Different Types of Health Information Systems - Essay Example

The Impact of Health Care Information Systems On Organizational Decision Making Sharon Thompson of Phoenix Diverse types of health care information systems evolved through factors influencing the health care environment and advances in technology. From the paper based management of medical records to the contemporary use of electronic medical records, health care information systems have undergone tremendous changes affecting decision making in health care organizations. In this regard, this essay is written to describe these two types of health care information systems and to analyze the impact of their effect on organizational decision-making. Finally, recommendations would be made for implementation and improvements in the light of developments on the findings regarding the issue. The Impact of Health Care Information Systems On Organizational Decision Making The American Health Information Management Association (AHIMA) (2003) recognized the need to adapt and adjust from the traditional paper based management of medical records to the electronic medical records predominantly proposed. However, there is a transition period that necessitates health care organizations to slowly orient systems, personnel, and other resources into completely applying the electronic health record environment. The objectives of this essay are: (1) to describe these two types of health care information systems and (2) to analyze the impact of their effect on organizational decision-making. Finally, recommendations would be made for implementation and improvements in the light of developments on the findings regarding the issue. Paper Based Medical Records Management Paper based medical records management used by health care organizations for decades before opting the slowly go into electronic medical records management use physical records such as paper, printed documents, films, and other physical filing forms (in folders, envelopes, etc). As clients become enormous in number and requirements, the space required to contain patient information and records necessarily increase. When defined storage spaces could no longer accommodate physical records, health care agencies recognized the need to use electronic medical records which provide more benefits to the users. According to Roukema, et.al. (2006), the paper based medical records management is susceptible to weaknesses such as difficulty in deciphering handwriting especially of medical practitioners, physical records and data being lost, fragmented or misplaced. Further, as the number of patients increase seeking health services in greater frequency, the storage space to contain these records become limited – affecting the efficiency in the delivery of future health care. The advances in technology coupled with the changing health care environment provided the impetus for changing into electronic medical records as the most viable and feasible health care information system of contemporary times. Decision making using the paper based records tends to be delayed because of the time required to manually search from storage spaces. As noted, some records – due to the wear and tear of time, contain information that are hardly legible. In addition, because of its physical nature, there are common problems particularly with physicians looking into patients’ records with tendencies to keep some files in their officers for review. Some files are just lost or misplaced in the process. (Sittig, 1999, par. 12) This further delays decision making and possibly resort to errors in diagnosis when records are misplaced or lost. Electronic Medical Records The National Cancer Institute provided a straightforward definition of electronic medical record (EMR) as “a collection of a patient’s medical information in a digital (electronic) form that can be viewed on a computer and easily shared by people taking care of the patient” (n.d., par. 1). The 2003 IOM Patient Safety Report describes an EMR as encompassing: (1) "a longitudinal collection of electronic health information for and about persons; (2) [immediate] electronic access to person- and population-level information by authorized users; (3) provision of knowledge and decision-support systems [that enhance the quality, safety, and efficiency of patient care] and (4) support for efficient processes for health care delivery." (Open Clinical, 2009, par. 6) Various literatures have identified the massive benefits of EMR over the paper based record, to wit: (1) ease and simultaneous access to patient records from diverse locations; (2) more legible eliminating the need to decipher difficult handwriting, especially of physicians; (3) more secure, safe and reliable data maintenance system given imposed requirements of back-up and recoveries in times of disasters and emergencies; (4) access can be restricted depending on requirements of patient confidentiality and privacy laws; (5) data is continuously processed and updated, as necessary; (6) data output can be generated according to the diversity of technological capabilities of available to the user (through computers, email, pagers, etc.) With these benefits, EMR accords medical practitioners with more ease and access to information which can facilitate the decision making process. This is validated by Open Clinic’s stipulation that EMR are used as immediate prompts or reminders to alert medical practitioners on the need to make aptly decisions on patients’ unique dilemma. Through fast access and availability of vast information on patients’ diagnostic, medical, therapeutic results, physicians are given the edge to decide on the needed intervention and treatment to the advantage of their clientele (2009, par. 16). As immediate and concise information can be provided by EMRs, the delivery of health care services is more improved and accurate contributing to improvement in health conditions of various clientele. Hybrid Health Records In period of transition, while health care organizations are slowly adapting and adjusting to the requirements and standards of an EMR system, a hybrid type of health information records emerge. According to AHIMA (2003, par. 4), “a hybrid health record is a system with functional components that: include both paper and electronic documents and use both manual and electronic processes.” Most health institutions recognize the need to retain some aspect of the paper based records system while complying with EMR regulations of state or various health care accreditation organizations such as the Joint Commission on Accreditation of Healthcare Organizations, American Osteopathic Association, and American Association of Ambulatory Healthcare. Both types are being monitored in terms of adherence to strictly stipulated standards to ensure that the safety, security, privacy and confidentiality of their clientele are being promoted (AHIMA, 2003, par. 17). In this regard, decision making could still be in transition as decision makers adjust to the hybrid system. It could in fact be more chaotic as practitioners cope with data sourcing – either retained as paper based or converted to EMR. Recommendation for Improvements and Implementation The implementation of EMR from the paper based system of management requires a revision of organizational policies and procedures for all facets of operations affected by the transition. An establishment of a steering committee to oversee and manage the transition is critical in identifying processes and systems, reorienting personnel, dissemination of communication, and monitoring the progress of the transition in various phases of implementation. The various roles of health care practitioners should be reviewed and assessed in terms of the impact of transcending from a paper based system to a computer based approach. The roles of personnel directly involved in the delivery of patient care must be carefully analyzed as patients seek access to personal records and information within their organization. Accurate policies and procedures revised as required must immediately be disseminated to facilitate required decisions affecting patient care. Conclusion The importance of applying the most appropriate health care information system is critical in ensuring that the delivery of health care services is not compromised. As health care organizations move towards the application of an electronic health management system, the transition period needs close monitoring and management along various levels of the organizational hierarchy to enable decision makers to decide of matters that would protect the safety and security of its providers and clientele. References American Health Information Management Association (AHIMA). (2003). Complete Medical Record in a Hybrid EHR Environment: Part I: Managing the Transition (AHIMA Practice Brief). Retrieved 12 March 2010, from Open Clinical. (2009). Electronic Medical Records. Retrieved 13 March 2010, from < http://www.openclinical.org/emr.html> National Cancer Institute. (n.d.) Electronic Medical Record. Retrieved 12 March 2010, from < http://www.cancer.gov/dictionary/?CdrID=561399> Roukema, J., Los, R.K., Bleeker, S.E., Van Ginneken, A.M., Van der Lei, J., Moll, H.A. (2006). “Paper Versus Computer: Feasibility of an Electronic Medical Record in General Pediatrics.” PEDIATRICS Vol. 117 No.1 pp. 15-21 (doi:10.1542/peds.2004-2741). Sittig, D.F. (1999). “Advantages of computer-based medical records.” Adapted from Panel 1 of: Powsner SM, Wyatt JC, Wright P. Opportunities for and challenges of computerization. The Lancet 352:1617-1622; 1998. Read More