INTRODUCTION
TOPIC OUTLINE / LEARNING OBJECTIVES
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Hospital Information System
HIS for different departments
HIS Selection Criteria
Top Philippine HIS Providers
Functions of HIS
Other Systems of Reporting & Data Management
Materials Management System
HOSPITAL INFORMATION SYSTEM
● A system that assists in the maintenance of an
institution’s records.
➔ Health care plays a vital role in a society and people
expect efficiency from health care providers and
health institutions which face the challenge of
handling the numerous patients that seek their
services.
➔ Proper management of clinical and operational
records is therefore necessary.
➔ Presently, most hospitals have shifted from tedious
manual recording to the use of a hospital
information system (HIS) to assist them in
maintaining the different records of the institution
● A computer system introduced in the 1960s that is
structured to manage all the records of health care
providers.
An HIS to be effective needs to be:
1. Affordable, scalable, and centered on the needs
of patients and medical personnel
2. Adaptable to rapid technological changes and
provides enhanced integrity of facts
3. Able to minimize transcription error and duplication
of records
4. Shorter report turnaround time
➔ HIS available today links computers that are
capable of quickly optimizing operations and
delivering quality service
➔ The systems gather, process, retrieve patient
information, and provide hospital stakeholders
with relevant information through reports for
better decision-making
➔ TURNAROUND TIME = amount of time taken
to fulfill a task or request
➔ SCALABLE MEANS = able to be climbed,
measured, graded
➔ STREAMLINED = make more efficient and
effective by employing faster and simpler
methods
An effective HIS guarantees:
1.
2.
● Makes information and reports available for health
care personnel to use and perform their jobs more
efficiently.
➔ Back then, features of HIS were used mainly for
billing and inventory.
➔ However, all of these have changed through time.
➔ Today’s system is also integrated with other
financial, scientific, and administrative programs.
A Modern HIS:
1.) Applications built to address the needs of various
departments.
2.) Allows hospitals to experience efficiency in
accessing reliable patient information faster
3.) However, rendered useless if system is not
user-friendly and training is inadequate
➔ The modern HIS has applications built to
address the needs of the various departments
of health facilities such as nursing, pharmacy,
finance, radiology, and pathology.
➔ There are hospitals with as many as 200
disparate systems integrated into their HIS
➔ Hospitals using the HIS experience efficiency in
accessing reliable patient information with just
a few clicks
➔ However, advancements and developments
will be rendered useless if the system is not
user-friendly and training is inadequate
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3.
4.
Delivery of information required due to optimized
core library
Responsive to requirements for solutions set by
hospital / institution
Customizable and caters to specific needs of
department
Centralizes information
➔ The system also guarantees delivery of
information required by the health care
personnel because of the optimized core library
➔ It can also be customized to consider the
particular needs of the departments and
centralize them into the system
➔ However, a hospital should provide the
requirements in detail to the HIS provider
during the initial stages of scoping so that its
needs will be met and accurately provided.
➔ CENTRALIZED
=
CONCENTRATED,
UNIFIED, BROUGHT INTO ONE AREA
HIS FOR DIFFERENT DEPARTMENTS
1.
Nursing Information Systems (NIS)
● Developed to enhance patient care by providing
nurses with accurate information to assist them in
performing their duties more efficiently
● Functions: handling of personnel schedules,
accurate patient charting, and better clinical data
integration
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Agenda
packages
help
enhance
the
management of the workforce by helping
managers handle overtimes and absences.
Obtain cost-effective staffing and show staffing
levels.
Patient charting application allows better
analysis of critical signs
Nurses could check admission information, and
care plans along with applicable nursing notes
Crucial information is kept and can be retrieved
when needed
Also useful in designing the patients’ care plan
since the medical information integration
function allows nurses to collect and examine
retrieved medical records.
reduced upfront and maintenance fees for
those smaller budgets.
●
Web-based program
○ Authorized personnel can have access
anywhere, anytime.
○ Allows data sharing and updated patient history
viewing.
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Implement & Support
○ Vendor provides ample training and assistance
to users of the system.
○ Offer 24/7 support through telephone or web
services.
TOP PHILIPPINES HIS PROVIDERS
2.
Physician Information System (PIS)
● a system designed to improve the practice of
physicians
● deployed and extensively used in electronic medical
records (EMRs) and electronic health records
(EHRs)
● most systems offer support 24/7 to facilitate easier
usage of the system
● INTEGRATED HEALTHCARE TECHNOLOGY THAT
CONNECTS INSTITUTIONS AND PROVIDERS
● Integrated healthcare technology – hospital information
systems and clinical systems that connect hospitals,
clinics, doctors and other care providers.
BizBox, Inc.
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3.
Radiology Information System (RIS)
● networked software system for managing medical
imagery and associated data
● capable of providing billing services and
appointment schedule
● used in conjunction with PACS and VNA for
reporting and database storage
4.
Pharmacy Information System (PIS)
● helps monitor the utilization of medicines in health
institutions
● handles
information
on
medication-related
complications and drug allergies of patients
● provides information to identify drug interactions for
patient prescriptions
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founded 25 years ago with its very first hospital
project completed in 1994
Goal of the company:
○ Improve work efficiency in health care
institutions through software systems
○ To produce advanced solutions for better
patient care
HIS SELECTION CRITERIA
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The following are the aspect needed to be
considered in selecting a Hospital Information
System:
KCCI Medsys
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Kaiser-dela Cruz Consulting, Inc. specializes in
application development for hospitals, clinics, and
medical-related institutions in the Philippines
Company products that provide proven
solutions:
○ Visual MEDSYS (hospitals)
○ MEDSCHO (schools)
Total-cost of package
○ Available for hospitals in all sizes and budget
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Comlogik
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Comlogik Business Systems, Inc. is a
Philippine-based development company established
in 1999
Company vision:
○ to be a global technology company leading the
way for innovative applications anywhere,
anytime
○ provide online hospital services
➔ Comlogik led the way in developing innovative
applications like online hospital services in
which patients can access their billings and
examination results, while administrators can
access reports, and doctors can access
patient’s records anywhere and anytime
FUNCTIONS OF HIS
1.
HELP DESK
● Clients are provided with information and
guidelines with a company’s products and
services without any hassle
2.
SCHEDULING
● Managers and employees can access work
schedules anywhere they are and discuss
scheduling preferences
3.
PATIENT REGISTRATION
● Records relevant info about patient
● Used for record keeping and
management
4.
account
ADMISSION
● Admissions counselor gather preliminary
information, offer vital information about
hospital stay before a patient is admitted to
facility
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5.
DISCHARGE
● Efficiently provides instructions that accompany
a patient’s discharge such as services to
ensure full recovery of the patient
6.
TRANSFER
● Movement of person outside hospital premises
via authorized personnel instructions
● Must have requirements for a proper switch
7.
BILLING
● Shows all records pertaining to the invoices,
payments, and the current (or overdue)
balance of a patient’s account
8.
CONTRACT MANAGEMENT (CM)
● Process of managing contract creation,
execution, and analysis to maximize the
operational and financial performance of an
organization
9.
PACKAGE DEAL DESIGNER
● Posts diagnostic medical packages for
in-patients, out-patients, and emergencies
without the hassle of paperwork
ADDITIONAL INFORMATION
● Help Desk - manual retrieval of information is no
longer needed
● Scheduling – an employee scheduling software
helps save time and makes employee scheduling
less difficult
● Patient Registration – records name, age, gender,
marital status, and other relevant information
regarding the patient. These pieces of information
are used for record keeping and account
management purposes. This form is usually filled
out during the patient’s visit or consultation but
if the patient is unable to complete the form due
to the need for prompt medical attention, the
form can be filled out by a guardian or relative.
● Admission – Before a patient is admitted to a health
facility, an admissions counselor will call him or her
to gather preliminary information, offer vital
information concerning the hospital stay, and answer
questions if there are any. Additionally, the physician
may also schedule recurring medical exams, such as
laboratory tests or X-rays, before hospitalization.
Other routine tests can also be carried out on the
day of admission. All these can be done more
efficiently through the HIS.
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ADDITIONAL INFORMATION
● Discharge – through the HIS, instructions that
accompany a patient’s discharge or transfer are more
efficiently provided. These instructions may include
discharge planning which details services needed to
be administered after the hospital stay to ensure the
full recovery of the patient.
● Transfer – the term transfer means “movement”
(along with the discharge) of an individual outside of
the hospital premises at the instruction of authorized
personnel. This does not however encompass
movement of individual who (a) has been declared
lifeless or (b) leaves the facility without the
permission of such authorized personnel. If the
patent is transferred from the ER, employees must
fulfill statutory requirements for a proper switch. With
the HIS, patient transfer details are easily accessed
and processed.
● Billing – billing statements show all records pertaining
to the invoices, payments, and the current balance of a
patient’s account. HIS is very useful for patients
who require frequent health care services because
numerous invoices can be combined and a lump
sum payment can be made. It is good practice to
generate the billing statement on a regular basis so
that the institution could keep track of its collectibles.
HIS lists the outstanding balances of the patients. Any
overdue payments may be checked easily. In addition,
balances of patients who only have minimal
transactions are kept updated.
● Contract Management – Goodrich (2013) defines
contract management as the process of managing
contract creation, execution, and analysis to maximize
the operational and financial performance of an
organization
while
reducing
financial
risk.
Organizations constantly encounter pressure to reduce
costs and improve company performance. Contract
management proves to be a very time-consuming
element of business, which facilitates the need for an
effective and automated contract management system.
● Package Deal Designer – posting diagnostic medical
packages
for
in-patients,
out-patients,
and
emergencies requires the same process; the
difference is that for emergencies, this is called
post-diagnostic package deal. HIS helps in accessing
information regarding package deals without going
through the hassle of paperwork.
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When CM is successfully implemented:
● Realization of expected business benefits and
financial returns
● Cooperation and responsiveness of the supplier to
the organization’s needs
● No contract disputes or surprises
● Satisfactory delivery of services to both parties
OTHER SYSTEMS OF REPORTING & DATA
MANAGEMENT
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Laboratory, Radiology, Cardiology Reporting
Laboratory Reporting
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Despite differences, all laboratory reports must
possess common elements to aid interpretation of
results of medical testing:
○ Identification / filing purposes
a. Patient, doctor’s name
b. Lab address, test report data
○ Specimen / lab test information
a. Test results, critical results, abnormal
results, interpretation of results
b. Name of test performed, measurement unit
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Despite differences in presentation and form, all
laboratory reports must possess common elements
as required by institutional and company policies.
They may also contain supplementary items not
specifically required, but which the laboratory
chooses to report to aid in the interpretation of
results of medical testing (American Association for
Clinical Chemistry, 2017).
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For identification and filing purposes, some
laboratory
reports
display
elements
with
administrative or clerical information such as the
following:
○ Patient name and identification number or a
unique patient identifier and identification
number
○ Name and address of the laboratory location
where the test was performed
○ Date when report was printed
○ Test report data
○ Name of doctor or legally authorized person
ordering the test(s)
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Information about the specimen and the test itself,
such as those included below, are other elements
that make a laboratory report more meaningful:
○ Specimen source (if applicable)
○ Date and time of specimen collection
○ Laboratory accession number
○ Name of the test performed
○ Test results, abnormal results, critical results,
interpretation of results
○ Units of measurement (for quantitative results)
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Reference intervals (or reference ranges)
Interpretation of results
Condition of specimen
Deviations from test preparation procedures
Medications, health supplements, etc. taken by
the patient
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Radiology Reporting
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An official medical document that provides details
(positive, negative, important, and incidental
findings) of the requested radiology examination
and the procedure conducted by the radiologist
Basic radiology report includes:
○ Patient ID, clinical history
○ Imaging technique, comparison, observation,
summary or impression
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According to the University of Virginia (2013), a
radiology report is an official medical document that
provides the details of the requested radiology
examination and the procedure conducted by the
radiologist.
A qualified physician authorized by the health care
institution interprets the report.
The main objective of the report is to address the
queries in the request.
The findings in the report should take into account
both positive and negative findings.
Important findings should be stated followed by
incidental findings.
The basic sections of a radiology report enumerated
in the American College of Radiology’s practice
guideline on communication must include:
○ Administrative information
○ Patient identification
○ Clinical history
○ Imaging technique
○ Comparison,
observations, summary or
impression, and signature of radiologist
○ The length of the report is dependent on the
complexity and cost of the examination
MATERIALS MANAGEMENT SYSTEM (MMS)
Cardiology Reporting
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Doctors are able to write vascular reports must
faster since access and retrieval of information are
made more convenient through computer systems
Using the cardiology information systems (CIS),
vascular sonography reports are accurately created
with only a few clicks.
Information on these reports could include
ultrasonic ultrasound and diagrams.
Nowadays, physicians opt to provide automated
reports through the use of information systems.
The medical staff can process laboratory reports for
the approval of the physician.
This means that results are generated more
efficiently which translates to improved patient
experience.
Contain important medical information (cardiac)
based on test results of the patient which are set
against past medical records
Benefits of the system to reporting:
○ Doctors are able to write vascular reports faster
○ Info like ultrasonic ultrasound and diagrams are
easily automated
○ Results are generated more efficiently
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Also called Inventory Management System:
Pharmacy, Main Stores, and Purchase.
An inventory management system is the
combination of technology (hardware and software)
and processes and procedures that oversee the
monitoring and maintenance of stocked products,
whether those products are company assets, raw
materials and supplies, or finished products ready
to be sent to vendors or end consumers.
Materials Management System
● Primarily concerned with planning, identifying,
purchasing, storing, receiving, and distributing
materials
● Purpose: guarantee that the right and sufficient
materials are in the right location when needed
● Automation / tracking of inventory (computerized
stock management, use of barcodes, RFID) is
needed to streamline the hospital supply chain
● As such automation of an inventory or a materials
management is necessary for a hectic health center
to streamline the hospital supply chain
● Computerized stock management systems include
technologies for tracking inventories and devices
used each day in health care setting.
● Generally, they utilize barcodes and RFID tags
(RFID is an acronym for “radio-frequency
identification” and refers to a technology whereby
digital data encoded in RFID tags or smart labels
(defined below) are captured by a reader via radio
waves.) with precise identification numbers
assigned for each inventory object to enable
accurate tracking and control.
Cardiology reports, like other laboratory reports,
contain important information based on the test
results of the patient which are set against past
medical records.
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Other benefits of the MMS:
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assist the health care institutions in figuring out if
merchandise has been recalled or damaged
able to isolate drugs and devices in case shortage
occurs
responsible for receiving materials, retaining central
stock, and delivering supplies within the institution
or company
Virtually, every health care institution has a
materials management department that is
accountable for receiving materials, retaining
central stock, and delivering supplies within the
institution. Typically, this is where the responsibility
of the materials management department ends.
An inspection of a nursing unit, suite, or exam floor
will reveal a smaller, self-managed inventory in
supply closets, nurses’ stations, and individual
rooms.
These inventories are essential in maintaining
supplies conveniently available for use.
Management Reporting
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Not limited to data retrieval but has evolved into a
platform for reporting and controlling information
valuable to the institution
Captures the necessary data required by
management to operate more efficiently
Data redundancy and data quality issues are
minimized
Some of the data that can be retrieved from this system:
1. Employee headcount
2. Customer account information
3. Funding
4. Overall performance
● A good management reporting system enhances
the capability of the institution to be more
responsive, efficient, and effective in
decision-making
➔ Today, management reporting is not limited to
data retrieval. It has become a platform for
reporting and controlling information valuable to
the institution.
➔ Recent technological advancements help
management reports to provide non-monetary
information which enables the management to
have an oversight of its operations.
➔ In the same way, these advancements pave
the way for the emergence of management
reporting systems.
➔ These systems capture the necessary data
required by management to operate more
efficiently.
➔ With this, data redundancy and data quality
issues are minimized.
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Employee
headcount,
customer
account
information, funding, and overall performance
are some of the data that can be retrieved through
the system.
Thus, a good management reporting system
enhances the capability of an institution to be more
responsive,
efficient,
and
effective
in
decision-making which affects the performance of
the institution as a whole.
These systems offer a single holistic view which
highlights high value sources and eradicates the
lack of visibility in reviewing the performance of the
institution.
In-Built Tally Interface
● Tally.ERP9 (Enterprise Resource Planning) is a
software that provides simplified solutions to operations
in health institutions such as registration, accounting,
inventory management, tax management, etc
● Easy to learn and can be implemented with minimum
resources
● Used by over 1M entities in the world
➔ GINAGAMIT SA TAG-IYA SA HOSPITAL
➔ Enterprise resource planning (ERP) is a process
used by companies to manage and integrate the
important parts of their businesses.
➔ Many ERP software applications exist to help
companies implement resource planning by
integrating all of the processes it needs to run a
company with a single system.
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