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Executive Summary

According to our meeting with Prof. M. Askew on August 15th, 2017, we were requested to come up with an approach of studying the national trends about the usage of (Electronic Records Management) ERM, knowledge, and attitude of the staff members of Askew Cooperation about ERM and its implementation, and develop criteria for evaluating the usage of ERM. Therefore, it was our responsibility to offer recommendations based on our findings. Moreover, Askew Cooperation has not implemented any formal policy controlling the use of ERM by the staff members. Operation at Askew Cooperation is either manual or ERM. The current situation is not ideal because several healthcare centers are yet to improve patient data accuracy, safety, and accuracy. For that reason, Prof. Askew wanted to find an appropriate action that would ensure full adoption of the usage of ERM by staff members of Askew Cooperation.

We also presented our proposal to study the usage of ERM in healthcare settings to Prof. Askew. The proposal also entailed primary and secondary research on the literature review regarding the usage and implementation of ERM. To successfully complete the research, we estimated that the required time was 30hours for every person involved within 2.5 months at the cost of $3240. Our team consisted of experienced individuals, Edikan Phillips and Peter Kings from Phillips Medical Supplies. 

Introduction

Based on the previous proposal, our job will entail designing a plan to study the trends with ERM usage. Our primary objective is to establish staff members of Askew Cooperation with knowledge on ERM (Electronic Records Management). The attitude possessed by the staff members towards ERM also needs to be changed. Currently, Askew Cooperation has not put in place a policy describing the use of ERM by staff members. In that case, the method of operation is both ERM and manual. Our solution is not an ideal method to be adopted by healthcare organizations. It is just a matter of improving accuracy, safety, and efficiency at the workplace. 

 Also, Prof. Askew wanted our team to develop an action that will ensure full adoption of ERM (Electronic Records Management) at Askew Cooperation. As requested by Prof. Askew, our solution involved four tasks. 

• Finding out how electronic records management can be used by the staff members of the healthcare organization across the nation. 
• Evaluate the knowledge possessed by staff members of Askew Cooperation regarding ERM.  
• Researching how many healthcare sectors have implemented and benefited from ERM.
• The final task was to establish criteria that will be used in evaluating the usage of ERM.          

Research Methods

We started our task with the interview with Prof. Askew, where he requested that we undertake four tasks, which will assist in determining the best method for adopting ERM (Electronic Records Management) at Askew Cooperation. The same tasks are listed under the introduction section, and they were as follows:

• Finding out how electronic records management can be used by the staff members of the healthcare organization across the nation. 
• Evaluate the knowledge possessed by staff members of Askew Cooperation regarding ERM. 
• Researching how many healthcare sectors have implemented and benefited from ERM.
• Establishing the criteria that will be used in evaluating the usage of ERM. 

Task 1. Finding out how electronic records management can be used by the staff members of the healthcare organization across the nation

After our interview with Prof. Askew, she maintained that our focus should be based on the priority put by Askew Cooperation on the care of patients and community service. Therefore, it was necessary to carry out research and literature review regarding the implementation of ERM. Items for the literature review fall under the following categories:

• Healthcare journals focusing on the adoption and usage of ERM
• Introduction to ERM usage.
• Technical specifications involve ERM usage.
• Articles about the management approach for ERM usage.

Task 2. Evaluate the knowledge possessed by staff members of Askew Cooperation regarding ERM

It was possible by interviewing a couple of staff members of Askew Cooperation pertaining to their knowledge and attitude about the full adoption of ERM. Also, it was clear that staff members were entitled to their opinions and the true reflection of knowledge about ERM. In that case, every individual was interviewed for 5 minutes. 

Task 3. Researching how many healthcare sectors have implemented and benefited from ERM

It was achieved by visiting several hospitals across the nation to study how they have implemented ERM usage. In that case, we intended to study how they have tackled the technicalities that come with the implementation of ERM and how they have benefited from the same. 

Task 4. Establishing the criteria that will be used in evaluating the usage of ERM

Together with Peter Kings and Edikan Phillips, we commenced a study about the literature review of ERM, which in turn helps with the criteria for evaluating the usage of ERM in a given healthcare setting. We needed to integrate our information with other healthcare centers for the best criteria for evaluation. During the evaluation criteria process, we started our obligation by the cost component advised by Prof. Askew.

                                                                

Results

In this section, we present the results of the task that we carried out as follows: 

Task 1. Finding out how electronic records management can be used by the staff members of the healthcare organization across the nation

Task one, which is about understanding how the ERM can be used by staff members of the Askew Cooperation across the nation, implies that implementation of ERM should focus on the priorities given to the patients and community service in general. By implementing the use of ERM, healthcare organizations will be promoting business operation aspects such as effectiveness, continuity, compliance, and efficiency. With electronic records management, there will be no loss of data. Information will be readily available, and understanding the complete picture of the operation will be easy because staff members can easily share records and documents. Integration of electronic records management at Sutter Health implies quick asses of records, space savings, and reduced handling costs. At times, records can be vulnerable to loss, or the business activities of Askew Cooperation might fail because of the already lost records. Fortunately, this can be corrected through electronic records management. The approach can also speed up the recovery of the lost records (Galvin, 1996). 

Task 2. Evaluate the knowledge possessed by staff members of Sutter Health regarding ERM

When integrating ERM in an organization, records should be created, used, and created following the organizational activities. In that case, Askew Cooperation should create and maintain usable, authentic, and reliable records. The same records should be organized properly to support access and management simultaneously. Electronic records are designed in a manner that only authorized users can access. The designed process ensures that the records are arranged in usable formats. 

To achieve all of the benefits that come with integrating the ERM at Askew Cooperation, we will work closely with Peter Kings and Edikan Phillips. They have commendable experiences, which will make our work easier. Edikan Phillips has worked as the IT Director of Phillips Medical Supplies for more than ten years. Similarly, Peter Kings has worked with Phillips Medical supplies for 15 years as the nursing director. These two people are well informed about the healthcare records influencing activities at Phillips Medical Supplies. 

Task 3. Researching how many healthcare sectors who have implemented and benefited from ERM

From our interaction with the staff members of Askew Cooperation, we realized that most of the staff members were positive about adopting the ERM integration. 

Some of them even had the true reflection of knowledge regarding ERM. In that case, they must dwell more on the technical specifications and skills. Through technical skills, staff members will have the advantage of handling the activities that require the usage of ERM with ease (Center, 2008). Moreover, Electronic Records Management ensures audit trail. All data and records are traceable during auditing and any other form of investigation. For that reason, Sutter Health will avoid cases that come with managing risks and liability. The ERM must be comprehensive enough to initiate the security of the files, which will be required for auditing. 

Task 4. Establishing the criteria that will be used in evaluating the usage of ERM

Regarding task 4, as proposed by Prof. Askew, establishing the best criteria for integrating the usage of ERM requires further literature study. Though Peter Kings and Edikan Phillips had volunteered to help with that, it is still imperative that comparison is made with similar healthcare centers. By carrying out a comprehensive research study, factors such as the design and implementation cost will be reduced. It is because the collected information will be integrated with the one obtained from similar organizations. In implementing the ERM, factors such as efficiency and security features of the ERM should be given priority. 

Conclusion

In this section, we presented our conclusion based on our research study as per the assigned tasks by Prof. Askew.

Metadata 

Based on our tasks and research study, we concluded that integration and implementation of ERM usage should initiate the utilization of metadata. Files that metadata aid makes it very easy to locate relevant files, secure backup, and version controls.

Availability of Reusable resources 

According to the located tasks and research study carried out, ERM must also be potential enough to promote the availability of reusable resources.

Recommendation

Based on the results obtained from the research carried out on the tasks assigned by Prof. Askew, we recommend that the administration of Askew Cooperation pursue one of the following options:

Option 1: Consider the Implementation of ERM that utilizes Metadata 

With this consideration, Askew Cooperation will have benefited from the cost that comes with the implementation of ERM.

Option 2: Consider the implementation of ERM usage, which meets the general objectives of Askew Cooperation

With this consideration, the course of action of ensuring the adoption of ERM by the staff members of Askew Cooperation will be achieved.