Workflow mapping and EHR integration in healthcare

Amber Irabor Feb 2 10:25pm Reply from Amber Irabor Mapping existing workflows is essential before implementing any technology driven project. McGonigle and Mastrian (2024) emphasize that understanding how work is performed allows leaders to identify inefficiencies, anticipate unintended consequences, and design improvements that support rather than disrupt care delivery. Mapping both the as-is workflow and the planned future-state workflow provides clarity about task sequencing, role responsibilities, and information flow before change occurs. Electronic health records (EHR) functionality directly impacts workflow because it alters how data is entered, retrieved, and shared across team members. If technology is introduced without understanding real clinical processes, it can create duplication, delays, and workarounds. For example, in my primary care walk-in clinic, patients complete electronic registration and check-in through a mobile application by uploading identification and insurance information prior to arrival. The intended workflow assumes this data will seamlessly transfer into the EHR. However, technical failures frequently require staff to repeat the entire intake process. This prolongs visits, increases provider workload, and causes patient frustration when individuals arrive without physical documents, assuming they were already uploaded. Staras et al. (2021) emphasizes that eHealth implementation is more successful when clinical workflows are analyzed in advance to identify mismatches between planned technology and actual practice patterns. In this case, insufficient workflow mapping likely overlooked contingency planning for data transfer failures. Health information supports evidence-based practice when structured EHR data enable tracking of outcomes, adherence to guidelines, and integration of clinical decision support tools. Accurate and accessible health information allows clinicians to monitor trends, evaluate interventions, and apply current evidence to patient care. When workflow and technology are aligned, health information systems strengthen quality improvement efforts and translate evidence into daily clinical practice rather than creating barriers to care. Tiny Chiramel Feb 2 10:24pm Reply from Tiny Chiramel Workflow is the term used to describe the actions or the series of tasks that happens in a process for a particular goal (McGonigle & Mastrian, 2025). Workflows may include movement of the people, things and may also include technology. There are some steps in the workflow that are visible but there are more steps that are hidden. According to Ramly et al. (2021), clinical workflows are usually very complex, dynamic, and may vary from department to department and vary across different settings. Workflow mapping is the visual presentation of the steps involved in the workflow. A detailed mapping of workflow provides a good picture of the details and the magnitude of the process. Before making any changes in the process or the workflows, it is very essential to know all the steps and people involved in the process. Learning the workflow by mapping them out and comparing them will help to build more tailored practice change interventions across the different settings (Ramly et al., 2021). With the advancement of technology, most healthcare facilities are trying to integrate technology into their system and have adopted the Electronic Health Record (EHR). Since the workflow of each facility or department could be different, EMR needs to be customized to fit the workflows. If technology integration was carried out without learning the workflow, it could create more issues such as patient harm, missed treatments, staff exhaustion and frustration. The contributing factors for quality and safety failures in healthcare are believed to be more due to errors in the system or the processes than the human errors (Antonacci et al., 2021). There is no doubt that the integration of Evidence based practice (EBP) and health informatics has revolutionized healthcare and it has improved the quality of care, patient safety, and effectiveness of care delivery. With the advancement and integration in this field, now clinicians have easy access to the digital libraries and databases that will help them to integrate the latest evidence into clinical practice (Wan, 2024). Another example of health information & EBP integration is the Clinical Decision Support Systems (CDSS) that are built-in within EHRs, that can alert clinicians on real time, EBP recommendations at the point of care and remind them of the best practice advisories.