Review and reorganise information found within the electronic filing systems

An Executive Report on the Reorganization of Health Information in Electronic Filing Systems in Total Allied Health Your Name Subject and Section Professor’s name Date Executive Summary This report seeks to respond to the need to reorganize the e-filing system at Total Allied Health since it is very relevant for enhancing clinical and administrative care. The current system has disadvantages, which include the duplication of data, negligence in tracking inventories, and low morale among the staff. Such restructuring is aimed at improving functionality and compliance, as well as making considerations for system modifications that may be required through experience in the workplace. The research enrichment addresses several issues that deserve careful attention: inexperience in updating information and inactive use of available technologies. Concerning our current stakeholder interviews, system audits, and user feedback results, this research has discovered that inefficiencies must be addressed. The report also recommends a plan of working with strategic methods that involve the significant use of document management software, including Google Drive and Oracle Database, to enhance the handling and securing of data (Muhammad, 2019; Rozman et al., 2017; Oracle® Database, 2021). Zoho Inventory (n.d.) shall also be implemented to facilitate various inventory procedures. The following are the characteristics of these technologies; they will help in realizing a more centralized and accessible system which will enhance the data integrity and compliance with the General Data Protection Regulation (GDPR) or the Health Insurance Portability and Accountability Act (HIPAA) amongst other laws (The Investopedia Team, 2023; U.S. Department of Health and Human Services, 2022). Specific change initiatives cover areas such as the interface between the systems to make them friendly for the user, examining the integrity of the data and conducting periodic reviews, and implementing continuous training to familiarize all the staff with the new system change. The substance of the implementation plan is identified as straightforward, practical strategies with measures facilitating the change process and the timeframe for each activity together with the corresponding actor. Therefore, the suggested reorganization of the e-filing system can lead to proper functioning, increase the staff's engagement, and positively impact Total Allied Health's mission of delivering quality healthcare services. Introduction Background Information In a fast-paced environment such as Total Allied Health, the e-filing system remains the primary structure for delivering clinical and administrative services. However, the accumulation of the working and technological progression led to several problems, such as data duplication, the attempt to trace the position of the inventory, and the general staff's hatred of the ineffective system. However, understanding the dire necessity for an overhaul, there lies the need for formulating a strategic plan that not only refines the data structure but also goes a step further to adapt the system's workings to the ever-evolving workplace needs. Problem Statement Total Allied Health’s present e-filing system could be more efficient to support clinical and administrative services since it has the following challenges. Initially, the system was developed to integrate the various processes within the company and provide more convenient access to information. However, it currently needs to be fixed. The key issues are as follows: 1 Identified duplicate records of patients, products, and services in the system, which confuse, higher chances of errors, and lag times in obtaining up-to-date data; 2 The system needs better inventory management and could have been more effective, bulky, and hard for users to navigate, leading to poor inventory tracking, especially of items such as PPEs. In their traditional approach, the staff uses other informal means to communicate, such as emails or mere writing on paper, which is time-consuming and results in many errors; 3 Dissatisfaction with the overall performance, coupled with poor confidence in the system's ability in terms of accessibility and efficiency, has left the system underutilized among the staff. Moreover, the failure or the unwillingness of the citizens to interface with the system not only defies the intention of the system but also the productivity rates; 4 Since the system has not been regularly updated, there is a heap of old files that have found their way into the database, which had the effect of slowing the work rate of staff because in accessing relevant information, they end up sifting through the numerous outdated files flooding the database; and 5 Failure to meet legislation or rules within the business environment, like data protection and privacy laws, is a legal and operational liability to the business organization. Objectives of the e-Filing System Reorganization The objective of restructuring e-filing at Total Allied Health aims at diminishing redundancy, leading to internal data accuracy, inventory control that offers real-time management, raising use and satisfaction brought about by modifying the interface design, and ensuring full compliance with regulations such as GDPR and HIPAA (The Investopedia Team, 2024; U.S. Department of Health and Human Services, 2022). Moreover, it will also address concerns of expansion into future needs and technological growth in order to achieve the goal of enhancing the organization's operational capacity. This integrated approach aims to alter the system into one that is strong, effective, and easy to use, thereby enhancing centric operations that enable better service delivery and administrative functions. Methodology The following methodology was adopted to focus on reorganizing the e-filing system at Total Allied Health. This entailed reviewing the existing literature through sources such as Google Scholar, which helped to find various research articles on the management of the e-filing system. Moreover, the specifications regarding best practices as recommended by sources such as the white papers and case studies were also included in the inventory solution design according to the current trends in the industry. Another significant element involved interested parties’ recommendations collected through surveys and interviews to better feature solutions that addressed the organization's requirements. Lastly, a technical workout was performed on the current system to determine the solution's viability and the efficiency of the proposed enhancement. Results and Discussion Preparatory Steps for Reorganizing the e-Filing System at Total Allied Health In reorganizing the e-filing system at Total Allied Health, it is essential to understand how the current system works and what organizational needs it has to fulfill. Interacting with all the members of staff will be critical to this process. In defining further development, asking the team Which aspects of the current system are efficient is helpful. It should be maintained. What aspects are inefficient and need increasing? This approach is beneficial not only in the sense of adapting the system to fit the needs of the organizations' workplaces but also in that it would facilitate staff buy-in to the new system once developing when there is a high likelihood that they will be more inclined to follow it strictly (Nguyen et al., 2022; Rajamani et al., 2021). Moreover, there is a need to conduct a critical evaluation of organizational policies and procedures concerning data (Noël et al., 2022). As part of knowledge about information, one should be aware of such aspects as updating, modifying, deleting, repositioning, and storing information (Collinsworth et al., 2014; Negro-Calduch et al., 2021)). In case of the unknown, consulting with a supervisor or manager present or an authorized person is advisable. With this knowledge, a detailed plan for reorganizing the system can be developed, mainly focusing on the accessibility, modifiability, and storability of information through an improved database management system. Methods to Engage Internal Stakeholders Various methods can be used to collect data from internal members, including individual or group discussions, face-to-face interviews, questionnaires, or even formal and documented ISO-formatted reports and questionnaires (International Organization for Standardization, n.d.; Guest et al., 2020). Also, it is possible to establish focus groups as the application of such a form of conversation deepens the understanding of specific problems; moreover, constant communication through email means constant input and involvement during the whole work (Guest et al., 2020). These methods should conform to the legal and bureaucratic rules and policies, including data protection acts, patients' health information privacy, inventory control policies, and accessibility policies. Incorporating these compliance measures into the information-gathering system will assist Total Allied Health in guaranteeing that the revised filing system not only addresses internal needs but also complies with the required legal and ethical requirements. Compliance with Legislative and Organizational Standards Several legislations and organizational requirements must be followed while collecting data and restructuring the papers placed in the e-filin...