Health Management Information System

For the advent of this systems, Health Information Management System we do our record keeping for
us. Manual or basically handwritten, this type or this traditional method of creating this document is,
since we're going to write something it's time consuming and there's also the tendency that there will
be duplication in the records. There is also the fact that it's not easy to store these documents as if you
have loads or have you loads of papers so that would require a good storage so you may need to have a
room are dedicated for the storage of this document because we have to protect these documents and
store them for a certain amount of time as required by the law. Also if we wanted to consider
demanding when we go to the management aspect of our hospital and laboratory it's not easy for us to
obtain numbers with regards to how many patients that undergo laboratory every day, what are some
errors that had occur in the past. So because remember that since this is manual work needs to be done
and its needs to be constantly updated, this falls and two extra tasks for the people in the laboratory or
in the institution so the point here is that the traditional method or manual process does not provide a
real time data and the data for that, basically when you say real time data you're talking about and
constantly updated data and there is also delays in the receipt of the data pose a challenge to what we
call evidence based program management. so accurate and real time records are very important
because it allows us to see problems immediately and report, and monitor specially when it comes to
laboratory, when it comes to our reagents we can monitor the reagents are expired or in the pharmacy
Department they can monitor the expiry of your drugs so inventory is made easy or is a tedious task in
the traditional or manual process but with the advent of your HMIS is a very helpful thing. so basically
your HMIS is designed so that it would be able to enhance the management of the health care services.
because if we have real time data as to how many patients is coming to the laboratory, which reagent is
expiring we're able to manage better our services like we're able to estimate how many patient in per
day are we catering, then we can also consider how many staff do we need for the particular shift or if in
reagent we're tracking or monitoring our reagent when it would expire that we're able to order ahead of
time so that we cannot run out of reagent and then you can still perform the laboratory test and if you
don't have a reagent you cannot perform the test so that would already give an impact on how we
deliver our service to our clients or to our patients. so enhancement of this management of the health
care services is via having a real time data that would provide us the ability to monitor the hospital
performance or the institutions performance.

So, by the name itself Health Management Information System this is an information system that is
specifically designed for assisting the management and planning of our health care programs. So it is its
target, so of course by the definition itself, it plays and to it gives you the idea that there are three main
components. Health which refers to the clinical studies that we do so, that we are able to understand
medical terminologies, the procedures, and the data processes. Management would refer to the
principle of course of management as applied in the healthcare enterprise. And of course, The
Information System is the ability to analyze and implement applications for efficient and effective
transfer of patient information. Overall our HIMS is essential, is one of the six building blocks essential
for health systems strengthening. Because it is a data collection system that we can use in our planning
in our management in our decision-making of our health care facilities.

So, there are three main important things to remember about our health management information
system:
1. It is a set of integrated components that is in procedure that is organized whose main objective
is to generate information that will improve healthcare management decision at all levels of the
health system from national to the local level.
2. It is also a routine monitoring system that would evaluate the process so that it would provide
warning signals through the use of indicators and;
3. Lastly, HIMS is used by our health unit in charge in our health unit management community plan
so that we can coordinate healthcare services.

HMIS Framework are anchored on these 4 concepts:

1. The information that should be collected is related or relevant to the policies and goals that
is set by the healthcare institution. The information that HMIS collecting should be aligned
and related that goals and objective and also to the policies.
2. This information should be functional. We should be able to utilize this information and use
this information for decision making and management.
3. It should also be integrated in one set of forms and there should be again eliminate
duplication in reporting. Your information must be seen in an one form. Example in the
laboratory, the information that we collected can be seen in our laboratory results and of
course, it should be collected in a routine basis from every health unit. When you say,
routine basis, most of time it's constantly collected.

Roles Of HMIS
It is to provide real time data, or which translates to quality information that would support the
decision making of our healthcare institution. It's very important because it’s the basis, It will
provide you a glimpse or a snapshot or how your institution is performing towards its services.

Characteristics of HMIS

1. It should be complete so that all of the information is provided and there's no

duplication
2. It should also be consistent because there should be a similar definition from of
information from various sources.
3. It should be clear and even simple or as to what is measured by the elements that the
users must have access, we need to be accessible to those authorized to access it and
4. It should be cost-effective it is worth it and it's not too expensive that the institution will
have a problem in paying.
5. It must also ensure that there is confidentiality meaning that data or the information,
remember that these are patient information. And also privacy of the data should be
protected at all cost.

Here is the information processing faces. Remember that the information processing faces
has three phases:

 Data Input
 Data Management and;
 Data Output
 In each phase there is a particular element that performs a specific function. for
example:

Data Input Phase

 Data Acquisition
 Data Verification

Data Acquisition refers to how we collect data. For example, we use barcodes.

Data Verification is identifying or authenticating or validating whether this data is of course valid and
reliable and the quality of this data.

Data Management Phase

 Data Storage
 Data Classification
 Data Computation and;
 Data Update

Data management this includes how we store the collected data and then organize the store data. For
example, it is similar do your how you organize your documents in your laptops. Let's say, you place it in
a folder and name those folders specifically for what purpose so this Data Classification, so this is also
how we put in key parameters so that when we search for data, we just need to input key words. For
example, if you place your file in your project folder, so you can search on that file name. It is possible
when in your data management there is a good classification of your data. Data Computation has
something to do with our data manipulation, so this is more about the whole process of information
technology. The whole point of data computation is that it involves data analysis and synthesis of your
data to become information. Lastly, Data Update have something to do with constant monitoring and
information change of our system so that the data is also updated.

Data Output Phase

 Data Retrieval
 Data Presentation

Data Retrieval pertains to the process of which we transfer our data and distribute this data to the
appropriate users. If data is about the laboratory then it is the laboratory people that can access this
data. If it's in the pharmacy that's a pharmacy people who can access the data and Data Presentation is
how something of how, we remember that your data had been converted to information. So now how
do we present this data so we can use here graph, statistics. so those are the elements of each phase of
information processing which is related of course to how our HMIS or health management information
system functions.

now there are certain features so here we're talking about what are the usual functionality that we can
attribute to your HMIS or must better term features of our HMIS:
  HMIS would usually correspond to the type of information that they can capture, and they can
track in the system. So first of course they are able to obtain data from about the client so it
would be from demographic data, billing, to clinical, transaction data. So those are all part of the
client data.
 Some HMIS also able to schedule or distribute resources to the various areas that need them.
For example, they can schedule the billing of an entire.
 HMIS can track who utilize or monitor authorized personnel. For example, but we have certain
accounts to be able to log into the system. so we can monitor who logged in, who registered
this, who inputted this kind of data at a particular time at a specific date, so that authorization
tracking.
 Billing one is for the generating monetary and information about the patient with regards to the
services that you've obtain, so that’s billing and then we have
 Account receivable management this would ensure that our customers are properly notified
about their bill. So, some HMIS are capable with various gadgets. so see if a patient logs into his
cell phone and opened a particular, or the app for that particular HMIS he can see his bills so, no
need to go to the billing station. So, the app will notify if how much the bill is. This is possible
even if the patient is not admitted into the hospital even in OPD outpatient sections this is still
possible for account receivable management
 Reporting having your any reports any form of reports is possible if you have HMIS so even
laboratory part of our laboratory information system is the generation what is called for work
days. so this is an example of a report of the laboratory test that's been requested for this
patient. this is an example of a report.
 Electronic Medical Records so this is the collection of the digital information about the
patient.so from the medication, administrative information, medical information, medical
history, laboratory test performing this patient, even the current management, even the diet of
this patient is included in the electronic medical record. the compliance feature refers to the
procedures that is being followed for the improvement of the patient's condition such as its
treatment plan. so like next monitoring of laboratory test, monitoring medication that's part of
the treatment plan, and of course the progress of the patient in response to this treatment plan
and
 Financial Data as I said HMIS helps in the management of the hospital the institution itself
because by providing real time data like how many patients were able to provide and also how
much the hospital is earning every day. So, it can generate financial reports, general ledger
payroll, and even accounts that is payable. So, your HMIS is a big help to your institution that’s
why it’s also expensive.

Determinants of The Performance Of Our HMIS is of course rest on 3 domains:

 Behavioral
 Organizational and;
 Technical

Behavioral has something to do with creating confidence in our data collector and our users but
people using the HMIS should be confident, motivated, and competent to use your HMIS.
Otherwise, no matter how expensive or good your HMIS if your users are afraid to use it or does not
 know how to use it is basically useless. Also, there's also the lack of motivation and insufficient
knowledge about the process. So, if your users, say if your receptionist does not like how the tests
are requested. Your system is basically useless. those are important and how they perceive your
system. So, the chance of the task being performed is affected by the individuals perception and the
outcome of what is being performed and the complexity of the task being performed. in other
words, this is how each user perceives the system. If her perception is it's complicated, it's such a
hassle, I'll stick to the manual, then of course it will become more complicated because the mind is
already set in stone. That how we perceive the systems game is basically how the individual or the
outcome of the perceived task depends on how the individual perceive that particular task.

Organizational Determinants of course this is something to do with the organization itself, their
resources, the procedure, the support, and the culture within the organization. so this would matter
if you bought a cheap HMIS so, don't expect that it's able to solve all, that it has a very good
mechanism or system. So, remember that in under organizational determinants the lack of funds,
human resource, and management supports would contribute to the determinant of our routine
health information system processes. so if so you have a good HMIS in place but you did not train
your personnel to how to use it, how are you supposed to, how would you do don't expect for us
that they are able to use to maximize the use of its features because in the first place you did not
train them, so that's lack of management support. if you do not have an IP staff that would monitor
or checkup. A whole system you must have an IT infrastructure in place. so you have to have that.
that is under human resources.

Technical Determinants the technical factor involves the overall design of your HMIS system. so it's
something to do with the design of the collection of information, the complexity of the reporting forms,
the procedure for data collection, and even the whole ecosystem of your HMIS. The more complicated it
is, the more complicated is that system, the more it would be hard for a user to use it. The more that it
has loop holes the more that there's some of its data collection functionality may be affected. For
example, in the laboratory, our code generator or HIS does not fit with our LIS. What happened was that
we are using a different HIS system in a different hospital information system in a different laboratory
information system, what happens is that we are unable to generate a code whenever there is a patient
request. Basically, where the one that would generate the code for the LIS because they are not
communicating well. That would also cover under technical determinants. Technical determinants is at
the same time, organizational determinants the institution itself is not open to having the same vendor
for both system.

Lastly, we have the prism framework or the performance of the team information system management.
Which is a conceptual framework that would allow us to broaden our analysis of our HMIS or routine
health information system. So, your behavioral determinants, organizational determinants and you are
technical determinants. They are classified as under inputs. This framework would identify the strength
and weakness of a particular area which determinant and then, so that you can see how good is the
outcome. so, we can design if the outcome is not good then, we can design and prioritize intervention to
help in improving the performance of our health information system. So, and overall idea of the prism
framework is that all of these determinants are important as inputs to achieve the end goal which is
improve health performance. Thereby, improving health status.