UNIT 1 INTRODUCTION TO HOSPITAL

INFORMATION SYSTEM
Structure
Objectives
Introduction
Definition
Areas of Hospital Information System
1.3.1 Patient Administration System
1.3.2 Financial Accounting System
1.3.3 Personnel Management System
Problems in Written Hospital lnformation System (Manual Procedures)
Computerized Hospital Information System-Benefits
1.5.1 Improved Facility Utilization and Revenue Collection
1.5.2 Improvement in Patient Service
1.5.3 Streamlining of Operations
1.5.4 Improvements in Administration and Control
1.55 Cost Reduction
1.5.6 Meaningful Medical and Nursing Audit and Research
Let Us Sum Up
Answers to Check Your Progress

1.0 OBJECTIVES
Afier going through this unit, you should be able to:
define hospital information system;
describe different areas of hospital information system;
0,. discuss the advantages of different information systems;
identify the problems in written hospital information system; and
identify the benefits of computerized hospital information system.

1.1 INTRODUCTION
Information system is a basic necessity for a smooth functioning of hospital services.
Different areas require different systems of communication. Each method has its own
advantages.

The traditional method of written hospital information system is still an important method
followed in all the hospitals. In addition to this, the computeis are introduced in the
information system for which the hospital personnel are expected to be familiar with
computer technology. Computerized hospital information system is being increasingly used
by the health care professionals all over the world to enhance efficacy and reduce
operational problems.

The information system utilized in the hospital is discussed in this unit. This unit deals with
mainly area in hospital information system and computerized hospital information system.

1.2 DEFINITION
Information system is the communication system utilized in hospital, which enables the
smooth management of hospital services.

'There are different areas of hospital management, which require different types of
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H o s p i t a l Info1 ion
System 1.3 AREAS OF HOSPITAL INFORMATION SYSTEM

You are familiar with the hospital management system, In this sub-section you will learn
about different areas of hospital information system.

The areas of hospital information system are based on the areas of hospital management
systems. These areas facilitate better co-ordination and smooth running of the hospital.
They are:
i) Patient administration system
ii) Financial accounting system
iii) Personnel management system

1.3.1 Patient Administration System

The activities covered by the system are:

Booking the appointment

Conducting inquiries about bed availability, doctor's presence, timings of OPD etc.
Booking the schedule for surgery
Providing necessary instructions to clients
Booking the bed, rooms, etc.
Emergency admissions, bed changes, transfer to other units etc.
Inquiring on outstanding billsldeposits
On-line link with all departmental-transactions
Receiving reports of testslinvestigations
Medical information system statistics for management control
Booking for diet for patients
Sending requests to pharmacylother departments
Maintaining records of patient's history.
Advantages
Optimises use of beds and facilities
Better utilization of available resources
Facilitates patient admission
Facilitates prompt 6illing and ensures proper accounting control
Reduces clerical work.

1.3.2 Pinancial Accounting System

Under this category fall all accounting functions. All expenses, monthly pay and income
statements are prepared.

Purchase3 and accounting

Maintaining stock registers
Case management systems
Depdment wise. accounting
Advantages
Significant aid to accounts administration and audit
- - . - .,,
 Available statements of accounts Auditing of Finance

Easy clearance of dues

Facilitates easy comparison of accounts of past, present and future trend.

1.3.3 Personnel Management System

The personnel management system caters to the requirements of personnel
administration. It is envisaged that a personnel history for all employees would be
maintained, that would be invaluable for getting information getting promotions,
confirmations, career planning as well as personalized care from time management.

The system includes:

Pay roll system

Personnel history system
# Job descriptions

Features
'
a Complete data from personnel files or computer to prepare a variety of reports.
Pay roll preparations including of pay slips, cheques, provident fund, gratuity,
income tax statements
Can be designed to provide for staff scheduling and duty roster printing.
Advantages
Comprehensive data on personnel for career planning; and better manpower
development.
Avoids time consuming paper work for time keeping and pay roll.
Reduction in manpower.

1.4 PROBLEMS IN WRITTEN HOSPITAL

INFORMATION SYSTEM (MANUAL
PROCEDURES)

i) Proper research cannot be done due to lack of proper analysis of voluminous

medical records.
ii) A list of valuable time of the professionals is wasted in multiple repetitive entry of
the same data in different records and registers.

I iii) Delay in clearing dues and payments.

iv) Medical evaluation and audit often suffer due to lack of standardized, medical

v)
records that can be properly processed.
Prompt inventory control and monitoring of maintenance cannot be achieved.
Hospital Information
System 1.5 COMPUTERIZED HOSPITAL INFORMATION
SYSTEM-BENEFITS
T he computer technology is a recent addition to management techniques. Computers
help in organization and storing information. They also help in analyzing the information.

Computers are useful in patient assessment and monitoring, record keeping,

administration, research and education.

Computers are of different sizes. Small personal computers fit on the top of the desk.
Large mainframe computer serves a large number of people in many different
departments. Communication is done through terminals within the departments using the
computer.

Computers function as word processors, helps in organizing and printing labels, letters,
forms and reports. Computers are helpful in saving time and produce required documents.

Computers are used for maintaining patient records, monitoring patients' progress, and to
obtain necessary information for education and research purpose.

Fig. 1.1

1.5.1 Improved Facility Utilization and Revenue Collection

1) Online informations unbilled/pending amounts facilities better follow up.

2) Proper billing and charging is ensured.

3) Better utilization of resources like beds and other facilities are ensured.

1.5.2 Improvement in Patient Service

1) Admission and discharge procedures are handled within no time.
2) Proper maintenance of medical records is possible for future reference.
3) Reduction in paper work, leaves more time to doctors and other professionals for
better patient care.
4) Multiple accesses to information is possible such as patients record being accessible
at the OT, laboratories and the respective ward simultaneously.

1.5.3 Streamlining of Operations

1) Unnecessary documentation flow and duplication of entries are eliminated.
2) Proper tabulation of information is possible such as daily schedules of doctors,
nurses, paramedical staff etc.
3) Duplication of data entry is reduced such as "patient medicine entry".
 1.5.4 Improvements in Administration and Control Auditing of Finance

1) Proper budgeting, forecasting and cash planning is facilitated.

2) Faster and accurate responses to enquires of the visitors of in-patient is possible,
such as the current location of patient.
3) Better utilization of costly medical equipment through proper prevention, maintenance
and scheduling.
4) Medical and nursing evaluation becomes easier due to proper information details.
5) Compilation of data in multiple forms is possible.

1.5.5 Cost Reduction

I) Stock levels are reduced through better control over inventory.
2) Scope for wrong billing is minimized by validations at each stage.
I 3) Proper stock accounting leading to minimizing pilferage etc.

4) Proper expiry data control leading to no minimum lo& due to expired medicines.

1.5.6 Meaningful Medical and Nursing Audit and Research

Data can be collected, stored, processed, analyzed, verified, completed and retrieved in a
better manner to facilitate meaninghl audit and research work.

1.6 LET US SUM UP

Health care as a total system has been changed markedly during present era and there is
a need for an appropriate information system. This unit described different areas of
hospital information system.

Planning, monitoring and evaluation of health services demand information on

characteristics of population, morbidity of mortality pattern, access and coverage of health
services and status of logistic supports and supply etc.

In this unit, you have also studied about problems in written (conventional methods)
system. Hospitals have to use computer based information and management system for
better collection, storage, analysis, monitoring, verification and compilation of data.

The details about the beqefits of different systems help you to understand the merits and
demerits of each system. As a nurse you are expected to make use of the knowledge
Hospital Information
Svstem 1.7 ANSWERS TO CHECK YOUR PROGRESS

Check Your Progress 1

i) Proper research cannot be done due to lack of proper analysis of voluminous

medical records.
ii) A list of valuable time of the professionals is wasted in multiple repetitive entry of
the same data in different records and registers.
iii) Delay in clearing dues and payments.
iv) Medical evaluation and audit often suffer due to lack of standardized, medical
records that can be properly processed.
v) Prompt inventory control and monitoring of maintenance cannot be achieved.

Check Your Progress 2

i) Improved facility utilisation and revenue control.

2) Improvement in patient service.
3) Streamlining of operations.
4) Improvements in administration and control.
5) Cost reduction.
6) Meaningful medical and nursing audit and research.