Module 16 Information Mgt.David Manyiel ppt

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1. Information
Management
1Information Management-Module 16

2. Information Management-Module 16 2
At the end of this activity, you will be able to:
Appreciate the importance of laboratory data
Describe important elements of an information
management system,
Explain things to consider when developing a
manual, paper-based information system;
Describe the advantages and disadvantages of a
computerized information management system
Properly capture data
Effectively utilize laboratory data for information
generation and decision making
Accurate & timely report on the quality indicators
Learning Objectives

3. Role in Quality Management System
Information Management-Module 16 3
The test result is the final
product of the laboratory.
Quality Lab
Report

4. Information Management-Module 16 4
Information Management-5.10
Paper-
based
Electronic
Establish processes for
managing data
Patient
information
Lab managers
need to ensure:
accessible
accurate
timely
secure
confidential
private
Quality Lab Report
ID 0905120047

5. Information Management-Module 16 5
Effective
communication
Effective
reporting
systems
Confidential
Data
protection
Checking
processes
Logs,
worksheets
Standardized
request forms
Unique
identifiers
samples,
patients
Important
elements

6. Unique Identifiers
Laboratories need to assign unique sample
identifiers:
Code: YYMMDDXXXX -0905120047 means sample
#47
received on May 12, 2009
Information Management-Module 16 6
Patient
identifiers

7. Test request form-5.4.3
Information Management-Module 16 7
ISO 15189

ISO
requirement
Laboratory

8. Logs/worksheets and checking processes
Information Management-Module 16 8
Laboratory

9. Data Protection
Information Management-Module 16 9
Paper-based systems
use durable materials for recording
storerecords properly
Computerized systems
schedule regular backup of data

10. Protect confidentiality / security
Information Management-Module 16 10
The laboratory director is responsible
for establishing policies and
procedures to:
safeguard a patient’s privacy
assure laboratory data confidentiality

11. Information Management-Module 16 11
Test results reporting systems-5.8;5.9.2
timely
accurate
legible
easily
understood
Quality
Lab
Report
ID
0905120047
Sample: MSU
Test: C&S
Report to:
Dr RB Brown
Date:09.06.27
Patient: Mary J Johnston DOB: 28 Mar 1949
Address: 1234 Littletown Road, Bergly Bay
Patient ID No.: ab907823_001

12. Communication
Develop a good system for communication:
within the laboratory
with clients
other health care providers
reference laboratories
with official agencies
Information Management-Module 16 12
Different
shifts

13. Information Management-Module 16 13
Computer
systems
incompatible
Transmission
errors
Data
organized
poorly
Archiving
poor
Forms
inadequate
ID
insufficient
Data
incomplete
Common
problems

14. Manual paper-based system
Information Management-Module 16 14
•Verify logs/registers
Requires registers and
logs with good design
that are:
practical to use and easy
to complete
make it easy to find data
make summarizing data
and writing reports easier

15. Information Management-Module 16 15
Age not
recorded
Village name
not recorded
Results
recorded
in village
column
Data entry

16. Information Management-Module 16 16
Unreadable-
thick felt-tip
pen used on
other side
Writing illegible

17. Manual paper-based system
Information Management-Module 16 17
final report is primary product –
make it professional
need a system for obtaining
duplicates or copies of reports for
archiving
assure safe storage of paper records

18. Information Management-Module 16 18
Goals:
•find results
•trace samples
•evaluate occurrences
Useful rules:
•keep everything for a designated time
•ensure easy access
•use a logical system for filing
•number in chronological order
Manual paper-based system-storage

19. Information Management-Module 16 19

20. Computerized LIMS
Software options
•in-house developed systems using
commercial database software
•fully developed commercial systems
Look for:
•permanence
–computer system maintenance,
backups
•security
–access
–Confidentiality
•traceability
•system speed, flexibility
Information Management-Module 16 20

21. Integrate
with other
sites
Financial
management
Access
control
Track,
analyze
trends
Track
reports
Detailed,
legible
reports
Data
retrieval
options
QC
Error
reduction
Information Management-Module 16 21
Advantages

22. Back-up
requirements
Costs:
purchase
and
maintenance
Adapting
to a new
system
Training:
time
and money
Information Management-Module 16 22
Disadvantages

23. Information Management-Module 16 23
Summary
•System for managing both incoming and outgoing
data.
•May be paper-based or computer-based
•Both require a similar framework, including unique
identifiers, forms, logs and worksheets.
•Cost is a major factor in using a computer-based
system.

24. Information Management-Module 16 24
Key Messages
A good information management system will:
•ensure all data—the final product of the laboratory—
is well managed
•consider all the ways laboratory data will be used
when planning a system
•assure the accessibility, accuracy, timeliness, and
security of data
•ensure confidentiality and privacy of patient
information

25. Information Management-Module 16 25
Questions?
Comments?