and make amendments to it.
Firewalls and passwords should be used to limit access of the undesired people to the confidential information about patients. Data integrity should be provided by means of keeping records about a single person in a single file that should prevent misunderstandings and incorrect data stored in the files. Data backup as well as data recovery should be provided through a specific electronic database which is copied into some governmental storage properly secured to ensure that the information is protected against damage, hacking, and disasters.
Positive cost effects: fewer nurses are needed to do the same job; time is saved; more patients are examined and treated instead of filling out the records. Negative cost effects: installation and maintenance of the system by a computer/software engineer (cost); training of nurses (time and cost); need for updates. However, it is better for patients in terms of effectiveness but can negatively impact the cost.
Benefits to care
Patient care and nursing care delivery can be improved because less time and efforts are required from nurses and patients can receive adequate assistance at sight without waiting for their records to be found.
FreeMED (an electronic records system that includes practice management tools) enables nursing staff to track data preventing different medical encounters by providing detailed data. This system can be compared to ClearHealth (electronic management system) which enables nursing staff to organize scheduling activities, track receivable accounts, be engaged in billing, and security issues. It is better to use the ClearHealth system.
The ClearHealth system is more appropriate for management in nursing unlike the FreeMED which has only basic functions of an electronic records system. The management of nursing activities can be optimized under the computerized management system which would enable nursing staff to spend less time filling out the patient records and tracking activities and spend more time on direct nursing.
Adkins, A. (1998). Computerized case management systems. Chicago, IL: American Bar Association. Print.
Austin, C. J. and Boxerman, S. (2003). Information systems for healthcare management. Chicago, IL: Health Administration Press. Print.
Elder, B. (2005). Computers and society. London: Bureau Books. Print.