NURS FPX 6416 Assessment 1 Needs Assessment Meeting with Stakeholders

Name

Capella university

NURS-FPX 6416 Managing the Nursing Informatics Life Cycle

Prof. Name

Date

Needs Assessment Meeting with Stakeholders

Transitioning to an Electronic Health Record (EHR) System

Introduction

The transition from manual documentation to an Electronic Health Record (EHR) system at St. Paul Regional Health Center (SPRHC) presents a significant shift in clinical workflow, data management, and quality care delivery. A successful needs assessment meeting with stakeholders lays the foundation for aligning technological change with clinical goals, resource capacities, and user competencies (McGonigle & Mastrian, 2022). This paper outlines key elements of the stakeholder meeting, including the strategic purpose of the transition, stakeholder roles, identified gaps, EHR benefits, and ethical and regulatory considerations.

Purpose of the Meeting

The needs assessment meeting aimed to gather multidisciplinary perspectives on SPRHC’s transition from manual documentation to EHR. The objective was to identify current documentation inefficiencies, evaluate the clinical and administrative requirements of the EHR system, and establish consensus on the change management strategy. The meeting also emphasized the alignment of the EHR with organizational goals such as improving patient safety, streamlining workflows, and complying with health information technology regulations.

Stakeholders Involved and Their Roles

The stakeholder group included representatives from administration, nursing, information technology (IT), quality improvement, finance, and frontline clinicians:

Chief Nursing Officer (CNO): Provided input on clinical workflows, staffing impact, and nursing informatics needs.
Director of Information Technology: Advised on EHR system capabilities, data integration, and infrastructure needs.
Chief Financial Officer (CFO): Addressed budget constraints and return on investment (ROI).
Clinical Nurse Specialist (CNS): Represented direct care providers and emphasized usability and training.
Health Information Manager: Spoke on data management, coding accuracy, and privacy compliance.
Patient Safety Officer: Highlighted how EHRs can reduce medical errors and improve reporting.
Medical Staff Representative: Shared concerns about clinician adoption and interoperability with external providers.

Identified Gaps in Documentation and Workflow

During the discussion, the following critical gaps were identified:

Redundancy and Delays: Manual documentation created redundant data entry and delays in accessing patient information.
Inconsistent Records: Paper records often lacked uniformity, leading to variability in clinical decisions.
Data Silos: Different departments maintained separate documentation systems, leading to fragmented care.
Limited Reporting Capability: Manual logs made it difficult to generate reports for performance improvement and regulatory compliance.
Security Risks: Paper records increased the risk of breaches due to physical mishandling and unauthorized access.

Anticipated Benefits of EHR Implementation

Stakeholders agreed that implementing a robust EHR would bring transformative benefits:

Improved Clinical Decision-Making: Real-time access to comprehensive patient data enhances care coordination.
Increased Patient Safety: EHRs with Clinical Decision Support Systems (CDSS) reduce medication errors and flag potential contraindications.
Regulatory Compliance: Digital documentation facilitates adherence to CMS, HIPAA, and The Joint Commission requirements.
Operational Efficiency: Automated workflows minimize clerical tasks and support better resource utilization.
Data Analytics: EHRs offer tools for population health monitoring, performance dashboards, and predictive modeling.

Ethical and Regulatory Considerations

The EHR system must uphold ethical principles of autonomy, privacy, and data stewardship. HIPAA compliance is central to system design, ensuring secure transmission and storage of protected health information (PHI). Informed consent regarding digital data use must be integrated into patient interactions. The transition also raises questions about equitable access to health technologies among vulnerable populations, which the organization must proactively address (McBride & Tietze, 2022).

Stakeholder Engagement Plan

Sustained engagement will occur through:

Bi-weekly strategy meetings with clinical and technical leaders.
Training needs assessments and education sessions for end-users.
Feedback loops via surveys and focus groups throughout implementation.
Transparent progress reports to ensure shared accountability and trust.

Conclusion

The stakeholder meeting successfully identified critical gaps and developed a shared vision for EHR adoption at SPRHC. With committed leadership, clear communication, and rigorous compliance planning, the transition promises to elevate the quality, safety, and efficiency of care delivery. Continued collaboration and ethical diligence will be vital throughout the implementation journey.

Table of Stakeholders and Contributions

Stakeholder	Role/Title	Key Contributions
Chief Nursing Officer (CNO)	Nursing Leadership	Advocated for nursing workflow integration and patient safety improvements.
IT Director	Information Systems Lead	Outlined technical requirements and EHR capabilities.
Chief Financial Officer	Finance Lead	Addressed budgeting, cost-saving potential, and long-term ROI.
Clinical Nurse Specialist	Nursing Liaison	Highlighted training needs and end-user engagement.
Health Information Manager	Medical Records Lead	Emphasized data accuracy, coding, and HIPAA compliance.
Patient Safety Officer	Quality and Risk Management	Provided input on how EHR can reduce adverse events and enhance reporting.
Medical Staff Representative	Physician/Provider Voice	Discussed workflow integration, interoperability, and clinician adoption concerns.

References

McBride, S., & Tietze, M. (2022). Nursing informatics for the advanced practice nurse: Patient safety, quality, outcomes, and interprofessionalism (3rd ed.). Springer Publishing Company.

McGonigle, D., & Mastrian, K. G. (2022). Nursing informatics and the foundation of knowledge (5th ed.). Jones & Bartlett Learning.