IT and Legal Considerations for Proposed EHR Technology Solution

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Case Study, Stage 4: IT and Legal Considerations for Proposed EHR Technology Solution

Before you begin this assignment, be sure you have read the “UMUC Family Clinic Case Study”, the Case Study Stages 1-3, your required readings and feedback on your graded work so far.

Purpose of this Assignment

This assignment gives you the opportunity to apply the concepts of this course to address the implementation and on-going management of the certified EHR technology solution you have proposed for the UMUC Family Clinic.  This assignment addresses the following course outcomes to enable you to:

  • Evaluate the organizational environment in the health care industry to recognize how technology solutions enable strategic outcomes.
  • Evaluate technology solutions in the health care industry to improve the quality of care, safety, and financial management decisions.
  • Examine the implications of ethical, legal, and regulatory policy issues on health care information systems.

IT, Legal, Ethical and Regulatory Considerations for Proposed EHR Technology Solution 

Following your report of the Meaningful Use reporting requirements in your Stage 3 project, the owner of the UMUC Family Clinic has still not authorized the needed project funding.  In evaluating an IT proposal, there are several areas that need to be considered.  Prior to authorizing the needed project funding, the owner has asked you to prepare a table addressing the important aspects/considerations of the project. These considerations are listed in the table provided with this assignment. Considerations include such areas as IT operational safeguard, architectural, project/implementation, legal and ethical considerations.

Depending on the specific EHR technology solution you proposed, some of the considerations would be more important than others, and some may not need specific consideration for the initial implementation of your proposed solution.  (If a consideration is not relevant for the solution as described and at implementation but might be something for the future, mark it “N/A”.  If for instance cloud computing is not in the solution being implemented, but may be considered in the future it would be N/A and not required for the solution.  Please note that even N/A items require an explanation.)

The responses that you enter into the table for each consideration must be aligned to the one specific solution you proposed and appropriate to the UMUC Family Clinic.

Assignment

Using the EHR technology solution you proposed in Stage 2, you should briefly explain it and then copy the table below and complete the remaining three columns.  For each area of consideration, you should rate it as high, medium, low, or N/A (Not Applicable) in importance or relevance at time of implementation (and not sometime in the future) for the specific EHR technology solution you proposed for the UMUC Family Clinic.  Then, provide a brief description, a minimum of two sentences, and a brief explanation, a minimum of two sentences, to justify that rating or the N/A.  Do not try to create a reason if there is none, but carefully analyze each consideration and determine whether it applies and how.  Explanations must provide enough information to convey the reasoning behind the rating.  DO NOT copy the definitions from the textbook or other sources but put into your own words to demonstrate your understanding of the concept as you provide your explanation for the rating.  Use the Grading Rubric to be sure you have covered everything.  Submit your paper with answers to parts 1 and 2 below via your Assignment Folder as a Microsoft Word document with your last name included in the filename.

Part 1: Briefly explain your proposed EHR technology solution.  Identify what the solution is, what it is expected to do for the UMUC Family Clinic, and what major hardware, software and communications components will be used, summarizing the information you provided for Stage 2.

Part 2:  Table of Considerations.  The Areas for consideration are defined in the section “Concepts” which follows the table of considerations.  An example for one entry is also provided below (you cannot use the area identified in the example for your assignment).  Click on the upper left corner of the table to copy it into your paper.

Table of Considerations
AreaHigh/Medium/Low Rating or Not Applicable (N/A)Description of the AreaExplanation for Rating /How you will address it
 (minimum 2 sentences for each)(minimum 2 sentences for each, linked to specific EHR technology solution proposed)
I.IT – Operational Safeguards
1.Identity Management & Authorization   
2.Training Programs   
3.Continuity of Operations   
4.Incident Procedures   
5.Accountability   
6.Risk Assessment   
7.System Activity Review   
II.IT – Architectural Safeguards
8.Reliability   
9.Availability   
10.Maintainability   
11.Scalability   
12.Safety   
13.Cloud Computing   
III.IT – Project Management Considerations
14.Project Resources (Human, Financial)   
15.Medical Paper Record Migration   
16.Change Management during Implementation   
17.Change Management after Implementation   
IV.Legal, Ethical, and Regulatory Reporting Considerations
18.Business Associate Contracts   
19.HIPAA   
V.Additional Consideration
20.Research and add a consideration from your knowledge of the course  

Concepts:

The 19 considerations covered in the above table can be found in the following readings:

  • Operational, Security and Architectural Safeguards – Ch. 27 & 28 & 29
  • Ethical and Legal consideration – Ch. 3 & 13 (Week 7 readings)

You can also use sources outside of the text but make sure they are used in the same context and cite your sources.

For consideration #20, it is up to you to add a consideration that you feel is important, and that was not covered in the 19 considerations listed in the table.  It is expected that you may do some external research, if you can’t find an additional consideration through your course readings. This is part of the assignment and is not additional credit.

Example from another industry:  For example, for a fitness center that is adopting a new technology solution involving a kiosk for customers to use to pay for their membership at the gym, then for the Area of Accessibility, the following might be entered.  Note the thorough explanation of the rating. You CAN NOT use this area for your “Additional Consideration” area in the assignment. 
AreaHigh/Medium/Low Importance or Relevance or Not Applicable (N/A)Description of AreaExplanation for Rating
Accessibility MediumAccessibility is the degree to which a product, device, service, or environment is available to as many people as possible. This includes accessibility to people with various impairments such as: cognitive, visual, hearing and / or dexterity.Since the customers will use the kiosk to pay their membership fees, it must be accessible to everyone.  Customers need a convenient and individual method of logging into the system that enables them to perform the needed tasks quickly and efficiently.  The customers should have controlled access that prohibits them from entering any areas or performing any functions not intended for customer use. It is rated “Medium” because it is important for some customers who choose to use the kiosk and the system cannot be accessed without some type of login so it is important; however, it is not “High” since there are other methods of paying membership fees.

The “right” and “wrong” answers have to do with whether or not you correctly rated each consideration as it relates to your proposed EHR technology solution and have provided a well-supported explanation for the rating you assigned.  Your responses will be evaluated on whether they are applicable to the solution, correctly rated, adequately explained, and are appropriate to the UMUC Family Clinic.  Use the Rubric below to be sure you have covered all aspects.

GRADING RUBRIC:

Criteria90-100%Far Above Standards80-89%Above Standards70-79%Meets Standards60-69%Below Standards< 60%Well Below Standards Possible Points
Explanation of Proposed Solution9-10 PointsExplanation uses course vocabulary and concepts to clearly identify what the IT solution is, what it is expected to do for the organization in the case study; and it sets the stage well for the rankings.  A well-written introduction to the Table of Considerations is provided.8 PointsExplanation uses course vocabulary and concepts to clearly identify what the IT solution is; and it appropriately sets the stage for the rankings.  A good introduction to the Table of Considerations is provided.7 PointsExplanation describes the IT solution; an introduction to the Table of Considerations is provided.6 PointsExplanation of solution does not clearly explain what it is expected to do for the business in the case study, is not a technical solution for a specific process, or is not adequate to set stage for rankings; and/or introduction to Table of Considerations is missing.0-5 PointsNo explanation provided, or very poor explanation of proposed solution provided; and/or solution described is not a technical solution; and/or little effort demonstrated10
High/Medium/Low or N/A Rankings18-20 Points Rankings all demonstrate a strong understanding of course concepts, analysis and critical thinking; and are appropriate for the organization in the case study and the proposed EHR solution.16-17 PointsMost rankings demonstrate an understanding of course concepts, analysis and critical thinking; and are appropriate for the organization in the case study and the proposed EHR solution.14-15 PointsRankings are designated and demonstrate a basic understanding of course concepts or analysis.12-13 PointsRankings are provided but selection may be somewhat inappropriate for the case study or the EHR solution.0-11 PointsFew, if any rankings provided, or rankings are not appropriate for the EHR solution and/or the case study.20 
Descriptions18-20 Points Descriptions are at least two good sentences and all demonstrate a strong understanding of course concepts, analysis and critical thinking.16-17 PointsDescriptions are at least two good sentences and most demonstrate an understanding of course concepts, analysis and critical thinking.14-15 PointsDescriptions are at least two sentences and demonstrate a basic understanding of course concepts or analysis.12-13 PointsSome descriptions are less than two sentences, and/or may be somewhat incomplete or inaccurate.0-11 PointsFew, if any descriptions are provided, or many descriptions are incomplete or inaccurate.20
Explanation for Rankings36-40 Points Explanations are at least two good sentences each and use course vocabulary to justify rankings and demonstrate a strong understanding of course concepts, analysis, and critical thinking; and are focused on the case study and the proposed EHR solution.  Additional consideration (#20) is appropriate to the case study and the EHR solution.32-35 PointsExplanations are at least two good sentences each and use course vocabulary to justify most rankings and demonstrate an understanding of course concepts, analysis, and critical thinking; and are focused on the case study and the proposed EHR solution.  Additional consideration (#20) is appropriate to the case study and the EHR solution.28-31 PointsExplanations are at least two sentences that justify each ranking and are relevant to the case study and proposed EHR solution.  Additional consideration (#20) is appropriate to the case study and the EHR solution.24-27 PointsSome explanations are less than two sentences, and/or do not adequately justify rankings; may be lacking in the use of course vocabulary; or are not focused on the case study and/or the proposed EHR solution.  Additional consideration (#20) may not be appropriate to the case study and the EHR solution.0-23 PointsFew, if any explanations provided, are not compatible with rankings; or little effort demonstrated.40 
Table Format9-10 PointsInformation is professionally presented; and uses course vocabulary, correct sentence structure, grammar, and spelling.8 PointsInformation is presented well; uses correct sentence structure, and has few grammar, and spelling errors.7 PointsInformation is presented with some grammar and/or spelling errors.6 PointsInformation is not professionally presented, and/or contains several grammar and/or spelling errors. 0-5 PointsInformation is extremely poorly written; has many grammar and/or spelling errors; and/or does not convey the information adequately.10
     TOTAL Points Possible100