Health Information Service Management - Term Paper Example

Health Information Service Management Name Institution Date Health Information Service Management Background information Samsa hospital is a 300 bed capacity hospital that is using the medical based records when dealing with the patients. This is burdensome to the hospital due to the high number of inpatients and outpatients. The hospital has been using the manual medical reports which are now bulky and it takes a long period of time when attending to the patients. The management of medical records is costly to the hospital due to its bulky nature. The use of the paper based medical records at the hospital is subject to errors as it is dependent on the accuracy of the officer making the records. The paperwork is usually bulky and tiresome which impacts negatively on the accuracy levels of the officers making the records (Brunak, 2012). Errors regarding the records of the patients usually impacts negatively on the treatment of the patients. This is because the records of some of the patients are usually misplaced (AS2828.2., 2012). Introduction The disadvantage of the paper medical records has impacted negatively on the efficiency of the hospitals. It is due to this reason that the hospital intends to commence the scanning of forms in order to create digitalized medical records. According to AS2828.1 (2012), this process will ensure that the time taken by the patients to register their details is reduced. The levels of accuracy will also be improved during the process. The use of scanned records in hospitals has been embraced in most parts of the world for the purposes of improving efficiency. This will be useful to the hospital in terms of eliminating bottlenecks and improving on the accuracy of the process. The digitization of the medical records will also improve on the durability and storage of the records and hence benefiting both the patients and the hospital (Sheikh, 2011). The paper thus discusses the concepts of introducing the scanned records at the hospital as Health information manager. Discussion Paper based forms Currently, the hospital is using the paper based forms for developing the health records of the patients. A4 forms have been designed for the purposes of handling the information of the ordinary patients. However, A3 size forms have also been developed for the purposes of recording complex documentation which includes the charts at the intensive care unit. High quality of paper is usually used for the purpose of ensuring that it can be stored over a long period of time (Braithwaite, 2012). The moisture content of the paper used at the hospital is usually less than 10%. The color of the paper used is usually white which is in accordance with the legislations. The use of colored papers usually has difficulties when the paper is scanned or copied which may lead to legal problems. A black pen is usually used at the hospital for the purposes of filing the forms. Permanent ink is also used when filling the forms (Braithwaite, 2012). Pencils are forbidden at the hospital. The use of the permanent is important in ensuring that the information can last over a long period of time. As long as the identification details of the patients have been captured, the form is considered valid at the hospital. Color coded strips are usually used for the purposes of differentiating the forms (AS2828.1, 2012). This is also important in ensuring that the forms can be easily accessed. The punching of the papers is usually carried out for the purposes of enabling its storage in the files. However, during the process no information should be lost (Smeeth, 2012). The patient identification is important during the process of recording the information. All the details of the patients are usually recorded and this includes their age, gender, name and sex (Smeeth, 2011). This is for the purposes of clearly identifying the patients and the records are also used in case the patents return to the hospital. The layout of the forms has also been well designed by the hospital in accordance with the relevant laws and legislation. This is also for the purposes of ensuring that the forms can capture all the details of the patients. In the incidences where adhesive glues are used for binding the forms, the hospital usually use the permanent adhesive glues in order to ensure that the forms are bonded permanently. The forms are usually covered with the covers that are sufficient for the A4 papers. This is for the purposes of ensuring that the forms are well stored. The records are usually well stored in order to prevent its loss. The hospital has a secure place where the forms are usually stored. Only authorized personnel are allowed access to the forms (Brunak, 2012). New standards of electronic records management The new electronic records management differs significantly from the manual records that are currently being used by the hospital. According to Brunak (2012), the electronic data records are usually captured using the computers and can be manipulated through the use of the computers. Unlike the manual forms, the use of the digital method of capturing the data involves capturing the image of the patients electronically (Britt, 2012). Computer hardware and software are usually used during the process of capturing the data of the patients. This is different from the manual methods where the details of the patients are recoded through the use of pen and paper. Different types of scanners are usually used for the purposes of carrying out different functions. The heavy duty scanners are used when high volume of work is involved while the low volume scanners are used for carrying out the light duties (Smeeth, 2011). The use of the scanners simplifies the tasks as high volume of work can be handled easily as compared to the manual methods. The scanning software is also used during the process and different types of scanning software are also used. The scanners usually work automatically depending on the volume of work. However, it requires the users to have knowledge regarding the use of the scanners. It is also important to note that the hospital will have to ensure that the employees are trained on how to use the computers. The storage of the records can also be carried out easily through the use of the information system of the hospital that has to be developed (Brunak, 2012). The system also has the ability of printing the data of the patients and hence ensuring that the information can also be provided to the patients when required. This is more effective as compared to photocopying of the manual records. Unlike the manual method, the use of the new method ensures that the documents are coded automatically (Gagnon, 2011). This is through the use of unique serial numbers that are generated by the system when the data is captured. This plays an essential role in differentiating the documents and the records of the different patients. On the other hand, it is also important to note that the serial numbers generated can be used for the purpose of searching for the information regarding a patient. This makes the process of searching for the information easier as compared to the manual methods (Gagnon, 2011). This is in compliance with the international standards as the patient ID is internationally recognized as a way of identifying the details of the patients (Braithwaite, 2012). The optical character recognition can also be used for the purposes of translating the manual records to electronic form. This will play an essential role in ensuring that the hospital is able to transfer and modernize its past records. The access of data is also been made easy through the use of the system. It is also important to note that the time taken to capture details of the patient is also much reduced. This plays a vital role in eliminating the bottlenecks within the hospital. The quality of services is also improved as the patients are served quickly after their details have been captured (Gagnon, 2011). The use of the new system is also advantageous to the patients and the hospital. This is because they can access their records from anywhere at any time. This is unlike the use of the manual method where the records are kept in the hospital and the patients have to physically visit the hospitals in order to access their records. According to Karimi (2010), the storage of the data is also effective and safe which reduced the chances of data loss. In the manual system, the chances of losing the data are high which impacts negatively on its safety. The method is also cost effective as compared to the manual method which requires the purchase of paper from time to time (Karimi, 2010). The waiting time of the patients is reduced through the use of the system as their data can be recorded and accessed easily. In some cases, the patients had to cancel their appointments due to the long waiting time. The long waiting time also impacts negatively on the treatment of the patients (Smeeth, 2012). The patient care is also improved during the process as the time taken to retrieve the information of the patients is reduced. The manipulation of data is also enhanced through the use of the system (Karimi, 2010). This makes it more effective as it ensures that it can be applied in other forms. The data that has been recorded using the system can also be reproduced through printing and hence ensuring that the patients can easily obtain their own copies of the medical records. Management of the transitional process to electronic scanned records The transitional process will be important for the hospital as all the data has to be transferred to the digital form. The process should therefore be managed well in order to prevent any loss of data. The hospital should first ensure that it meets the technical digitalization requirements before the implementation process. All the software and hardware should also be purchased before the process begins. The workflow and staffing requirements should also be considered during the process in order to ensure that it is effective. Rigorous preparations should also be carried out in order to effectively manage the transitional process. All the existing structure and gaps should also be identified in order to improve on the process. A proper method of upgrading the file format should also be put in place in order to ensure that the system is in accordance to the laws and legislations (Gagnon, 2011). The scanning process should also be in a position of accessing the other systems and managing the data from the current file. The data from the current files should also be carried out during the management of the transitional process. This is for the purpose of ensuring that all the data are successfully transferred. The back scanning of the older documents should also be carried out carefully in order to ensure that the system is effective. Frommer (2012) notes that the process of back-scanning should be carried out in a rational manner for the purposes of ensuring that it poor quality papers are also scanned. The requirements of the data users should also be considered during the transitional process. This is for the purposes of ensuring that the users can easily use the system. The mobile data capture technology should also be put in place in order to enhance the process of data management. A back up and achieving system should also be designed so as to ensure that the data is saved (Frommer, 2012). Other requirements in line with AS2828.2 The barcodes on the document source plays an essential role in ensuring that automated metadata acquisition is enhanced. AS2828.2 requires that all the paper documents that are meant to be digitized should be printed with a barcode. The hospital should also ensure that it complies with the state and territory requirements with regards to the use of barcodes. It is also important for the hospital to ensure that a human readable text should be provided underneath the barcode. This may include a form number, serial number or page number. This is also one of the AS2828.2 requirements and it should be followed. According to AS2828.2, code 128 should be used if the linear barcodes are used. Code 128 has several options that are useful during the process. Its barcode software has the ability of encoding the upper and lower alphabetical characters. The numerical characters can also be encoded together with special format. This is important in ensuring that the quality of the work is enhanced. It is also recommended that the height of code 128 barcodes should be 5mm (AS2828.2, 2012). It is also important to note that the use of 2D codes is on the increase. This is due to their higher capacity and reliability. The hospital should thus use it during the process. It is also important to ensure that a quite zone without letters or marks should surround the barcode level at the left and right side. It is also important to ensure that the barcodes should be placed on the top binding margin in the landscape documents. In the patient ID labels, the barcode should match the patient ID. In order to ensure readability, the labels should be 5mm of white space from the lefty and right side of the barcode. It should also be on the top right hand corner of the forms template. It is also important to note that the barcodes can be used for the purposes of representing the episode data on the patient label. Britt (2012) points out that when dealing with the barcodes, it is also important to ensure that the standardized numbering specifications are followed. This should be however in accordance with the specifications of the states or territories (Frommer, 2012). The hospital should therefore ensure that it works in accordance with all the standards and specifications that have been set by the states and territories. The aspects of the barcodes should also be standardized throughout the hospital. It is also important for the hospital to ensure that the process is carried out in an orderly manner so as to ensure that all the data are captured. It is also important for the organization to ensure that the process is carried out on a step by step basis (Britt, 2012). Conclusion In conclusion, it is evident that the manual system that is being used in the hospital is not effective. This is because it is time consuming and it also consumes a lot of resources. The manual process is also not safe as the loss of data has occurred in the hospital. On the other hand, it is also evident that the scanning of the forms will play an essential role in ensuring that the hospital is able to improve on the efficiency of its records system. The use of electronic method of data storage and collection is also advantageous as it captures more details of the patients. It also takes a shorter time to capture the details of the patients through the use of the system. This will play an essential role in eliminating the bottlenecks in the hospital. The access and storage of the data will also be improved through the use of the system. During the transitional process, all the requirements must be met before the implantation is carried out. On other hand, it is important for the AS2828.2 requirements to be met during barcoding. References AS2828.1. (2012). Health records: paper based health records. Australian standards. AS2828.2. (2012). Health records: Digitized Heath system requirements. Interim Australian Standards. Brunak, S, (2012). Mining electronic health records: towards better research applications and clinical care, Nature Reviews Genetics, 13(6), 395-405. Sheikh, A. (2011). Understanding contrasting approaches to nationwide implementations of electronic health record systems: England, the USA and Australia. Journal of Healthcare Engineering, 2(1), 25-42. Smeeth, L. (2012). Pragmatic randomised trials using routine electronic health records: putting them to the test. Bmj, 344. Braithwaite, J. (2012). CareTrack: assessing the appropriateness of health care delivery in Australia. Medical Journal of Australia, 197(10), 549. Karimi, I. (2010). Security requirements and solutions in electronic health records: lessons learned from a comparative study. Journal of medical systems, 34(4), 629-642. Gagnon, M. P. (2011). Comparison of user groups' perspectives of barriers and facilitators to implementing electronic health records: a systematic review. BMC medicine, 9(1), 46. Frommer, M. (2012). Electronic health records: Taking control of your e-health future. HIV Australia, 10(1), 21. Britt, H. (2012). General Practice Activity in Australia 2011-12: BEACH, Bettering the Evaluation And Care of Health (No. 31). Sydney University Press. Read More