The financial impact of underestimating personnel needs associated with implementing a computerized patient record in the intensive care unit

Abstract 

Purpose

We tracked the cost of implementing a computerized patient record across 3 intensive care units at a large pediatric hospital.

Materials and Methods

This is a descriptive case study. We compared our initial budget estimates at the time of purchase with the actual expenditures during phase 1 implementation.

Results

The total estimated phase 1 implementation cost was $2945339, and the actual cost was $3973235, a difference of more than $1 million and 35% higher than anticipated. The initial budget breakdown was 51% software, 28% hardware, and 21% personnel. Our actual cost breakdown was 41% software, 23% hardware, and 37% personnel. Software costs were 7% more than budgeted. Hardware costs were 8% more than budgeted. Personnel costs were 139% higher than anticipated and accounted for 83% of our underestimation of costs.

Conclusions

Personnel costs are a significant portion of the costs of implementing a computerized patient record. Underestimation of these costs could have a negative fiscal impact on a hospital.

Keywords: Financial impact, Personnel needs, Computerized patient record