Hospital Management Information System

Introduction

The essential utilization of the hospital management information system is to

oversease and deal with Health Care Management. The Health Care Information system

has brought up hospital staff, patient’s, nurses, attendants and doctors to add all

resources and data anywhere and anytime.

The proficient and progressed hospital information system has numerous

extraordinary highlights, and underneath are some of them you need to search for while

pickling a hospital information system/software for your medical and healthcare needs.

The hospital management information system(HMIS) works online appointments for

specialists and it deals with payment records of patients.

Terminology

Payroll- Payroll is the total of all compensation of duty must pay to its employees for a

set period of time or on a given date.

Roaster management- it is the process of managing employee shift assignments,

working hours and leave.

EHR- Electronic health record is an electronic version of a patient’s medical history.

Fragmentation – the storing of a file in several separate areas of memory scattered

throughout a hard disk.

 Hospital mangement information systems are comprehensive integrated information

systems designed to manage the medical, administrative, financial and legal aspects of

hospital and its service processing.

History

Hospital information systems were first developed in 1960’s and have been an

essential part in hospital information management and administration.

Early systems consisted of large central computers connected to by dumb terminals,

which are now being replaced by networked microcomputers.

Aim

 To provide better healthcare services with preciseness

 To collect most of information about hospitality and medical services the system

is very simple in design and to implement.

Objectives

 To provide reliable, latest and useful health information to all levels of health

officers and administrators.

 To amend health policies and working system on the basis of feedback,

received from health information system.

 To contribute towards achievement of objectives of helath polices and

programmes

 To increase efficiency and quality in health management.

  To collect most of the information about hospital and medical services the

system is very simple in design and to important.

Characteristics

According to WHO

 The information should be problem oriented

 Information should be population based.

 Functional and directional wording should be used.

 Information should be expressed in short and in imagination form(graphs,chart,

table etc)

 Facility for data feedback must be present in health information system.

 Latest technology should be used in health information system.

 Unnecessary figures or data should not be present in information system.

 For information management, organizational structure of HMIS

Sources of HMIS

 Census

 Registration of vital events (birth, death, marriage etc.)

 Notification of disease and diseases registers.

 Records and reports of hospital

 Statistics regarding healthresources and services

 Sample survey(national sample survey organization)

 Population survey
  Statistics regarding efforts to check epidermiological diseases and researchers

in this field.

 School record

 Economic planning

 Plans of social security

Components of Hospital Management and information

Patient registration

Patient demographics are captured in this module. At the time of patient

registration, the system generates a unique MPN(Medical Registration Number)

Subsequently appointments can be generated/scheduled using MRN.

Admission-patient admission details like purpose of admission, date of admission,

admission department are captured.

Transfer : it describes the patients transfer to some other ward.

Discharge: once patient leaves the hospital, the discharge details are captured and

maintained in the system.

All ADT modules plays significant role in patient billing.

Financial management

These are computer that manage the business aspect of a hospital.

Payroll- handle all the recurring and non-recurring payments and deductions for

employees. All recurring transactions can be automatically generated each payroll

period with non-recurring transactions such as overtime added to the payroll upon
approval. It is also possible to maintain employee pay rates, entitlements, full salary

movements and payroll histories.

Patient Accounting-This concentrates on financial hospital. These include in patient

and outpatient charges, doctor’s fees generated across the hospital, the cost of

procedures, operations and medications.

Accounts payable- Handles the processing of invoices and payments within the

hospital.

Accounts receivable- This provides support for and the maintenance of the records

of clients, invoices and payments.

General ledger- This handles the collection, processing and reporting of financial

data generated by all transactions, enabling a current, accurate and instant view of the

financial status of the hospital at any point in time.

Fixed asset management- The transfer of fixed assets between locations, cost

centres of departments, reclassification of assest and reassesment of asset values.

Claims management- Manage all claims that are made to insurance companies.

Contract management- keeps track of all on going contracts.

Ward Management

When patient is admitted bed allocation is done using this module.

It helps in allocating bed to the patient to a particular department considering

patient preferences.
 It also mention the facilities about the ward. Eg: General ward, semi-deluxe,

deluxe

Patient Charting: A patient’s vital signs, admission, and nursing assessments, care

plan and nursing notes can be entered into the system either as structured or free text.

These are retrieved when needed.

Clinical data integration: Here clinical information from all disciplines can be

retrieved, viewed and analysed by nursing staff and integrated into a patient’s care

plan.

Better care planning: Time spent on care planning is reduced, while the quality if

what us recorded is improved. This makes for more complete assessments and

evaluations.

Roaster Management

Staffing levels and appropriate skill mix per shift can be more easily determined

by the shift modules. This leads less time spent is designing and amending roaster.

This shifts can later be confirmed or changed by a scheduling coordinator or

manager. Shifting modules are designed to handle absences, overtime, staffing levels

and cost-effective staffing.

Laboratory information management

It is a computer information system that manage laboratory information system

that manages laboratory information for all the laboratory disciplines such as clinical

chemistry, hematology and microbiology.

 Patient management-Patient’s specimen including the ordering physician,

department ordering test, specimen type, date/time of collection and receipt and the

initial of the collecting technician can also managed in a laboratory information

system

Patient tracking- A patient tests can catalogued and called up when the need to

review them comes up.

Quality information system-Ensure that the tests carried out using the currently

available standards.

Management reporting

Work load recording

Radiology information system

It is describe a set of systems that facilitate the archiving processing and viewing of

digital radiological images and their related information.

The objective of the system is to store all patient images, scans, ECG graphs on the

system. It facilitates the management of the workflow of radiology services and

equipment. Some of these images include:

 X-ray photos

 Cycloplegia, retinoscopy

 Computer Tomography

 Magnetic Resonance imaging

 Radioisotope, Ultrasound
Central sterilized supply department

In this department, all measures related to sterilization of hospital material is

taken care.

Mostly formalin, spirit, chemical solution and sterilizer(equipment) has been used

to prevent hospital material from the external infection.

Blood Bank

Donor Registration

In addition to that it will generate automated reports keeping track of inventory

for stock of bloods of different blood groups and their expiry.

Operation theatre

This module handles all functions of operation theater like setting up, booking

and confirming appointments, scheduling investigations and maintenance of address

bank.

Multiple OT and resource scheduling and booking.

Online updating of patient bill

Surgery tracking capabilities.’

Provision for anesthesia.

Records surgery details all concerned checklists.

Dietary

This department keep tracks of available foods and its expenses.

 In addition to that, this department strives to meet the therapeutic nutritional needs

of patients by complying with physician’s orders.

Insurance and contracts management

It shares the diagnosis and procedural code with the insurance organization or

reimbursement.

Mostly used codes are ICD and CPT

Pharmacy

It have been designed to meet needs of pharmacy department. Through this system

pharmacists can supervise and have inputs on how medication is used in some of the

activities which pharmacy information system have been employed in pharmacy

department include,

Clinical screening- Monitoring drug interactions, other possible medication-

related complications.

Hospital management system modules and their functions

 Patient management system

 Doctor management system

 Drug management system

 Administrative rights management system

 Online appointment management

 Invoice system

 Medical services system

  Doctor services report system

 Lab test system

Patient Management system

Its main function is to,

 Manage patient records and their medical history.’

 Track patient admission, discharge, and transfer details.

 Enables easy retrieval of patient records.

Doctor Management System

This module is responsible for:

 Maintaining the doctor’s directory with their specialization details

 Managing doctors’ schedules and appointments.

 Keeping track of doctors’ availability.

Drugs Management System

This module allows:

 Management of drug inventory

 Keeping track of the drug supply and their expiry dates.

 Prescribing drugs to patients and maintain records.

Administrative Rights management System

It allows,

 Assignment and control of system rights to different users.

  Management of system settings and configurations

 Ensuring system security and data privacy.

Online Appointment Management System

This module facilities,

 Online appointment scheduling for patients

 Checking doctor’s availability for appointments.

 Rescheduling or cancelling appointments.

Invoice System

This module’s responsibilities include,

 Generation of invoices for patients

 Management of billing details and payment records.

 Streamlining financial transactions.

Medical Services System

It is a critical module in the hospital management system React managing,

 The list of medical services available.

 The allocation of these services to patients.

 Keeping track of the utilization of these services.

Doctor services report system

The doctor services Report System providers,

 Reports of services rendered by doctors.

  Performance analysis of doctors.

 A comprehensive view of doctors’ work schedules and patient feedback.

Lab Test System

It manages,

 Ordering of lab tests for patients.

 Management of test results and records.

 Integration with patient records for easy access to test results.

Requirements for Hospital Management System Development

 Technological Requirements

 Functional Requirements

Technological Requirements

Hospital management system demands in specific technologies. Here are the key

technological aspects.

Database knowledge

The development team mist have expertise in handling databases, whether it is

SQL-based or NOSQL-based, to manage extensive patient, doctor, and administrative

data efficiently.

Web development skills

Proficiency in web technologies like HTML, CSS, and Java scriot is also

necessary to create an intuitive and responsive interface.

Security knowledge

Given the sensitive nature of health care data, knowledge of secure coding

practices, data encryption, and user authentication is crucial.

Functional Requirements

User-friendly interface

The system should have a user friendly interface that is easy to navigate fore users

with varying tech proficiency.

Data management

It should efficiently manage vast amounts of date, including patient records,

appointment details, medical reports, a billing information.

Integration capabilities

The system needs to seamlessly integrate with other software in the hospital, such

as billing software or lab equipment software.

Reliability and Scalability

A hospital management system react with reliable, with minimal downtime and

scalable to accommodate the growth of hospital.

Regulatory compliance

The system should comply with health regulation such as HIPPA for data privacy

and security.

Benefits of HMIS
  Helping decision makes to detect and control emerging and endemic health

problem.

 Help in monitoring progress towards health goals and promote equity.

 Empowering individuals and communities with timely and understandable

health related information.

 Improving quality of services

 Strengthening evidence base for effective health policies.

 Permitting evaluation of scale up efforts and enabling innovation through

research.

 Mobilizing new resources and ensuring accountability in the way they are sed.

 Improving governance.

Problems or constraints of HMIS in India

1. Structural

 Multiplicity of institutions and departments.

 Fragmentation of data.

 Lack of infrastructural facilities for storage and maintenance of records.

2. Procedural

 Excessive information

 Encryption/Hidden issues.

 Exhaustive information, seldom used

 Overburden of collection and recording of data along with health care.

 Incomplete, unreliable and intentionally managed information.

 Repetition of general information

  Inappropriate forms/cards/ reports

 Less interest of users in information

 Time consuming procedure

 Confusing coding, long list of indices

 Absence of feedback to information

3. Related to content

 Mostly service utilization statistics

 Only summarized information reaches at higher level.

 Less emphasis on socio economic

 No user friendly.

4. Related to human resources

 Absence or lack of skilled medical record professionals.

 Lack of opportunity for in-service training for the staff.

 Health care providers/Nurses/Biomedical trained persons are collecting

and preparing data.

 Lack of motivation/Extra incentives.

5. Technological

 Much manual paper based system

 Absence or lack of computerized data base system.

Softwares used in Patient Management System

Medic

This software caters to patient records, billing, baseline accounting and patient

education. It has design like the windows explorer. Infobase is a good features that
allows you to create your own notes about medical literature, case studies research

papers, publications etc.

Soft clinic

Soft clinic software is a comprehensive HMS and HER software for small to

medium sale hospitals. It comes with various modules, such as lab, pharmaceutical,

resource management, inventory and accounts.

Known IT HMS

Know it HMS is an integrated ERP solution for hospitals comprising of all

required modules in an hospital starting from front office, clinical, billing and

collection to finance, HRMS and inventory.

Arpus HMS

Hospital ERP software is advanced software, it is a plate.

form or a paperless hospitality automation solution for today’s modern business.

AUGURS Hospital Management

A modern scalable product for hospitals, clinics and their branched to offer

enhanced patient care while achieving operational efficiency and maximizing

revenue.

Medical Practice Management Softwares

Five major areas of practice operations including scheduling, billing, EMR, HIPAA

security and accounts receivable. It offers a fully comprehensive system which now

offers tools like E prescribing, drug interactions, Electronic labs and lab ordering.

Free MED-is a practice management and electronic and computer records system.It

allows the tracking of medical data, in detail, with preservation not just of the

diagnosis but the reasons for medical encounters.

GNU Health (aka ‘Medical’)- is a free, centralized highly scalable health and

hospital information system.

Medin Tux- is a French medical practice management system, with a web interface

as well as a desktop one, that initially to manage a hospital emergency department, it

has been extended to run also many different small practices.

Open EMRA – a free medical practice management, electronic medical records,

prescription writing, and medical billing applications.

HER EMRPMS – patient OS health care information system for small hospitals and

clinics, scheduling, orders, meds, pharmacy, clinical DOC, HLT, billing and more.

Distributed under GPL

Caisis – is a web based information system for storage and analysis of cancer patient

intended to bridge the gap between clinic research.

Labkey Server – is an extensible plateform integrating, analyzing and sharing all

types of biomedical research data.

Challenges for HMIS

 low levels of public will, bout vital registration system.

  Inadequate government’s capacity and lack of political decision.

 Gender issues in vital events registration

 Fragmentation of health information.

 Establishing a unified information system within country.

Advanced hospital management information system/ services

This software has the facility to give a unique id for every patient and stores the

details of every patient and stores the details of every patient and the staff

automatically. It includes a search facility to know the current status of each room.

User can search availability of a doctor and the details of patient using the id.

It can be entered using a username and password. It is accessible either by an

administrator or receptionist. Only they can add data into the database. The data can

retrieved easily. The interface is very user-friendly. The date are well protected for

personal use and makes the data processing very fast.

Advanced features in HMIS

 Programming interface

 Cost estimator

 Automated HER (electronic health record)

1. Programming Interface

To provide holistic information exchange between different entities across

the hospital, data needs to be structured and prioritized based on the context of

data. Tahis can prioritize data based on the health care professional involved.

Application programming interfaces allows sophisticated data sharing through

 advanced technology that bridges the interoperability gap between all entities

through hospital vendor management system.

2. Cost estimator

The cost estimator features embedded in hospital inventory management

and other areas, offers an increased amount of transperancy to hospitals on the

costs involved in care giving.

3. Automated HER

As a specialized approach in case management hospital systems, this

technology leverage digital scribes to replace human scribes that reduce

administrative time spent on data entry. Through speech recognition

technology, compounded with automated techniques, information of the

patient visit and physician interaction can be automatically uploaded into the

EHR system.
SUMMARY

So for we discussed about hospital management information system and its

definition, history, aims, objectives, characteristics, components, benefits, problems

and challenges in HMIS in India, softwares used for HMIS and Advancement in

HMIS.

CONCLUSION

Through this seminar we got an adequate knowledge about Hospital Management

Information System and have a positive attitude towards HMIS and will apply the

advanced features in clinical practice.

 Journal abstract

Kumaran S, Dr Pushphagaran, Christoper, Deepak, “A study of advanced hospital

management system”,IOSR-Journal of dental and Medical Sciences(2017),Volume

16, Issue 2, Page No: 127-128

Health care in India as in many other countries confronted with growing demand

for medical treatment and services. The existing system has been studied and hence

this manual method. These computer based system generate the patient report as the

patient registering information regarding the doctor, nurse allot to the patient. The

study proposed that the design of hospital management record will be a solution to

the problem being experienced by the current manual method of keeping patient

medical record.

Registration of patients, storing their details into the system and also computerized

billing in the pharmacy, and labs. Our software has the facilities to give a unique id

for every patient and the staff automatically. It includes a search facility to know the

current status of each room. User can search availability of a doctor and the details of

patient using the id. The interface is very user-friendly. The data are well protected

for personal use and makes the data processing very fast.
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Journals

Kumaran S, Dr Pushphagaran, Christoper, Deepak, “A study of advanced hospital

management system”,IOSR-Journal of dental and Medical Sciences(2017),Volume

16, Issue 2, Page No: 127-128.