Setting:
A conference room in the clinic. The IT consultant is conducting an interview with key stakeholders to
gather input for the new clinic information system. The participants are:
IT CONSULTANT (MAIN CHARAC)- REY LOREMIA
Dr. Tim Jones (Primary Decision Maker) – RICH FLORES
Anita Davenport (Office Manager) – DANELYN ESTRELLA
Dr. Garcia (Skeptical Associate) –JHASRELL LABASSANO
-Clinic Staff (General Staff impacted by the change)- UNDECIDED
[The meeting begins. The IT consultant (you) enters the room and greets everyone.]
**IT Consultant:**
Good morning, everyone. Thank you for joining today’s meeting. The goal here is to understand your
concerns, needs, and expectations for the new clinic information system. Your input will guide us in
designing and implementing a system that improves efficiency and meets the needs of the entire
clinic. Let’s start with Dr. Jones.
**[The IT consultant addresses Dr. Tim Jones (Primary Decision Maker).]**
**IT Consultant:**
Dr. Jones, how do you see the new system impacting the clinic's overall efficiency?
**Dr. Tim Jones:**
It should streamline workflows, reduce manual work, and improve communication across
departments.
**IT Consultant:**
What are the primary goals you want to achieve with the system integration?
**Dr. Tim Jones:**
Our top goals are to reduce errors, improve patient scheduling, and streamline billing processes.
**IT Consultant:**
Are there any specific functionalities you feel are essential for the patient records, billing, or
scheduling systems?
**Dr. Tim Jones:**
We need real-time access to patient data, seamless billing integration, and flexible scheduling that can
accommodate changes quickly.
**IT Consultant:**
How will you measure the success of the new system once it’s implemented?
**Dr. Tim Jones:**
I’ll track how well the system is adopted, look for reductions in errors, and assess improvements in our
financial metrics.
**IT Consultant:**
What concerns do you have regarding the transition to this new system?
**Dr. Tim Jones:**
I’m concerned about potential disruptions in patient care and whether the staff will fully adapt to the
new system.
**IT Consultant:**
How involved would you like to be in the development and implementation process?
**Dr. Tim Jones:**
I’d like to be kept informed but don’t need to be involved in every detail.
**[The IT consultant turns to Anita Davenport (Office Manager).]**
**IT Consultant:**
Anita, what are the current challenges you face in managing office workflows?
**Anita Davenport:**
Manual data entry and the lack of integration between our current systems are slowing us down.
**IT Consultant:**
Which administrative tasks do you think would benefit most from automation?
**Anita Davenport:**
Billing, scheduling, and patient record management all need automation to improve efficiency.
**IT Consultant:**
How do you feel the new system could reduce the workload for office staff?
**Anita Davenport:**
By automating repetitive tasks and allowing easier access to patient records, it will free up time for
more critical tasks.
**IT Consultant:**
What are your expectations for training staff on the new system?
**Anita Davenport:**
We need hands-on, practical training that doesn’t interrupt daily operations. It should be clear and
accessible for all staff levels.
**IT Consultant:**
Are there any other issues or needs from the office perspective that you’d like addressed?
**Anita Davenport:**
The system must be intuitive, easy to navigate, and provide clear guidance for less tech-savvy staff.
**IT Consultant:**
How do you see your role during this transition?
**Anita Davenport:**
I’ll coordinate with staff, ensuring communication is clear and providing support during the rollout.
**[The IT consultant then addresses Dr. Garcia (Skeptical Associate).]**
**IT Consultant:**
Dr. Garcia, what specific concerns do you have about how the new system might impact office
procedures?
**Dr. Garcia:**
I worry the system could create more confusion for staff and disrupt current workflows, particularly
with billing and scheduling.
**IT Consultant:**
Are there areas where you feel additional support is needed during the transition?
**Dr. Garcia:**
Yes, there needs to be extra support for the billing department. The transition could overwhelm them
if not handled properly.
**IT Consultant:**
In your opinion, what are the most critical aspects to consider to minimize disruptions?
**Dr. Garcia:**
Clear communication and adequate training for all staff are essential to avoid confusion and
slowdowns.
**IT Consultant:**
What risks do you see with implementing the new system?
**Dr. Garcia:**
The main risk is that the system may slow us down initially, affecting our ability to care for patients
efficiently.
**IT Consultant:**
How could the system be designed to alleviate some of these concerns?
**Dr. Garcia:**
It should be user-friendly, well-integrated with existing processes, and tested thoroughly before going
live.
**IT Consultant:**
Would you be willing to provide feedback during the development and testing phases?
**Dr. Garcia:**
Yes, I would. I think it’s important to ensure the system works well before full implementation.
**[The IT consultant now addresses the clinic staff.]**
**IT Consultant:**
What are the current challenges you face with the existing systems for patient records, billing, and
scheduling?
**Clinic Staff:**
We’re dealing with a lot of manual work, data errors, and slow systems. It takes too long to access
records or process bills.
**IT Consultant:**
How do you feel a new system could make your job easier?
**Clinic Staff:**
It could automate repetitive tasks, reduce errors, and make everything more efficient.
**IT Consultant:**
Are there specific features you would like to see in the new system?
**Clinic Staff:**
Automated reminders, easier access to patient information, and faster billing processing would be
great.
**IT Consultant:**
What concerns do you have about learning or adapting to the new system?
**Clinic Staff:**
We’re worried about the learning curve and how the system might be more complex than what we’re
used to.
**IT Consultant:**
How can the implementation team make the transition smoother for you?
**Clinic Staff:**
Providing clear training, support during the transition, and having a helpdesk for troubleshooting
would make a big difference.
**IT Consultant:**
Would you be open to participating in training or providing feedback on the system?
**Clinic Staff:**
Yes, we’d be happy to help out during the testing phase and provide feedback to make it better.
**[The IT consultant wraps up the meeting.]**
**IT Consultant:**
Thank you all for your valuable input. This feedback will help us tailor the system to meet everyone’s
needs and minimize any disruptions. We’ll continue to keep you updated on our progress and make
sure we address any concerns along the way. If you think of any other ideas or questions, please feel
free to reach out to me.
