Nurse manager on a unit where a new nursing documentation system

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Assume you are a nurse manager on a unit where a new nursing documentation system is to be implemented. You want to ensure that the system will be usable and acceptable for the nurses impacted. You realize a nurse leader must be on the implementation team.

To Prepare:

Review the steps of the Systems Development Life Cycle (SDLC) and reflect on the scenario presented.
Consider the benefits and challenges associated with involving a nurse leader on an implementation team for health information technology.
The Assignment: (2-3 pages not including the title and reference page)

In preparation of filling this role, develop a 2- to 3-page role description for a graduate-level nurse to guide his/her participation on the implementation team. The role description should be based on the SDLC stages and tasks and should clearly define how this individual will participate in and impact each of the following steps:

Planning and requirements definition
Analysis
Design of the new system
Implementation
Post-implementation support

Sample Solution

Introduction:

This role description outlines the responsibilities of a graduate-level registered nurse (RN) who will serve as a nurse leader on the implementation team for a new electronic nursing documentation system (END system) on our unit. This nurse leader will leverage their clinical expertise and understanding of nursing workflow to ensure the new system is usable, efficient, and meets the needs of bedside nurses.

Qualifications:

  • Master’s Degree in Nursing (MSN) or a Bachelor of Science in Nursing (BSN) with significant experience in nursing informatics.
  • Minimum of 3 years of clinical experience in the relevant patient population.
  • Strong understanding of nursing documentation standards and best practices.
  • Excellent communication and interpersonal skills.
  • Experience with change management principles.
  • Proficiency in computer applications.

Role Responsibilities:

The nurse leader will participate in all stages of the Systems Development Life Cycle (SDLC) for the END system implementation, as detailed below:

  1. Planning and Requirements Definition:
  • Collaborate with unit leadership, staff nurses, and IT personnel to identify current documentation pain points and desired functionalities for the new system.
  • Analyze existing paper documentation forms and workflows.
  • Assist in defining user requirements, ensuring the system captures essential clinical data while minimizing unnecessary documentation burden.
  • Advocate for features that promote patient safety, quality care delivery, and efficient charting processes.
  • Research best practices for nursing documentation in the specific patient population.
  1. Analysis:
  • Work with the IT team to analyze system capabilities and ensure alignment with user requirements.
  • Identify potential workflow changes necessitated by the new system and develop strategies to mitigate disruption.
  • Participate in gap analysis to identify areas where the proposed system may not fully address current needs and develop workarounds or customization requests.
  • Evaluate proposed system features for usability and efficiency from a nurse’s perspective.
  1. Design of the New System:
  • Provide input on the design of user interfaces and workflows to ensure they are intuitive and user-friendly for nurses.
  • Advocate for design elements that minimize clicks and data entry time while maximizing data accuracy and completeness.
  • Participate in user testing of prototypes, identifying usability issues and suggesting improvements.
  • Collaborate with the IT team on developing training materials and documentation specific to nursing workflows within the new system.
  1. Implementation:
  • Assist with system configuration and customization to fit the specific needs of the unit.
  • Participate in pilot testing of the new system with a small group of nurses, identifying and resolving any technical issues or workflow challenges.
  • Champion the new system among staff nurses, addressing concerns and promoting its benefits for improved documentation and patient care.
  • Develop and deliver training sessions for all nurses on the unit, focusing on system functionalities, best practices for using the system, and troubleshooting common issues.
  1. Post-Implementation Support:
  • Monitor system usage and identify areas for improvement based on user feedback.
  • Collaborate with IT on resolving any ongoing technical issues or system bugs.
  • Facilitate ongoing training and support sessions for nurses to ensure optimal system utilization.
  • Track key performance indicators (KPIs) related to documentation accuracy, timeliness, and completeness, reporting findings to the implementation team and unit leadership.
  • Advocate for ongoing system maintenance and upgrades based on evolving user needs and best practices.

Benefits of Nurse Leader Involvement:

  • Ensures the new system aligns with nursing workflow and documentation needs.
  • Promotes user buy-in and system adoption among staff nurses.
  • Provides valuable clinical expertise during the design and implementation phases.
  • Identifies and mitigates potential workflow disruptions.
  • Champions effective use of the system for improved patient care outcomes.

Challenges of Nurse Leader Involvement:

  • Time commitment required for participation in all SDLC stages.
  • Balancing clinical responsibilities with participation on the implementation team.
  • Potential for conflict of interest if the nurse leader has close relationships with vendors.

Conclusion:

The role of the nurse leader on the END system implementation team is critical for ensuring the successful adoption and utilization of the new system. By leveraging their clinical expertise and understanding of nursing workflows, the nurse leader can guide the development process towards a system that is user-friendly, efficient, and promotes high-quality patient care.

 

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