D157 Healthcare Improvement Project Phase 2 Revision Document

D157 Healthcare Improvement Project Phase 2 Revision Document

Student Name

Western Governors University

D157 Managing Resources in an Era of Disruption

Prof. Name:

Date

D157 Healthcare Improvement Project Phase 2 Revision Document

How Are Project Team Members Selected and What Are Their Roles?

The selection of project team members for the Health Improvement Project (HIP) is based on identifying individuals who possess the relevant skills, expertise, and standards necessary to significantly contribute throughout both the planning and implementation phases. As the project manager, I assessed the staffing requirements in alignment with the organization’s human resource goals to determine the optimal team size.

Strong project management skills are critical for overseeing and coordinating all project phases, ensuring that objectives are met within the defined scope and timeline. My Subject Matter Expert (SME), BK, provides healthcare expertise to ensure that the development plans adhere to best practice standards. The Quality Improvement (QI) Specialist focuses on formulating quality enhancement strategies, monitoring outcomes, and adjusting the project plan accordingly.

During implementation, the IT technician (PP) guarantees the availability and functionality of software tools and digital infrastructure essential for data collection, analysis, and reporting. The nurse educator (GJ) supports staff by facilitating training and capacity building. Operational logistics and resource allocation during both phases are managed by the hospice administrator (HG). Additionally, the human resources manager (CB) ensures that staffing needs are met, regulatory compliance is maintained, and personnel issues such as morale, retention, recruitment, and onboarding are addressed during the Electronic Health Record (EHR) training project.

Responsibilities of Each Team Member

How Is Team Engagement and Management Handled?

Effective support for team members is crucial during the project implementation phase. To foster a productive team environment, strong team-building practices are employed, including regular team meetings and the use of collaborative tools that promote accountability and active participation. Open sharing of ideas enhances collaboration, which has been shown to improve morale and performance (Elsheikh et al., 2023).

Building trust within the team is fundamental as it enhances cohesiveness and productivity through transparent and consistent communication. Coaching and mentoring further boost team effectiveness by supporting ongoing professional development and providing constructive feedback (Deng et al., 2022). Given the high stakes of EHR optimization, where changes affect daily routines, trust is particularly important.

I promote trust by encouraging transparency, providing frequent project updates, and openly addressing concerns. Clear communication protocols are established to maintain alignment and avoid misunderstandings. Defining roles and responsibilities clearly fosters ownership and motivation. Celebrating achievements and recognizing contributions also sustains morale.

Conflict management is approached systematically with structured resolution techniques emphasizing dialogue and mediation, which help preserve harmony and minimize disruptions (Strudwick et al., 2022). Decision-making incorporates team input while allowing designated leaders to finalize decisions, promoting efficiency and project success.

What Support Is Provided to Team Members?

Prioritizing team well-being is essential for creating a positive and supportive work environment (William, 2024). Professional development is encouraged by providing access to necessary tools and training opportunities that enhance individual competencies.

An open-door policy is maintained to ensure team members can voice concerns or seek assistance when needed. Regular feedback and coaching sessions are conducted to facilitate skill improvement and build confidence.

Work-life balance is supported through flexible working arrangements, including options for remote work and flexible scheduling. Research indicates that such flexibility significantly enhances employees’ ability to manage personal and professional responsibilities effectively (Parajuli et al., 2023).

Wellness initiatives such as stress management workshops and mindfulness training are integrated to help reduce stress and improve mental health. Furthermore, boundary management education teaches time management and digital detoxification strategies to maintain balance outside work hours (Rashmi & Kataria, 2021).

How Are Financial Resources Managed?

Financial forecasting played a pivotal role in developing the Pro Forma Operating Budget for the EHR improvement initiative. This approach ensured that budget projections accurately reflected anticipated expenses and benefits.

The budget planning involved analyzing historical financial data from previous EHR upgrades or training initiatives within the department. This included reviewing costs related to software licensing, training, hardware, and support services.

Detailed cost estimates were developed for critical components such as software acquisition or development, user training, system integration, and the employment of temporary IT staff or consultants. Potential savings from improved workflow efficiency, reduced documentation time, and enhanced patient data management were also factored in, using benchmarks from similar successful projects.

To maintain financial control, I will monitor budget variances through monthly comparisons of actual versus planned expenditures. Any deviations will be analyzed to understand their cause and determine necessary adjustments, such as reallocating funds or modifying deadlines to keep the project within budget.

What Does the Project Charter Include?

Justification

The need to enhance the efficiency of the current Electronic Health Record (EHR) system drives this project. The initiative seeks to reduce administrative burdens and improve usability, thereby supporting the organization’s goals to lessen employee burnout and enhance patient care quality.

Project Purpose

The objective is to train clinicians and optimize EHR workflows to facilitate faster documentation, eliminate redundant procedures, and ensure intuitive navigation. This will enable healthcare professionals to dedicate more time to direct patient care, improving overall outcomes and organizational productivity.

Key Risks

• Resistance to Change: Staff may resist adapting to new workflows, causing delays in adoption.

• Financial Resources: The project’s cost and securing sufficient funds pose significant risks. Coordination with the budgeting administrator is necessary to ensure funding aligns with organizational priorities.

What Is the Project Budget Overview?

Regular evaluations will be conducted to assess budget effectiveness and adjust for financial stability throughout the project lifecycle.

What Is the Project Schedule?

• Project Start Date: September 22, 2024

• Training Development Start: October 28, 2024

• Project Evaluation Date: March 30, 2025

• Project End Date: April 30, 2025

What Are the SMART Goals for the Project?

The overarching SMART goal is to decrease clinicians’ documentation time by 25% through workflow optimization, comprehensive training, and collaboration with IT and EHR vendors.

What Are the Key Performance Indicators (KPIs)?

Healthcare Improvement Project RACI Chart

References

• Deng, C., Gulseren, D., Isola, C., Grocutt, K., & Turner, N. (2022). Transformational leadership effectiveness: an evidence-based primer. Human Resource Development International, 26(5), 627–641. https://doi.org/10.1080/13678868.2022.2135938

• Elsheikh, R., Quang, L. L., Nguyen, N. Q. T., Van, P. T., Hung, D., Makram, A. M., & Huy, N. T. (2023). The role of nursing leadership in promoting evidence-based nursing practice. Journal of Professional Nursing, 48, 93–98. https://doi.org/10.1016/j.profnurs.2023.06.007

• Parajuli, D., Kc, D., Khattri, K. B., Adhikari, D. R., Gaib, R. A., & Shah, D. K. (2023). Numerical assessment of optoelectrical properties of ZnSe–CdSe solar cell-based with ZnO antireflection coating layer. Scientific Reports, 13(1). https://doi.org/10.1038/s41598-023-38906-z

• Rashmi, K., & Kataria, A. (2021). Work–life balance: a systematic literature review and bibliometric analysis. International Journal of Sociology and Social Policy, 42(11/12), 1028–1065. https://doi.org/10.1108/ijssp-06-2021-0145

• Strudwick, G., Jeffs, L., Kemp, J., Sequeira, L., Lo, B., Shen, N., et al. (2022). Identifying and adapting interventions to reduce documentation burden and improve nurses’ efficiency in using electronic health record systems (The IDEA Study): protocol for a mixed methods study. BMC Nursing, 21(1), 213. https://doi.org/10.1186/s12912-022-00989-w

• William, S. (2024, October 7). Resource Allocation Strategies in Project Planning. Project Management Society. https://projectmanagementsociety.com/resource-allocation-strategies-in-project-planning/