Hospital data management and its usesto enhance the uses of data.

how to manage hospital data, uses, in various sectors..

1. DATAMANAGEMENT
V.ARUNA,
PSG SUPER SPECIALITY HOSPITAL
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2. DATA MANAGEMENT
AUTOMATED INFORMATION MANAGEMENT SYSTEM
TO KEEP TRACK OF WHO IS DOING WHAT
WHAT TASKS
ON WHAT EQUIPMENT
WITH WHAT PARTS
AT WHAT COSTS
Data Organization :
Is about working more efficiently with data
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3. DEFINITIONS
Data: representation of facts or instructions in a formalized manner for
communication ,interpretations or processing by humans or by automatic
means . In simple words collection of facts and figures by referred as data .
Information: stimulus that has meaning in some context for its receiver
.When information is entered into and stored in a computer ,its generally
referred to as data . After processing (such as formatting and printing
)output can again be perceived as information.
Security: the protection of information from unauthorized Alteration
,addition ,change ,destruction , or disclosure ,whether Intentional or
accidental .
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4. Confidentiality: controlling the use and disclosure of information so
that only authorized persons have access to such information .Restrict
access to data and information to individuals who have a need ,a reason and
permission for such access . An individual`s right to personal and
informational privacy ,including patient medical records. Accordingly this is
an integral component of security.
Integrity:data integrity is whether the information stored on a system is
reliable and can be trusted ,since systems are used to manage information.
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6. GOALSANDOBJECTIVES
1-support patient care :
to support decision making in improving patient outcomes,
improving health care documentation
assuring patient safety
improving performancein patient care treatment and services .
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7. 2-support administrative decision making :
To provide timely and reliable information
to decision makers ,including statistics trending
Objectives :
a-develop a computer based statistical
module to support administrative staff
decision making .
b-provide office automation tools
(including electronic mail) to streamline processes .
c-provide decision makers at the
hospital with proper training on information
management prospective.
d-promote the use of electronic mail for communications.
e-develop disease coding to facilitate data extraction and interpretation 7

8. SCOPE
Information management plan addresses medical
,administrativeand financialdata resources ,there are many
mediums for data at a Hospital ,and many of these resources are
controlled by three main information repositories (IT department
,Medical Recordsand Finance ). Medical
information\documents are included in a patient specific medical
record both in paper and electronic format which integrates data
from clinical processes and ancillary services .
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9. CATEGORIZATIONOFDATA
The IT department assists hospital departments ,individuals and
teams with data categorization techniques to insure the accuracand
completeness of data collected.
1-patient specific data :
specific information is provided support timely ,accurate , secure and
confidential recording and use of patient specific information (identify
the patient ,diagnosis ,treatment , results of treatments )
Pharmacy, Labrotary ,Medicine and Diagnostic order processing and
results reporting operations are highly automated with the related
data captured ,these applications will provide increased functionality
and integration in both the clinical and administrative areas and will
be provide increased accessibility of patient specific information to
users throughout the institution . 9

10. 2-Aggregate Data :
Clinical and administrative data can be aggregated and analyzed for making
and supporting managerial and patient care decisions ,tracking trends over
time ,making comparison with the organizations and among other
organization ,exercising organizational controls ,supporting regulatory
requirements and improving performance .
3-Financial Data :
Financial data is accessible only to the financial department staff .the finance
manager is responsible for the confidentiality and security of the financial
data \information.
4-General Ledgers
-cash books -income statements
-ledgers -profit and loss
-balance sheets
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11. 5-Human Resource :
The human resource department is maintaining the security and
confidentiality of data related to the hospital staff like:
-staff contracts
-employment
-input job applicant details
-vacancy definition
Manual Data:
-Doctor`s note
-Nurses Note
-patient\family education
-progress note
-admission\discharge summary
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12. Computerized Data
-Patient Records
-Medical investigations
-Doctors Desktop
(in\out patient monitoring screen)
-Labrotary Reports
-Radiology Reports
-Treatment Reports
-Pharmacy Report
-Patient Invoices
-Consultation Appointment
-Admission Report
-Occupied Room List Report
-Formulary Report
-Demographic Data
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13. ASSESSMENTOFINFORMATIONNEEDS
We have to put a management plan through the analysis of internal and
external information needs:
1-The analysis ascertains the flow of information including storage and
feedback mechanisms.
2-the analysis considers what data and information are needed within
among the departments ,services or programs ,
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14. 3-the hospital bases management ,
staffing ,and material resources
allocations ,
4-hospital leaders seek input from staff
in information management needs ,
selecting appropriate information technology ,
and integrating and using information systems
to manage clinical and organizational information
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15. 5-appropriate staff and leaders ensure that required data and
information are provided efficiently for individual care
,research ,education ,and management at every level.
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16. INFORMATIONMANAGEMENTPLAN
DIRECTIVES
1-Confidentiality of Information
-must apply to all systems automated ,paper and verbal. The
capture , storage , and retrieval process must be performed in timely
manner without compromising the data and information confidentiality .
 -we have to protect privacy and confidentiality and it’s the
responsibility of all hospital staff .all the hospital staff is involved !
 -we must have a written Confidentiality agreement in consistence
with applicable law that address the confidentiality of information
2-security of information :
-Develop and implement controls and guidelines to safeguarded data
and information ,including the clinical record against loss destruction
and tampering .
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17. -develop and implement policy when removal of records is permitted ,the
policy serve and reference to the applicable conditions in which a record
may be removed from the hospital (removal of medical record policy).
-protecting data and information against unauthorized intrusion ,corruption
,or damage (access to medical record policy )
-ensure the medical information is collected in a professional manner and
preventing falsifications of data and information .
-protecting records in a manner that minimizes the possibility of damage
from fire and water .taking the safety precautions to reduce the threat of
damage .
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18. 3-integrity
-Quality control measures must be in place and enforced to ensure the
accuracy and completeness of data processed ,analyzed ,and reported.
-develop rules of changing and resetting passwords through an approved
IT policy
-Daily backup of all data ,configuration files and source code.
4-uniform data definition and data capture
-to develop an approved list of definitions and abbreviations to standardize
the inputs.
-the IT department ,Medical Records department and Quality Management
Office are available to assist departments , individuals ,and teams with data
collection techniques to insure the accuracy and completeness of data
collected
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19. REPORTS
The most important thing to have a good data
management Is to provide reports and submit them to
the right person
List of hospital reports
Daily reports : to determine the level of inpatient and outpatient
with or without income …)
Summary of statement report : on a monthly basis for all patients
who is covered for medical insurance by their companies .
Pharmacy reports : shows pharmacy transactions thru Doctor`s
order
Doctors activity report : the total number of consulted patient and
income for doctors
Census report : to determine the volume of patient admitted in a
day)
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20. TECHNOLOGY ANDRESOURCES
Technology is the tool for IT department to implement the data
management plan !
-Technology:
 these tools are being used as technology by IT department :
1 -Computer Network :
all computer systems of the hospital are connected to each other via
cables using STAR network topology (this topology in computer
networking uses network switches to establish the communication
between the computers)
Domain controller serves as the primary computer .all the computers in
the network logs on to this unit in order to have communication
between them or to access the data \information .
1-Electronic communication system (internal E-mail) in order to have
fastest communication or to transfer information to each other
.2 -internet connection using Microsoft internet security and
acceleration server .so users have access to the internet according to
their job requirement
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21. STAR NETWORK
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22. 2-HMS (Hospital Management System ) :
1-HMS is an integrated real time system that allows access to
information upon a need to know basis.
2-users input the information based upon their job responsibilities
and the same will be available to access by other users with
authorized policy.
3-this program ensures timelines of access to available information .
4-Departments of the hospital have applications that interact and
stores information in one central location (Data Base Server
Computer ).
5-Security is assured through passwords ,security switches within
the system ,and accessibility as determined by individuals employee
assigned level s of security
6-the HMS System is able to aggregate data and print reports that
allow comparisons and decision making
7-the HMS is used for patient care as well as non-patient functions
with the ability to coordinate the collection of information from all
areas ,make information available from one module to other
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23. 8-organizes ,analyzes ,clarifies and provide longitudinal data to
those who need it
9-its integrated and includes the followings :
(financials ,medical record ,inpatient admissions ,eligibilities ,invoices
,laboratory ,pharmacy ,radiology ,order entry transactions ,inventory
management ,patients insurance contracts .
The system is (real time ) giving all with a need of
access to information as it is entered into the
system .HMS has long term and permanent storage
capability for patient and other information .this
enables the use of information for longitudinal
studies 
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24. 3-Software tools:
a-Microsoft Office
(administrative documentation)
b-Microsoft Vision
(preparing organizational charts )
c-Symantec endpoint protection
(antivirus )
d-Data Ocean Software's
-HMS
-ACC
-Stock
e-Microsoft SQL Database2005
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25. 4-Backup Technology :
Securing data backups in order to recover the data in case of
malfunction or shutdown
-data security (daily weekly backup on
DVD drivers )
-Shared folders between users
(protecting folders with passwords )
Good quality of a technology gives chance to have a good
information ,fast performance and security .
Security means that all information will not be lost and recovery of
data for other resources .
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26. 5-Resources:
Leadership provides the resources to IT Department in order to fulfill the
requirement to implement the plan
IT resources :
a-IT staff
b-Servercomputer with sand storage Capacity
c-Computer Systemfor clients
d-Laser & color printers
e-Computer peripherals
g-Work place for IT department and computer stores ,tables ,desk etc.
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27. AUTHORITYANDRESPONSIBILITY
General Responsibilities
It is understood that all involved department /services must actively
participate in the development ,implementation ,and use of :
1-effective information management process ,including data
definitions ,collection ,analysis/interpretation .
2-reports for appropriate clinical and organizational performance
Specific Responsibilities
organizational :
1-Hospital Leaders seek input from staff in IT department
needs .selecting appropriate technology ,and integrating and using
information systems to manage clinical and organizational
information.
2-the Board and Hospital Administrative provide annual
operating and capital budget resources to meet information
Management Department technology needs.
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28. Hospital Director
1-address the organization`s philosophy ,commitment ,and
support for IT department
2-allocate time ,people ,and financial ,resources ,to implement
,the approved Information management department strategy
3-prioritize implementation in accordance with the strategic plan
4-Evaluate performance of IT department
5-Direct future planning and change
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29. IT Department :
provide management of the hospital computer network
provide support ,assistance and education to all computer
users within the organization
perform required preventive maintenance on all hardware
and software
manage computer inventory list including hardware and
software
develop and manage organizational and IT department
policies
structure of the data/information
validation of data/information
 integration/interface of
data/information across systems
Analysis of data/information
Interpretation and clarification of data /information
Transmission and reporting of data/information
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30. Medical Record Department :
-Ensure the integrity of each medical record
-Monitors documentation compliance with
medical record policies and procedures
-Classifies and codes diagnostic and procedural information in compliance
with regulatory requirements.
-Develop and manage organizational Management Department policies
and procedures
Department Managers
-provide employees with department specific education related information
Management policies and procedures
-Annually assess the department`s information management
-Develop and maintain department specific procedures
-Assign computer security levels for individuals positions within the
department
Consider information needs when developing annual departmental budget
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