The Softwares and Information Systems - Research Paper Example

1. Data Collection Tools The purpose of quality data collection for a healthcare organization is to evaluate the performance of the organization on certain critical performance criteria. The information collected through data collection tools could either be descriptive or judgmental. Since no data collection tools is hundred percent accurate, a conclusion must be arrived at after evaluating data from multiple sources. The 3 data collection tools which can be used to solve identified problems regarding electronic records, medication administration and staff turnover are discussed here. 1.1. Softwares & Information systems for daily transaction records A large number of software packages are available in the market for recording daily hospital records. A tool as simple as excel spreadsheet can also be used to handle small amount of transactions for smaller organizations. Databases such as access can also be utilized. This would maintain a daily list of electronic records making it easy to sort, filter and backtrack any information. Health Management information systems (HMIS) can also be used to record and monitor data. This could contain supervisory data, clinic record data, drug stock-outs data, functioning of outreach services and health workers availability. The information could include internal activities, number of beds, daily admissions and discharges, number of causalities and duration of stay. These tools would solve the problems of electronic records and medication administration to a large extent. 1.2. Self-administered surveys and Interviews Self administered surveys help in revealing characteristics of the entire population by considering large sample sizes. Many questions can be asked on a given topic and the response to them can be analyzed with flexibility. These surveys eliminate the limitations of self-administered surveys. Personal interviews are an alternative to surveys. The control of the interview is in the hands of the interviewer rather than respondent leading to better response and accuracy. The scope for confusion decreases significantly. Also the interviews are useful in cases where the interviewee is a senior executive or a leader of an organization and doesn’t have time to fill written survey (Data Collection Tools). 1.3. Focus groups Focus groups are used to obtain specific information which may not be possible using other methods. The focus group consists of people who exhibit a certain peculiar characteristic. For example, the satisfaction level of heart patient who went through bypass surgery in a hospital can be noted a few months after the surgery by forming their focus group. Focus groups contain 6-12 people generally. This ensures sufficient diversity in the group without compromising on attention to everyone in the group. Focus groups help in probing a problem in detail without a need to arrive at a consensus. A combination of several focus groups can be used to arrive at a conclusion (Data Collection Tools). 1.4. Analysis of the tools The softwares and information systems used for data collection are the best way to collect quantitative information. However, they need to be linked with measurement and display tools in order to generate useful insights. Surveys are low cost and unbiased means of collecting both quantitative and qualitative data. However, they cover only the top layer and do not give enough opportunities of probing. The interviews may be biased and also reveal the identity of the respondent to the interviewer. This may lead to inhibitions and hiding of facts. The focus groups reveal qualitative information such as causes of attrition. But they require a skilled moderator. Also the conclusions from different focus groups could be different leading to conflicts. The three tools when used in conjunction with each other can go a long way in solving the data collection issues in a healthcare organization. 2. Measurement and Display Tools Data collection can be automated to large extent and several healthcare organizations have invested significant amount of money in such systems. However, it is the data measurement and analysis that separates successful organizations from unsuccessful ones. The following tools can help in generating useful insights from the data. 2.1. Statistical Control Charts Statistical control charts are designed based on measured values of samples obtained by using the above mentioned data collection tools. For example, in a hospital the data could be regarding the time taken from the start of a heart surgery to the end. Based on past experience and industry norms, the hospital would decide the permissible limits for the time which are called control limits. Generally 3 types of control charts are used. X bar charts are used to plot the means of various samples and notice the deviation from the limits. R charts plot the range of upper and lower values of a sample. P charts can be used to plot the probabilities of an event (System Reliability Centre). The control charts can be used by healthcare organization by using simple tools such as excel or certain high level tools which automatically generate control charts for a given data. The graphical representation enables an easily readable display of the performance results. The control charts can be effectively used to resolve problems related to medical records and medication administration. 2.2. Ishikawa Diagram This quality measurement tool is particularly important when qualitative data is to be analyzed. Hence, data related to causes of attrition could potentially be analyzed using this tool. Ishikawa diagram is also known as fish bone diagram or cause effect diagram. The purpose of an Ishikawa diagram is to identify the factors leading to an undesirable outcome. The data collection tools can only help identify the problem or the symptom. But the root cause is identified by using Ishikawa diagram (System Reliability Centre). A similar approach is the use of 5 Whys where a ‘why’ is asked every time there is a problem untill the root cause is identified. It was believed earlier that 5 Whys would be sufficient to identify root cause though it has been customized by individual organizations. 2.3. Analysis of the Tools Statistical control charts are one of the best available tools for quality measurement. However, since the charts are based on samples, the accuracy is governed by sample size and quality. A process which is found to be in control with a smaller sample size may be out of control for a larger sample size. The efficacy of an Ishikawa diagram is dependent upon the user entirely. Therefore, there is an inherent risk in using this tool. The two tools are similar in the sense that they help the healthcare organizations in identifying the deviation in a process and its root cause. However, control charts must be used for quantitative data and Ishikawa diagram for qualitative data. 3. References Quality Tools: The Basic Seven. System Reliability Center Data - Collection Tools. Chapter 9. Retrieved October 10, 2011 from Quality Improvement. Operations Manual for Staff at Primary Health Care Centres. Chapter 11 Khalighi,Mehraneh. 2007. Basics of Quality Improvement AHRQ Conference on Healthcare Data Collection and Reporting. 2006. Prepared by FORE and MGMA CFR Read More