MLS 050 - Health Information System PDF

MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ C...

MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ Lesson Title: Health Management Information System (HMIS) Materials: Lesson Objectives: Student Activity Sheets At the end of the lesson, you shoud be able to: 1. contrast the eight elements and determinants of HMIS. References: 2. propose a solution to the problems faced by hospital using PASMETH MODULE SYSTEM the tradtional manual process; 3. support the characteristics of a good HMIS; Productivity Tip: “Don’t overload yourself. Take one task a time.” A. LESSON PREVIEW/REVIEW 1) Introduction Have a good day. How are you today? Let us all seize the day with all our might as we are going to learn a new lesson today. The previous lesson, Health Informatics discussed on the application of both technology and system in a healthcare setting. Today’s lesson is all about Health Management Information System (HMIS). Before the advent of HMIS, patient registration to consultation were managed manually. The creation of documents proved to be time consuming and posted a risk of having duplicate records. Moreover, there was also a need for proper storage, which, if not considered and practiced, could result to difficulty in retrieval and high cost maintenance. With this, at the end of the lesson, you should be able to: 1. discuss the problems faced by hospital using the tradtional manual process; 2. describe the characteristics of a good HMIS; 3. identify the eight elements and determinants of HMIS. 2) Activity 1: What I Know Chart, Part 1 I am writing three questions on the second column related to the topic for the day. I would like you to write in the first column what you know about the question. Just left the third column blank at this time. What I Know Questions: What I Learned (Activity 4) 1. It is a data collection system specifically designed to support planning, management, and decision making in health facilities and organizations. 2. What are the three fundamental This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ information processing phases? 3. What does the acronym PRISM stands for? B.MAIN LESSON 1) Activity 2: Content Notes Introduction Healthcare administrations were managed manually, traditionally starting from then patient registration to consultation. The creation of documents proved to be time consuming and posted a risk of having duplicate records. There was also a need for proper storage, which, if not considered and practiced, could result to difficulty in retrieval and high cost maintenance. Getting an overview of the number of patients visiting the hospital, or the nature of problems that needed immediate action, or even providing pertinent reports was very difficult to achieve. There are neither snapshots nor a dashboard view, which isan important tool in the analysis of the performance of the hospitals. Accurate and real-time records for equipment and drugs could not be obtained in a timely manner using the traditional process, giving rise to the challenges such as accountability, monitoring of expiry dates, stocks and auto indenting. In a nutshell, the problems faced by hospitals using the traditional manual process included:  No real time data available to monitor the performance of the hospital  Evidence based program management was a challenge  Undue delays in receipt of data  Retrieval of old manual records was ineffective and time consuming.  Duplication of records  Monthly reports sent as hard copy which is a real challenge for data analysis/comparison  Drug inventory/equipment inventory maintenance.  Lack of standard names and code To address the aforementioned issues, using a Health Management Information System (HMIS) should be taken into account. This will address the need to enhance the management of the healthcare services and to have a real time data availability to monitor the hospital performance. This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ Define concept, role, and function of HMIS HMIS defined As defined by the World Health Organization (2004), a Health Management Information System (HMIS) is an information system specially designed to assist in the management and planning of health programs, as opposed to delivery of care. An HMIS is one of the six building blocks essential for health system strengthening. It is a data collection system specifically designed to support planning, management, and decision making in health facilities and organizations. Figure 1: Health Management Information System The system is actually a set of integrated components and procedures organized with the objective of generating information which will improve health care management decisions at all levels of the health system. It is a routine-monitoring system that monitors and evaluates the process with the intention of providing warning signals through the use of indicators. At the health Unit level, HMIS is used by the health unit in-charge and the Health Unit Management Committee to plan and coordinate health care services in their catchment area. This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ Role of HMIS The major role of HMIS is to provide quality information to support decision-making at all levels of the health care system in any medical institution. In addition to encouraging the use of Health Information in the hospitals, it also aims to aid in the setting of performance targets at all levels of health service delivery and to assist in assessing performance at all levels of the Health Sector (Ministry of Health, 2010). Characteristics of HMIS A Health Management Information System needs to be: Complete - It should provide information on all key aspects of the health system without duplication. Consistent - If similar information is provided by different sources, their definitions need to be consistent. Clear - It should be very clear what all the elements are actually measuring. Simple – It should not be unnecessarily complicated. Cost – effective – The actual usage of each element should justify the costs of its collection. Accessible – Data should be held in a form readily accessible to all legitimate users and it should be clear whoe these people are. Confidential – It should ensure that people without ligitimate access are effectively denied. Source:Extracted from the speech of Saihou Janneh, Director of Planning and Information for the Department of State for Health, 2002 HMIS Policy Retreat. Functions of HMIS Historically, all information systems, including HMIS, are built upon the conceptualization of three fundamental information-processing phases: data input, data management, and data output. 1. Data Input - includes data acquisition and data verification. This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ Figure 2: Basic Functions of HMIS Eight Elements of HMIS Tan (2010) enumerated the following elements of a Health Management Information System: 1. Data Acquisition This involves both the generation and the collection of accurate, timely, and relevant data. In HMIS, this is normally achieved through the input of standard coded formats (e.g., the use of bar codes) to facilitate the rapid mechanical reading and capturing of data. 2. Data Verification Data verification involves the authentication and validation of gathered data. The quality of collected data depends largely on the authority, validity, and reliability of the data sources. 3. Data Storage The preservation and archival of data may be regarded as part of the data storage function. When accumulated data are no longer actively used in the system, a method to archive the data for a certain period is usually advisable and may sometimes be mandatory, as when it is required by legislation. This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ 4. Data Classification This is also known as Data Organization. It is a critical function for increasing the efficiency of the system when the need arises to conduct a data search. Most data classification schemes are based on the use of certain key parameters. For example, data referring to a patient population may be classified and sorted according to various diagnostic classification schemes. 5. Data Computation Data computation involves various forms of data manipulation and data transformation, such as the use of mathematical models, statistical and probabilistic approaches, linear and nonlinear transformation, and other data analytic processes. It allows further data analysis, synthesis, and evaluation so that data can be used for strategic decision-making purposes other than tactical and/or operational use. 6. Data Update New and changing information is accounted for through the element of data update. The dynamic nature of such data modification calls for constant monitoring. For HMIS to maintain current data, mechanisms must be put in place for updating changes in the face of any ongoing manual or automated transactions. 7. Data Retrieval Data retrieval is concerned with the processes of data transfer and data distribution. The data transfer process is constrained by the time it takes to transmit the required data from the source to the appropriate end-user. One significant criterion to be considered in the data retrieval function is the economics of producing the needed information. 8. Data Presentation Data presentation has to do with how users interpret the information produced by the system. In situations where only operational or even tactical managerial decision making is expected, summary tables and statistical reports may suffice. The use of presentation graphics for higher-level managerial decision analysis is particularly encouraged because these appear to provide a better intuitive feel of data trend. This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ Determinants of HMIS Performance Area PRISM Framework Known as Performance of Routine Information System Management (PRISM), this conceptual framework broadens the analysis of routine health information systems to include the three key factors: Behavioral determinants – includes the knowledge, skills, attitudes, values, and motivation of the people who collect and use data. Technical determinants – includes data collection processes, systems, forms, and methods. Organizational/environmental determinants - includes Information culture, structure, resources, roles, and responsibilities of the health system and key contributors at each level. The PRISM Framework defines the various components of the routine health information system and their linkages to produce better quality data and continuous use of information, leading to better health system performance and, consequently, better health outcomes. It is founded on performance improvement principles (Aqil, Lippeveld, and Hozumi, 2009). 2) Activity 3: Skill-building Activities Multiple Choice. Encircle the letter that corresponds to the best answer. 1. This determinant in the PRISM framework covers the overall design and complexity of the reporting forms including the overall design of the computer software used in the collection of information. A. Behavioral B. Organizational C. Technical 2. A determinant in the PRISM framework that includes the knowledge, skills, attitudes, values, and motivation of the people who collect and use data. A. Behavioral B. Organizational C. Technical 3. It is a data collection system specifically designed to support planning, management, and decision making in health facilities and organizations. A. HIT B. Health Informatics C. HMIS This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ 4. A characteristic of HMIS which describes that it should provide information on all key aspects of the health system without duplication. A. Complete B. Consistent C. Clear 5. A characteric of HMIS which describes that data should be held in a form readily available to all legitimate users, and it should be clear who these people are. A. Complete B. Accesible C. Clear 6. A characteristi of HMIS which describes that it should ensure that people without legitimate access are effectively denied. A. Complete B. Consistent C. Confidential 7. It is also called as the processing phase of HMIS. A. Data Input B. Data Management C. Data Output 8. This involves the authentication and validation of gathered data. The quality of collected data depends largely on the authority, validity, and reliability of the data sources. A. Data Acquisition B. Data Verification C. Data Storage 9. This involves various forms of data manipulation and data transformation, such as the use of mathematical models, statistical and probabilistic approaches, linear and nonlinear transformation, and other data analytic processes. A. Data Manipulation B. Data Transformation C. Data Computation 10. It is concerned with the processes of data transfer and data distribution. A. Data Manipulation B. Data Retrieval C. Data Computation When you are done answering the self – assessment, please check your answers against the Key to Corrections found at the end of this Student Activity Sheets. Write your score on your paper. 3) Activity 4: What I Know Chart (3 mins) Let us monitor how far you have learned in this lesson by reviewing the questions in the What I Know Chart from Activity 1. Please write your answers to the questions based on what you now know in the third column of the table. This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ What I Know Questions: What I Learned (Activity 4) 1. It is a data collection system specifically designed to support planning, management, and decision making in health facilities and organizations. 2. What are the three fundamental information processing phases? 3. What does the acronym PRISM stands for? 4) Activity 5: Check for Understanding Scenario: Green Valley Hospital has been facing challenges with their Health Information System (HIS). The hospital administration has decided to apply the PRISM (Performance of Routine Information System Management) framework to identify and address issues related to data quality, system performance, and the utilization of health information. The PRISM framework focuses on three main areas: technical, behavioral, and organizational determinants that affect HIS performance. As part of the team, you are going to conduct a research to analyze the factors affecting the areas of the PRISM framework. Questions: 1. What technical factors affect the performance of the HIS? 2. How can technical improvements enhance the performance of the HIS? 3. What behavioral changes among healthcare providers and staff are needed to improve HIS performance, and how can these changes be encouraged? 4. What organizational factors impact the HIS? This document is the property of PHINMA EDUCATION  MLS 050 – Health Information System Student Activity Sheets Module #3 Name: _________________________________________________________________ Class number: _______ Section: ____________ Schedule: ________________________________________ Date: ________________ C. LESSON WRAP-UP 1) Activity 6: Thinking about Learning (5 mins) A. Work Tracker You are done with this session! Let’s track your progress. Shade the session number you just completed. B. Think about your Learning 1. What particular part of the lesson that you find it easy? _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ 2. In today’s lesson, what strategy did you use that turned out to be effective? _____________________________________________________________________________ _____________________________________________________________________________ _____________________________________________________________________________ FAQs 1. Why do we need Health Management Information System? Health Management Information System is advantageous in a healthcare setting because it improves processes, it facilitates digital medical records, it fosters better staff interaction and it provides facility management. As a result, processes will be less time – consuming thus providing better customer experience. 2. Are all hospitals required to adopt HMIS? Is it available for free? Hospitals are not required to adopt HMIS. But with all the benefits of HMIS, hospitals with HMIS will be positioned at a competitive advantage because it would be able to provide an integrated and efficient patient care and of course with better data management. This document is the property of PHINMA EDUCATION