The document discusses the organizational change of transitioning from paper medical records to electronic medical records (EMR) to improve patient care and operational efficiency. It outlines potential barriers to change, factors influencing the transition, and motivational theories, such as goal-setting theory, to support staff adaptation. The ultimate goal is to enhance the quality of care while aligning with national standards for healthcare facilities.

1. Thesis Statement:
I Leadership
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C. II Individual Users
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C. III Communication
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C.IV Training
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C.V Tools
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Barriers of Change
Good evening. In an effort to assist managers in helping their
staff adjust to an upcoming organizational change the facility
system redesign team will be sharing some keys points as to

2. why staff may objective to this change, but also provide some
tools to help turn that tide. The system redesign team of will be
provide these ideas in today’s presentation.
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Agenda
Identify the organizational change
Describe the organizational change
Possible organizational and individual barriers to change
Possible factors that may influence the change
Motivational theories that will assist managers to motivate staff
for the change
Today we will cover the organizational change is and its details.
The possible organizational and individual barriers associated
with this change. Possible factors that may influence this
change and motivational theories that will assist managers to
motivate their staff for this change.
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Identify Organizational Change
Moving from paper medical records to electronic medial records
(EMR)
A seven year process the federal government has been trying to
work towards
Culture shift for all staff to become proficient in computer use
and associated EMR program
Sharing information with competing health care facilities
Recognition by the American Hospital Association being a
“Connected Hospital”

3. In Oct 2015, the U.S. News & World Report shared what the top
159 hospitals are that “have shown a commitment to use digital
data in key aspects of patient care” (2015). Our organization
happens to not be one of these. To remain competitive and to
hold true to our mission statement of …”providing the best care
to our patients…” the executive staff has decided to
aggressively move towards using electronic medical records
(EMR) in all that we do with our patient care.
Our facility is seven years behind in working towards the
national goal of all medical records being electronic. The
executive staff and facility board are well aware of the
challenges we will face in making this transition, but they are
confident with taking the correct steps in implementing an EMR
system and training staff, this organization may soon find itself
being one showing “commitment to their patients” on a national
level.
A culture shirt in the way we use technology will need to occur
as we embark on this change. The fear of sharing information
needs to be subsided as sharing will actually strengthen our
relationships with our patients vice pushing they away. This
sharing will show how committed we are in ensuring that
wherever they go to receive continued care that those medial
staff will have access to their medical history and mitigate the
chances of anything concerning their health being missed.
Through our efforts, our patients will soon see on a national
level, the commitment we have as worked towards being one of
these AHA “connected hospitals.”
We will now discuss in more detail the advantages of an EMR
system.

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Describe the Organizational Change
Implementation of new EMR Process
Reducing transcription errors
Efficacy and efficiency
The transition from an paper documentation system to an
electronic medical record (EMR) process is something that is
occurring throughout health care facilities nationwide. EMRs
have been demonstrated to be the best evidence-based practice
whenever there needs to be documentation on patients by
physicians, nurses or ancillary staff members. There has been a
proven correlation between the implementation of EMR systems
in other health care facilities and the reduction of transcription
errors that may lead to patient safety issues. By being able to
document on a computer or tablet, it reduces that possibility
that sloppy, unreadable handwriting or out of date notations will
be used whenever charting on a patient. Things like this that
may seem small help to increase the overall profit margin that
health care facilities see by reducing the number of hours
worked in addition to a possible reduction in the amount of staff
needed to run a unit. Besides reducing overtime, there are other
benefits that are apparent whenever the switch is from paper
documentation to the EMR system is implemented.
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Describe the Organizational Change
Implementation of new EMR Process
Access to medical records with ease and reliability

5. Increase in quality and satisfaction
Real time charting
By utilizing specific EMR systems a much wider world opens
up where patient information can be obtained from primary care
provider offices and other health care facilities much easier than
ever before. For instance, if a patient sees a physician in their
office and they need to be admitted for a surgical procedure, the
medical and surgical history can be transferred over from the
primary care providers office along with a list of current
medications in addition to allergies that they may have. EMRs
shrink the medical world by allowing for information to be more
reliably and securely passed from one provider to the next. For
staff members, the use of an EMR helps to increase the quality
of care that they deliver and helps to improve both their
satisfaction as well as the patient’s satisfaction. By having
physicians enter their own orders in the EMR, ancillary
departments like pharmacy are able to reconcile and deliver
medications sooner helping to improve pain scores and patient
safety. EMRs allow for charting to be completed in real time
which helps to clearly denote whenever patient’s start to
decompensate and allow for physicians to check on their
patients 24/7 by utilizing their computers.
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Possible Organizational Barriers to Change
Planning Limitations
Ineffective Communication
Threat to previous expertise and what has already been

6. established
The future and success belong to those organizations that
can change, and adapt to the environment around them.
Unfortunately there are a number of barriers that organizations
have to overcome in order to apply these changes successfully.
Healthcare is unique in the fact that it is one of the most
dynamic industries in the world simply due to being driven by
technology and the best new evidence-based practice. With
healthcare providers trying to focus on making patient
information more readily available to providers while
simultaneously making it secure the shift has been to utilizing
electronic medical records from paper charting. With the
institution of this implementation plan there are many places
from barriers to arise within the organization and many stem
from the actual implementation itself. If the leadership team
that is tasked with the implementation suffers from poor
planning and timelines that are too aggressive the chances of
their organizational successfully adopting the new process is
very slim (Longenecker & Longenecker, 2014). Other barriers
that may plague organizational change are when there is a
failure to create buy-in of the proposed plan, ineffective
communication from the drivers of change as well as no
teamwork or cooperation amongst the implementation team and
staff (Longenecker & Longenecker, 2014). In order to be
successful implementers of any change organizations must plan
for and have contingency plans for barriers that may arise but
also work to bring forth a process that is easily communicated
and well-received by the staff.
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Possible Individual Barriers to Change
Fear of what is unidentified and is not expected

7. Possible lack of support
Possible lack of conviction
Along with the organizational barriers that are felt
whenever changes are proposed, individual barriers also pose a
large problem for successfully implementing changes.
Oftentimes there is a pervasive question of “Why?” that is
asked by staff members when new processes are put in place. If
the staff is unreceptive to a process it can be detrimental to the
initiative and manifest as outright refusal to new the new
process. To try and avoid the barriers that will inevitably occur
it is important to give staff a proper forum to voice their
concerns. Any skepticism that is brought forth must be met by
education in order to ensure success. Oftentimes the underlining
fear of change can be stripped away from staff members if they
are properly educated on how the new system (in this case the
use of an EMR) will help to make their life easier.
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Factors to Influence Organizational Change
Gain added Functionality
Get better usability
Find better support and training
Consolidate multiple EHRs
Technology has transformed the way everyone communicates,
from using tablets, smart phones, and web-enabled devices. The
health care infrastructure is changing since technology is
evolving. Many factors are influencing the change. However,
health care efforts are placing a larger emphasis on a new way
to provide efficient exchange of health information

8. electronically. The information and use of EMRs can improve
quality of care being offered by providers and all health care
departments. Quality reports are significantly easier to make
with EMR technology than with traditional paper charts.
According Gregg, (2014) “A records management company can
generate data for quality reports almost instantly. A medical
records management company can improve the efficiency of a
healthcare provider’s office by reducing the manpower required
for record management and help increase the overall quality of
care patients receive.” From timely alerts about procedures to
legible notes that can be shared instantly from one provider to
another, electronic records are a crucial component of
healthcare reform.
Here are the reasons influencing the change of systems:
-Gain added functionality
-Get better usability
-Find better support and training
-Consolidate multiple EHRs
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Applying Meaningful Use
Achieving meaningful use:
Meet quality measures
Patient centered/platform
Meet HIPAA requirements
Electronic prescription
Implementing meaningful use criteria.
In order to meet the meaningful use criteria, the organization
needs to adopt certified EHR technology and use it achieve the
objectives. Accessible and affordable health care to all

9. Americans is what everyone aims. While some of the health
care sectors have implemented EMR’s the law is changing so
that all sectors need to transition into EMR’s. With EMRs the
company can measure quality of performance and overall
satisfaction more efficiently. With patient centered care quality
of care and cost of care is more accessible. Implementing
EMRs, we need to make sure that HIPAA requirements need to
be measured, understood, and security behind the reasoning.
Another factor in EMRs is being able to use electronic
prescription. EMRs can help verify prescription eligibility,
identify drugs, notify you when a prescription is taken out of
stock and show what medications other physicians have
prescribed for the patient. Also using EMRs one can transmit
prescriptions instantly, through the networks.
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Motivational Theory: Goal Setting
Implementation Process
Creation of a Goal
Conviction and commitment to attaining desired goal
Support the attainment of desired goal
Since the late 1960’s Edwin Locke placed importance in the
influence of goal setting through publication of articles and
books. In 1990, along with Dr. Gary Latham, A Theory of Goal
Setting and Task Performance, was printed, which delves into
the significance of attaining and carrying out motivational
goals. Goals must have clear-cut ideas to be pursued such as
challenge, accuracy, security, and response. Locke (1968) states
that goal setting theory is a process theory of motivation which
argues that work motivation is influenced by goal difficulty,
goal specificity, and knowledge of results. This concept
pronounces that more thought-provoking goals can have the end

10. result of having a greater performance outcome if compared to
repetitious objectives. Ergo, accomplishment of a more
challenging goal can lead to a higher sense of fulfillment of
staff. When implementing principles of goal setting theory
within an organization, the organization must first communicate
its goals clearly to its staff. Goals must be perceived as
multifaceted and challenging by staff, so that achievement can
manifest a greater sense of satisfaction. Tasks which contain
thought-provoking steps are with reasonable attainable grasp
and have available resources (Fusion, 2014). Leadership and
management has a duty to incorporate staff into the process of
goal setting. Furthermore, leadership and management develop a
group to provide recognition and feedback upon growth and
development.
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Motivational Theory: Goal Setting
Goals must be:
Challenging
Substantial
Within reach
Implementation of any new process within an organization,
such as implementation of a new EMR software, entails many
influences which lead to a fruitful outcome. According to BCS
(2010), one must understand where the process originated,
communication must be utilized, work itself as a whole ought to
be trained, and support must be utilized. When implementation
of a new process takes place, the organization recognizes that
there is a need for change if growth is to occur towards a
projected direction. In order to make positive contributions
under the direction of change, one must understand how such a
change can benefit his or her wellbeing (Mind Tools, 2010).

11. Staff should be able to integrate new practices brought about by
implementation process of the strategic organizational change.
Any resistance should be addressed prior to embarking on the
process of change.
Implementation of a new EMR system within a health care
organization would consist of seven stages of change as
explained on Lewin’s Three Step Change Theory. Phases would
be as follows: Phase 1: Anticipated change and how change
would affect work process would be communicated to staff
before inception of change. Phase 2: Departmental meetings
would be held to discuss motivation and capacity for change.
Phase 3: Motivation and resources for change would be assessed
(and if change agent such as Leadership and Management are
committed to the success of the change). Phase 4: Progressive
stages of change would be evident where responsibilities are
entitled to certain individuals to be super users or trainers, who
would be a source of support to staff throughout the process of
change. Phase 5: Role and responsibilities of change agents
would be clear, as he or she would address all apprehensions so
that functionality of new system would be improved. Phase 6:
Maintenance of change would be upheld through open
communication and surveys to see how staff is adjusting to
change. Phase 7: Change agent would be withdrawn from the
association as the change becomes part of the organizational
culture. Trainers and Super Users would be available at go-live
for several weeks, and would retreat with time. However
support would be available telephonically as needed.
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Conclusion
Identify the organizational change
Describe the organizational change
Possible organizational and individual barriers to change
Possible factors that may influence the change
Motivational theories that will assist managers to motivate staff

12. for the change
Today we covered the organizational change is and its details.
The possible organizational and individual barriers associated
with this change. Possible factors that may influence this
change and motivational theories that will assist managers to
motivate their staff for this change.
There are many factors that encompass a change within an
organization. Introduction of a new EMR system can be an
example of a change which could greatly impact the operations
of any given organization, and can influence its direction
toward success. One ought to identify organizational change to
explain why the change should take place, wherein details are
elaborated. Organizational and Individual barriers must be faced
by leadership and management head on so that the change is
welcomed with positivity. It is noteworthy to recognize that
internal and external factors can influence change, ergo any
organization should learn from other organization’s processes as
well as their downfalls. Motivational Theory such as Goal
Setting Theory enables organizations to envision goals with
clear intent to pave way for optimal task performance, which
can benefit all.
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References
BCS (2010). Ensuring successful system implementation.
Retrieved from www.www.bcs.org/content/conwebdoc/37377
Fusion, J. (2014). Motivation and goal setting theory. Retrieved
from www.smallbusiness.chron.com/motivation-goal-setting-
theory-1187.html
Gregg, H., (2014). 3 Reasons Hospitals Are Switching EMR
Vendors. Retrieved from:
http://www.beckershospitalreview.com/healthcare-information-

13. technology/3-reasons-hospitals-are-switching-emr-vendors.html
Locke, E.A. (1968). Towards a theory of task performance and
incentives. Organizational Behaviour and Human Performance.
3 (2), pg89-157.
Mind Tools. (2010). Lewin's Change Management Model.
Retrieved from
www.mindtools.com/pages/article/newPPM_94.htm
Boonstra, A., & Broekhuis, M. (2010). Barriers to the
acceptance of electronic medical records by physicians from
systematic review to taxonomy and interventions. BMC Health
Services Research BMC Health Serv Res, 10(1), 231. Retrieved
March 5, 2016, from
http://bmchealthservres.biomedcentral.com/articles/10.1186/147
2-6963-10-231
Longenecker, C. O., & Longenecker, P. D. (2014). Why
Hospital Improvement Efforts Fail: A View From the Front
Line.Journal Of Healthcare Management, 59(2), 147-157.
U.S. News & World Report. Hospitals are moving (slowly) to
electronic medical records. Retrieved from
http://health.usnews.com/health-news/best-
hospitals/articles/2015/10/15/hospitals-are-moving-slowly-to-
electronic-medical-records
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