Security and privacy are vital aspects of healthcare information systems; often, the systems have failed to safeguard these two important factors in the healthcare sector. Information from either clinicians or patients needs to be accorded proper security. Even so, such information should be accessible to clinicians when need arises. In addition, information systems should be usable by clinicians while also being manageable by healthcare institutions (Dartmouth). Concerning security and privacy of information also, information systems fail to define clear paths through which stakeholders in a healthcare institution exchange and use information. Such failure often leads to the compromise of security of information when it ends up being accessed by the wrong people. Healthcare institutions are developed due to social and economical interests. With this in mind, it is possible for individuals to remain secretive just to prevent exposure of strategic aspect of business. On the other hand, staff may not feel obliged to safeguard patients’ information, probably because they assume it would have no effect to the financial status of the health facility. If by any chance, an employee communicates this information to an outsider, the purpose of putting information systems in health institutions is breached. This is one of the disappointing failures that are faced by implementing information systems (IS); they are to some extent dependant on staff goodwill to cooperate with the information systems.
Marckie and Somerville characterize information systems failures into three simple types. The first type of failure is “failure to deliver expected service. This means that information is not availed at all and therefore any services that depended on the said information are not offered. Secondly, healthcare institutions may experience “incorrect delivery of expected service”. The information delivered may be incorrect and even when it is correct, it may not be as timely as required. Correct information may also be delivered to the wrong destination within a healthcare institution. The third type of information systems failure according to Marckie and Somerville is the “delivery of incorrect service”. This not only leads to confusion in service delivery but also delays and lack of service provision all at the same time. Besides, the gravity of the consequences that can be caused by the use of the wrong information cannot be underestimated. This puts the safety of patients at risk when the wrong information is used in their treatment.
Causes of Healthcare Information Systems Failure
Failures in healthcare information systems come at a huge price. Finding out the root cause of failure will guide healthcare institutions into choosing the right technology. Besides, the institutions will be able to implement information systems in a way that will minimize failures. There are various causes of failures in healthcare information systems. The first cause is the lack of proper feasibility study on areas such as impact of the new systems in a healthcare institution. Often than not, stakeholders in an institution may request for changes of a particular system with a reason to keep following the technology wind in healthcare. The hospital management should carefully scrutinize the effects of regular and sudden changes in their information systems.
The lack of understanding of how to use the available information systems by healthcare staff is another major cause of failure of the systems. A system cannot achieve its desired goals in service delivery if the methods of its utilization are not properly applied. Assumption is yet another cause of failure; once a healthcare facility implements information system there is always the likelihood that some assumptions will be made especially concerning tasks that are not obvious. As a result, such tasks will pile up with time and when need arises for these tasks to be performed, they raise the costs of running the information systems while also consuming much more time than required. In the mean time, this will create a delay in service delivery.
Lack of clear communication by information systems managers is, according to Trevor, yet another reason why information systems in the healthcare sector fail. There should be adequate communication to all stakeholders about any changes made to a system. In addition, all information pertaining to a particular system should be provided. It is lack of proper communication from the system managers to the users of the system and vice versa that eventually leads to failures in implementation. Sponsors of information systems must frequently be updated on intended changes and continual operations of the systems. Healthy communication among all stakeholders ensures that hitches in a system are identified in time and rectified before the entire system gets to a point of being declared a total failure.
Poor evaluation of the needs and requirements of a healthcare institution will unpredictably cause the failure of a system. This is because an institution is likely to implement a system that runs short of meeting the needs at hand. The system may on the other hand be too exaggerated for the institution therefore costing much more than is necessary. The correct procedure is to first evaluate what a healthcare enterprise requires then plan for the exact information system that best meets the goals of the healthcare institution.
Healthcare systems ought to be developed systematically. Developing information systems fast to achieve quick results will most likely lead to failure of such systems. During developing of information systems, healthcare institutions should not only ensure that they tailor them for the requirements at hand but also that along the course of development, any problems that arise are dealt with head on and immediately. Information systems are bound to fail when probable problems are brushed aside during development. Lack of proper development of information systems goes hand in hand with lack of allowing enough time to test the systems. The assumption that a system will be effective is likely to lead to failure of systems that are not monitored enough to realize any problems with the system and hence rectify them in time. All information systems should be allowed adequate time to see how effective they are before investing more into the systems. Within this time, a healthcare institution will note any necessary changes and carry them out in time before committing time and resources to a system that might eventually fail.
As noted above, people play a great role in causing the failure of healthcare information systems (Trevor). Whether it is information system managers or clinicians and eve patients, they all contribute to system failures. One of the biggest areas where healthcare institutions go wrong and hence cause failure of their information systems is when they choose to change system personnel in between implementation of a system. It becomes difficult for new personnel to pick up a running system, learn its intricacies and make it succeed. Healthcare information systems are meant to improve the overall performance in institutions and reduce running costs. The systems will however cost a lot at first and thus they are a great investment. This means that proper business strategy ought to be applied to ensure that healthcare institutions make smart business decisions when developing information systems. Healthcare information systems failures will otherwise occur when an institution rushes to implement information systems without a strategy that insures against losses in the business side of the information systems.
For a healthcare enterprise to determine the most suitable systems that will enhance its overall service delivery, the proper methodology must be applied. Obviously, such a measure will not reduce the cost of implementation (Trevor). However, it will increase the chances of information systems being successful. At the same time, with actual and correct estimates, healthcare institutions will be in a position to negotiate for the best services with information systems sponsors. Healthcare institutions may decide to change their information systems from time to time in order to integrate those that they believe will meet their goals. In making these changes, there often are conception-reality gaps that lead to failure of the systems (Heeks and Mundy and Salazar). There are three types of gaps that affect information systems. The first is according to Heeks, Mundy & Salazar, is “the rationality-reality gaps”. Though healthcare institutions may interpret information systems rationally, the interpretations may fail to match the actual operational methods of the institutions to result into this kind of gap. The second type of gap is” the private-public sector gaps”. Public health institutions may often adopt information systems that were designed for the private sector. Since the needs of the two sectors may differ, such systems are inclined to fail. The third gap, “country gaps,” occurs when certain countries apply information systems that were developed for other countries. This is often done without proper consideration of the diversity in healthcare needs of the different countries thus resulting into system failures.
Solutions to Healthcare Information Systems Failures
It is clear that healthcare information systems are an investment mainly targeted on improving efficiency as well saving on costs. To counter the above failures, the healthcare sector has to take precautions right from the start. The number one solution is to evaluate and counter-evaluate the needs of each healthcare institution before settling for any information systems. This way, every need will be put into consideration in choosing systems that will guarantee utmost efficiency while also being cost effective in the long run. Heeks, Mundy and Salazar clearly state that there is a great need to develop, “more reality-oriented techniques and applications, and greater use of participative approaches to HCIS (Healthcare Information Systems)”.
Stakeholders within a healthcare enterprise may often request for changes in the current information systems. When the need for changes in information systems within an institution arises, it is preferable that such changes are not rushed into. Most healthcare institutions are sponsored into implementing information systems. When considering changing information systems, it is important to evaluate how the current sponsors will be affected by the changes. In fact, a healthcare institution will have to consult the sponsors before embarking on any changes (Trevor). Project managers in such cases should consider providing extensive training to clinical staff on how the current information systems work. Arming the staff with skills will empower them into embracing systems and thus enhancing their efficiency. At the same time, it is safe for a healthcare institution to have its clinicians well versed with the performance of their entire information systems. Often times, some members of staff may be absent leading to delays in service delivery when no one else possesses their skills to operate information systems. Training of all healthcare staff ensures that no gaps ever arise in service delivery.
Planning for all healthcare information systems is a key element in preventing failures. The systems may be designed to suit the needs for healthcare institutions but absence of proper planning in implementation causes failure. To counter such a situation, information systems managers should lay down detailed plans from how to integrate the systems into an institution to allowing the systems enough time for testing of their efficiency. Expecting immediate results out of information systems is unrealistic. Quick implementation may cost an institution less but be costly in the future when a system fails and needs to be replaced. However, implementing systems properly may cost much on the onset but be cost effective in the long run when the correct systems are applied appropriately.
Information systems failure in healthcare can be prevented extensively if the sector deployed IT professionals to handle implementation. Extensive knowledge in IT ensures that no sections no matter how trivial they may seem, are overlooked during implementation of information systems.
Lessons Learned From IT Failures
It is clear that despite the technological developments there are today, this has not prevented many IT systems from failing. It would be any one’s thoughts that it should be easier to develop strategies that ensure the success of healthcare information systems. However, as clearly established, many systems fail for failure to utilize the available technology appropriately. Most problems that cause healthcare information systems failures among other IT failures can be well prevented if enough attention was paid to the right details. However, institutions always fall into the trap of wanting to achieve quick results with the hope that this will improve efficiency and reduce the costs of operations. Such is one of the strategies that cause failures of information systems.
As Trevor states, “the success of IT systems depends on the contribution and fair input by all stakeholders involved”. In healthcare information systems; important players include patients, clinicians, sponsors and project managers. Every one of them should carry out their responsibilities appropriately to ensure that information systems are successful. Often the responsibilities would include such simple tasks as for the patients to provide honest information about themselves to their clinicians which is then used to make patient records.
The lack of back-up plans during the implementation of IT systems sets an institution way back when a system fails. Given the amount of time and the cost often dedicated to developing and deploying the systems, it is only reasonable to develop contingency plans in the process. Such plans often help in minimizing overall losses when systems fail since there may be areas that can be salvaged when there are right plans are in place. Another lesson learned from failures in IT systems is the fact that many problems are caused by the lack of understanding on how systems work. System failures are bound to arise when stakeholders do not have enough knowledge on where, when and how to apply the systems within an institution (Marckie and Somerville).
Conclusion
The importance of healthcare information systems cannot be over emphasized. When they become successful, they offer overwhelming benefits including cost reduction and efficiency of service. Caution is nonetheless of great importance when developing and implementing the systems to minimize failures by all means.
One important aspect to apply in all information systems is to make reviews of each and every system implemented including the failed ones. Reviews will serve to point out where previous systems failed providing guidelines on what problems to avoid in future. New information systems must also be integrated into existing systems in a way that they fit and enhance performance.
The first step to achieving all the potential benefits that lie in healthcare information systems is to impart knowledge on how the systems work to all stakeholders involved. This is a way, that all individuals in the healthcare industry will be well-informed to share the same interests of ensuring that systems achieve their intended goals.
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