Question

Part II: Proposal Recommendation:

The purpose of an equipment needs proposal is to communicate equipment needs to your supervisor. Before preparing the proposal, the health information professional researches the available equipment and considers such issues as features, pricing, reputation of the product, and availability of maintenance before selecting the recommended product (completed in Part I of the assignment).

The equipment needs proposal is written in memorandum format, usually no more than 1-2 pages in length. (The shorter the better, because your boss doesn’t want to read volumes.) It clarifies an identified capital expenditure need, a course of action recommended by the health information management professional, benefits to the organization, and total cost of the project/request.

Headings: The following headings are included and expanded upon in the proposal:

· Identification of present system and situation

· Description of alternative methods available including benefits to the office and costs

· The health information management professional’s recommendation (preference) and why

· The phrase, "Please review recommendations and advise”

Assignment: Create a memorandum including the above headings to your supervisor with the committee’s findings/recommendation of the copier vendor. A sample memorandum is below for format and reference.

SAMPLE

M E M O R A N D U M

TO: Joanne Smith, RHIA, Health Information Manager

FROM: Mary Jones, RHIT, Supervisor

DATE: February 25, 20xx

SUBJECT: Equipment Needs Proposal - Transcription Equipment

PRESENT SYSTEM AND SITUATION: Currently, the department is utilizing a 7-year-old Dictaphone transcription and dictation system. Within the past three months, frequent service calls have been made due to physicians complaining of lost dictation. It has become apparent that the age of the system along with the 24/7 use of the system has contributed to its malfunctioning. The maintenance agreement initially purchased for the system has thus far covered extensive repairs; however, it expires within 90 days. Hence, this request for new equipment as follows:

ALTERNATE METHODS AVAILABLE:

PLAN A: $33,000.00 expenditure to purchase the SONY System which includes remote provider access.

PLAN B: $35,000.00 expenditure to purchase the Dictaphone System III which includes remote provider access.

PLAN C: $36,000.00 expenditure to purchase the Lanier System XL which includes remote provider access and secure access by a transcription service co.

My recommendation is for Plan C. Users of both Plan B and C were contacted, and they stated that Lanier service is more timely than Dictaphone. In addition, managers stated that one service call is necessary on the Lanier product as compared to repeated service calls required on the Dictaphone product. Please review recommendation and advise.

Answer 1

MEMORANDUM:

TO: MONTSERRAT, NHS, HEALTH MANAGER

FROM: PRIYA, SUPERVISOR

DATE: 30, APRIL, 2018

SUBJECT: EQUIPMENT NEEDS PROPOSAL- CANON DIGITAL COLOR PRINTER WITH WIRELESS NETWORKING

PRESENT SYSTEM AND SITUATION: The transplant unit in NHS is currently using a lenovo digital printer/scanner for the past 4 years. But it has been into frequent services over this short period of time. It's a color printer but we find difficulty in taking color copies of the 12 B license forms and TNOS registration forms. The service is poor, it takes about 72 hours to get technical assitance for the machine even after booking service immediately. The maintance is high and the parts are pretty expensive. Kindly note that the agreeement states technical issues in the printer will be sorted in 24 hours but it has never happened.The present photocopier is not worth the money and work gets more complex with this printer. The request for new equipment are as follows:

ALTERNATIVE METHODS AVAILABLE:

OPTION A- Digital color printer with wireless netwrking connection- The cost is about 500 pounds. Key features include high impact buisness printing 600* 2400dpi, 250 sheets capacity paper tray adjustable for letter/legal and mobile device printing.

OPTION B- D- laser jet pro printer. The cost is about 475 pounds. Key features include printing documents with crisp graphics with precision black tone.

OPTION C- LENOVO laser jet printer. The cost is about 700 pounds. Key features include Automatic duplex single pass duplex scan/copy and automatic two-sided printing and rapid performance.

My recommendation is for OPTION A. Both the users of OPTION B and C were contacted, but i wasnt satisfies with the features, pricing and service management. The managers had also stated that the service is prompt with a guarantee of an year. Please review recommendation and advise.

PRESENT SYSTEMS AND SITUATION

ALTERNATE METHODS AVAILABLE: