eClinicalWorks is the most reliable and efficient proposed electronic health records solution for UMUC family clinic. It is beneficial as it is free for initial start-up, provides secure cloud-based technology, and meets the highest standards for maintaining data confidentiality and secure sharing of information (www.eclinicalworks.com).

The recommended hardware for UMUC are 1 Desktop Macintosh: Intel or PowerPC G5 with 2GB or more of RAM, 3 iPad Air laptop for examination rooms, 5 Mbps or greater, Firefox 28 or higher on Mac OS X, Apple iOS 5/6. Communications will come from local phone and internet provider (e.g. Verizon or Comcast); both of the options provide high speed service. eClinicalWorks will offer Dr. Martin and his staff with a support staff for any issues pertaining to the program. It will also be vital that Dr. Martin, Vivian, and Manuella are up to speed and trained equally on the hardware and software. With all members of this team being trained, it will ensure that it can improve the patient visit process currently at the clinic, in addition to the investment of patient check-in kiosk which can alleviate the 1-2 wait times also allowing the nurses to spend more time prepping rooms, attending to patients, and less time at the front desk.

Part 2

The following table shows areas of consideration for UMUC Family Clinic, a description for each consideration, and an explanation of how it will be addressed through the eClinicalWorks EHR solution by their capabilities provided or by a policy/process/procedure that UMUC can implement. IT, legal, ethical, and regulatory considerations for EHR technology solution is a solid foundation for Dr. Martin to view, assess, and apply all needed processes and guidelines for a successful upgrade.

Authentication

Authentication for Dr. Martin and his staff of 2 will be obtained through ID and password. This ensures that who is accessing the system is who they say they are.

eClinicalWorks EHR requires ID and password word log on to access the cloud based program. EClinicalWorks EHR is compliant with all HIPAA Privacy and Security Rules (eclinicalworks.com).

Access Control

Access control determines who amongst UMUC staff will be able to read, modify, add, and/or delete information. All current members of UMUC staff will need full access to eClinicalWorks EHR.

eClinicalWorks EHR software is adjustable and assessable to all who are granted permissions. This EHR technology provides UMUC with flexibility and usability.

Security Policies

UMUC will implement and follow strict security policies in order to protect themselves and their patients. HIPAA is also an obligated regulation to follow.

eClinicalWorks EHR is compliant with all HIPAA Privacy and Security Rules (eclinicalworks.com). With these requirements it enforces and promotes UMUC to follow necessary security policies.

Usability

There are specified users of the system and have a set of specified goals.

The system should allow user goals to be met effectively in an efficient manner and the users will be satisfied with the process or outcome.

The system will be used in a particular context with UMUC (Spencer, 2004).

A usable system is one that is designed to consider all of these aspects (Spencer, 2004). UMUC will achieve usability by molding the eClinicalWorks EHR to their specific needs and wants. EClinicalWorks software can provide current and future adjustments to meet the needs of UMUC now and its future expansions.

Reliability

Having a reliable hardware and software is vital for the needs of this growing family clinic. The reliability that a system provides can guarantee success and progress.

Reliability will be met through eClinicalWorks EHR because it is a consistently monitored, and designed to be intuitive. eClinicalWorks offers recorded and live trainings and free 60 days on boarding support via your personal EHR Success Coach (eclinicalworks.com).

Availability

Availability is quite crucial when it comes to a high functioning family clinic and its software processes. Availability is non-existent in UMUC currently and this is why they are suffering with wait times and process.

With the convenience of eClinicalWork’s EHR cloud-based technology, it will eliminate added stress of managing software within the office. Get support anytime, anyway, can contact via phone, email, or chat, always here to help (eclinicalworks.com).

Confidentiality

This is of utmost importance because protecting patient’s personal information is the law. In addition, trust in the physician-patient relationship would be diminished. Patients would be less likely to share sensitive information, which could negatively impact their care.

Creating a trusting environment by respecting patient privacy encourages the patient to seek care and to be as honest as possible. During the course of a health care visit the highest level of care to the patient will be provided.

Integrity

Doing what is right within a medical environment could come down to a life or death situation. Integrity is honesty and within a profession of healthcare this is mandatory. Honesty is an essential part of behaving with decency and professional integrity. Members of the public must be able to believe and place their trust in what they are told by a healthcare professional, especially in the context of the consent process (Medical Practice, n/d)

Dr. Martin and his staff must at all times uphold the highest level of integrity for themselves and their patients. Professional integrity is a measure of the degree of a professional reputation. A person’s integrity derives from the way in which they are viewed by others (Medical Practice, n/d).

System and Data Backup

This is important to the doctor and the patient, having past data will provide accuracy to medical help. Ensuring that your information is backed up regularly and protected will support your process.

eClinicalWorks EHR software provides monitored, protected system and data back-ups on a regular basis. Staff at UMUC should regularly reviews these back-ups to ensure it is available and that all information is being captured (EClinicalWorks, n/d).

Encryption

Transmission of data between the clinic, laboratory, pharmacy, etc. will require encryption of the information. This way only the authorized users made read what is transferred.

All communications are secured with public-key encryption. eClinicalWorks does not allow the use of low cipher strength in our production service (eclinicalworks.com).

Transmission Security

The use of transmission security is vital for operation within the clinic. These transmissions include VPNs, Firewalls, or Intrusion Detection.

eClinicalWorks EHR is protected by SSL security. Secure eClinicalWorks hosted and controlled servers and networks (eclinicalWorks.com). Installation of VPNs and firewalls via the router will be required of UMUC.

Audit Control

Need to support logging user access, logging data accessed, logging sign-on failures, and any changes to the data.

Proactive audits by eClinicalWorks EHR to ensure no inappropriate use or activity are taking place.

Safety/Safe Design

Standardize, independent checks, know when things go wrong. Anticipate that things will go wrong and apply known knowledge of making wise decisions and communicating with others.

UMUC must rely on eClinicalWorks EHR and each other to provide a safe design through the software and processes within the clinic and outside the clinic.

Quality Improvement

The key to quality improvement is to always keep the patients first. Gear all of your processes around the needs of the patients and all the rest will fall into place.

UMUC will always need to confirm that their EHR is delivering the quality and reliability that will keep processes flowing and patients protected and happy.

Project Resources (Human, Financial)

Implementation of a project plan is both necessary and important to introducing a EHR to a clinic. Making sure your resources are available is crucial to the progress and success of an EHR install.

Dr. Martin must designate a team lead on the roll out of this new software throughout UMUC. This will provide one contact for eClinicalWorks support. This will allow for all to be involved but only one go to individual.

Ethical Practices

Four duties are required of people in the healthcare profession, respect for autonomy, beneficence, non-malfeasance, and justice. In addition considering the ethical duties…extending to their “scope of actions”

Dr. Martin and his staff, in addition to any new staff that would come on board will need to always uphold their ethics training and values within the work place. They must also ensure that eClinicalWorks EHR is abiding by and protecting their data.

Business Associate Contracts

Obtain what was called satisfactory assurances of privacy protections from business associates are now required to essentially meet the same rules as covered entities.

eClinicalWorks EHR, Verizon, or Comcast, and all others involved in this process to upgrade the technology UMUC will need to meet all rules and regulations necessary

HIPAA Privacy Rule

Privacy is one’s right to keep information to one’s self. It is the right to be left alone, the right to keep personal information secret, and in essence, the right to control personal information (Culture of healthcare PP, 2016).

EClinicalWorks EHR is designed to comply with HIPAA requirements as well as develop internal support and business processes that meet these standards.

HIPAA Security Rule

Security is the activity of protecting personal information. It consists of mechanisms to assure the safety of data and the systems in which the data reside (Culture of healthcare PP, 2016).

EClinicalWorks EHR is designed to comply with HIPAA requirements as well as develop internal support and business processes that meet these standards.

Initial and annual Training

Training of the new software and hardware is imperative for UMUC staff. Proper training will ensure that this new process within the clinic runs smooth and is successful. A solid EHR training plan will help clinicians make the transition from paper to electronic health records (TechTarget, 2011).

Providing ample and consistent training of the new software and hardware is imperative for UMUC staff. In addition to the initial training applying personalized and specialized (Health IT, 2015) training will provide UMUC staff with necessary tools for success. Refresher trainings will also benefit.

Conclusion

In conclusion, with the application of eClinicalWorks EHR and adhering to the considerations within the table, Dr. Martin and his staff will be equipped to effectively deliver a secure, reliable, efficient, and productive clinical management network for their office and their patients. The current issues of patient wait time because of check-in processes will shorten with the kiosks and provide streamlined progress which will free up the nurses for other things. The new EHR network will help the doctor, staff, and patients to meet the demand of its current security, privacy requirements, and process flow while also meeting the strategic goals and objectives. IT, legal, ethical, and regulatory considerations all play a vital role in the introduction and success of this new technology for UMUC. Dr. Martin will succeed if he continues following laws and considerations for his clinic.

References

Becker’s Health IT., (2015, May 25). 3 solutions to improve EHR training outcomes. Retrieved on August, 6 2017 from http://www.beckershospitalreview.com/healthcare-information-technology/3-solutions-to-improve-ehr-training-outcomes.html

eClinicalWorks EHR., (N/D). EClinicalWorks EHR features. Retrieved on August 6, 2017 from http://www.eclinicalworks.com

Medical Practice., (N/D). Professionalism and integrity: Doing what is right can sometimes be a test. Retrieved on August 6, 2017 from http://www.medicalprotection.org/uk/advice-booklets/mps-guide-to-ethics---a-map-for-the-moral-maze/chapter-3---professionalism-and-integrity

Microsoft,. (N/D). Quality attributes. Retrieved on August 6, 2017 from https://msdn.microsoft.com/en-us/library/ee658094.aspx

Spencer, D., (2004, NOV. 01). What is usability? Retrieved on August 6, 2017 from http://www.steptwo.com.au/papers/kmc_whatisusability/

TechTarget., (2011, Nov 03). Take this EHR and shove it: Why EHR training is important. Retrieved on August 6, 2017 from http://searchhealthit.techtarget.com/blog/Health-IT-Pulse/Take-this-EHR-and-shove-it-Why-EHR-training-is-important

The Culture of Healthcare PP., (2016, April). Privacy, confidentiality and security. Retrieved on August 6, 2017 from https://umuc.equella.ecollege.com/file/6aeb7b12-7691-41e6-9998-1f9d4af59f80/1/29/comp2_unit9c_lecture_slides.pdf

University of Maryland University College (2016, March 20). IFSM 305: Family clinic case study. Retrieved on August 6, 2017 from https://learn.umuc.edu/d2l/le/content/126702/viewContent/5960865/View

University of Maryland University College (2016, March 20). IFSM 305: Family clinic stage 4. Retrieved on August 6, 2017 from https://learn.umuc.edu/d2l/le/content/126702/viewContent/5960869/View