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Field Analysis For System Conversion

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Question:

Conduct a field analysis for system conversion.Evaluate the information provided in the attached file. Determine if the data in the old system needs to be converted in the new system and how this should be done?
 
 

Answer:

The present report can be referred to as field analysis, for the implementation management of concerned newer MPI system. It is noteworthy to mention that along with the enactment of necessary changes for the workflow into machine language, there should be sufficient investment over training and education program (Gardner, 1999). This will help the employees to make appropriate usage of newer system and finding crucial requirements for future implementation of requisite functioning.

It is important to preserve the previous data in all respect. The reason associated for preserving of older information can be made into utilization as case study; evidence based clinical decision and cohort or meta-analysis study. More importantly, analysis of patient history is one of the crucial aspects, which can be executed (Gardner, 1999).

The concerns as obtained with respect to the field analysis can be described with reference to following point:

  • DOB – The format for date of birth remains same, which is a common universal format. It is hence maintaining the same format is appropriate with respect to maintaining the old information and handling the subsequent work procedures.

  • Characters for first and last name – Increase or decrease in characters will not demand for extra space in the depository. It is hence increasing the character size for recording name will be beneficial. The ASCII formatted character space thus can be increased upto same “30 characters for first name. Often when people from diverse background have longer names, such change will be helpful.

  • Services – It is more appropriate to make inclusion of number of services compared to the old system, which contains very less number of services. Services such as Newborn, pediatrics and surgery are same as like older system. Services, viz. OB/Gyn and Medical should be categorized into newer system, with respect to the older data. Alternatively, it is easy to sort data based on DOB of patient to search in a service repository “older data”. Thus, the older system is necessary to be shifted in newer format. Additionally, a new service tab, “Palliative care” should be added in the newer system.

  • Patient type – The contents included in the newer system is more appropriate and helpful. Thus, there is no need to make any changes with respect to patient types tab.

  • Physician number – With time, it is obvious that the number of patients visiting to the hospital as outpatient and being admitted in the hospital will be increasing. It is hence increasing the digits will be helpful. Importantly, the 5 digits should be increased to 7 digits, which will enable the system to make into use for longer duration. To make the older records and information align with the newer system, it would be appropriate to make the 4 digit numbers or more accordingly. The simplest way is to use awk script or JAVA program to add “0” before the older number records (Wang, 1997).

  • MRN – The concept of increasing the digit from 7 to 10 is effective. In order to make the older records import into the newer system, “0” can be added to the previous MRN.
 

References:

Gardner, R. M., Pryor, T. A., & Warner, H. R. (1999). The HELP hospital information system: update 1998. International journal of medical informatics, 54(3), 169-182.

Wang, K., Van Wingerde, F. J., Bradshaw, K., Szolovits, P., & Kohane, I. (1997). A Java-based multi-institutional medical information retrieval system. In Proceedings of the AMIA Annual Fall Symposium (p. 538). American Medical Informatics Association.

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