You have recently commenced work at Total Allied Health and have been assigned the task to review and reorganise information found within the electronic filing systems. The system is connected so that all staff can access, amend, and store information. The system has not been managed by anyone and as a result it is disorganised. It is packed full of outdated information and files are stored in the wrong location. Patient details are stored across two different databases and no one ever checks which database the patient should appear in and as a result there are multiple duplications of patient files.

The system also keeps track of stock (such as PPE) and it is very complex. The staff do not like to use the system so they either email their requests through to the receptionist or leave a post it note on her desk. Sometimes the stock of PPE becomes very low as no one is updating the inventory.

Updating the system to reorganise the information and ensure it is relevant, accurate and up to date is a big job. Also, the system must be simplified to encourage staff to use the system.

How would a decision be made on reorganising the electronic filing systems? How does your information contribute to the decision-making process?