1- Information Management -- Data

Summary

This video script discusses the importance of information management in healthcare, particularly focusing on data collection, analysis, and interpretation to improve hospital services. It explains the process of transforming raw data into useful information, which aids in decision-making and enhances patient care. The script also highlights three key systems: administrative, clinical, and decision-making, and emphasizes the need for effective data presentation to convey information clearly to leaders. Examples include patient fall tracking and the use of visual aids like pie charts to simplify complex data.

Takeaways

• 📊 Information management in hospitals is crucial for improving services and outcomes.
• 🔍 Data starts with single observations, which when compiled, create information.
• 📈 Aggregating and analyzing data helps in understanding and interpreting information.
• 📉 Displaying data visually (charts, graphs) makes it easier for decision-makers to understand.
• 🏥 Administrative Information Systems include finance, billing, inventory, and HR data.
• 🩺 Clinical Information Systems cover electronic medical records, pharmacy, lab, and radiology data.
• 🧑‍⚕️ Risk and Quality Management committees use clinical information to improve patient care.
• 💡 Decision-making systems combine data from administrative and clinical systems for better decisions.
• 📅 Tracking data over time (trends) helps in identifying and solving problems effectively.
• 🔄 The process involves collecting data, analyzing it, displaying it, making decisions, and re-evaluating.

Q & A

What is the primary focus of Chapter Four in Janet Brown's book?

The primary focus of Chapter Four in Janet Brown's book is on information management, specifically within medical establishments, and how to use this information to improve and advance hospital services.

How does the script define 'data'?

The script defines 'data' as a single observation. It is the basic unit of information that, when collected and compiled, can be transformed into meaningful information.

What is the significance of compiling data in a hospital setting?

Compiling data in a hospital setting is significant because it transforms individual observations into information that can be analyzed and interpreted to improve hospital processes and decision-making, ultimately enhancing medical services and patient care.

Can you explain the process of data aggregation and its importance?

Data aggregation involves collecting single observations and compiling them into a specific order or form, such as bar charts or pie charts. This process is important because it helps to interpret the data, making it easier for hospital leaders to understand and make informed decisions.

What are some of the sources of data within a hospital?

Sources of data within a hospital include administrative information systems (finance, billing, inventory, human resources, risk management, quality management, policies, and procedures) and clinical information systems (electronic medical records, pharmacy data, laboratory data, radiology data).

How do administrative information systems contribute to information management in hospitals?

Administrative information systems contribute to information management in hospitals by providing data related to finance, billing, inventory, human resources, and other administrative areas. This data can be used to derive statistics and understand the hospital's operations.

Why are electronic medical records important in clinical information systems?

Electronic medical records are important in clinical information systems because they allow quick access to a patient's complete medical history, enabling efficient data retrieval and statistical analysis, which aids in improving patient care and hospital management.

What role do the risk and quality management committees play in using clinical information systems?

The risk and quality management committees use clinical information systems to monitor patient data and processes. Their role is to prevent problems (risk management) and enhance the performance of healthcare providers (quality management) to ensure high-quality patient care.

How does the decision-making system differ from administrative and clinical information systems?

The decision-making system is more sophisticated and is typically found in developed countries. It integrates information from both administrative and clinical systems to make or suggest decisions. Unlike the other systems, it requires a significant workforce to operate effectively.

Why is the visual presentation of data important in hospitals?

The visual presentation of data is important in hospitals because it makes complex information easily understandable for leaders and stakeholders. Unique and attractive visual formats, like charts and graphs, help convey the data's significance without requiring detailed statistical examination.

What is the ultimate goal of information management in medical establishments?

The ultimate goal of information management in medical establishments is to use the available information to make informed decisions that improve hospital processes and outcomes. As the processes improve, the quality of medical services and patient care also improves.

Outlines

00:00

📊 Understanding Data and Its Importance in Medical Services

This paragraph introduces the concept of data and its importance in the context of medical services. It explains that data begins as a single observation, which when compiled, becomes information. This information is essential for decision-making processes in hospitals. The example of patient falls is used to illustrate how data can be collected, compiled, and analyzed to make informed decisions that improve patient care and safety.

05:06

🏥 Sources of Data in Hospitals

This paragraph discusses the three main sources of data within a hospital: administrative, clinical, and decision-making systems. It emphasizes the importance of administrative information systems (finance, billing, inventory, etc.), clinical information systems (electronic medical records, pharmacy data, laboratory and radiology data), and the more sophisticated decision-making systems. The focus is on how these systems collect and store data, which can then be used to improve hospital processes and outcomes.

10:08

📈 Aggregating and Displaying Data for Better Decision Making

This paragraph highlights the importance of aggregating data and presenting it in a clear, visual format to facilitate decision-making. It stresses the need for data to be displayed in a way that is easy to understand for leaders, using graphics such as pie charts. By relating data to time, the hospital can identify trends and make informed decisions to solve problems and improve practices. The paragraph concludes with a summary of the process of turning data into information, which leads to knowledge and improved hospital outcomes.

Keywords

💡Information Management

Information Management refers to the systematic process of collecting, organizing, and using data to improve outcomes and processes in an organization, particularly in a hospital setting. In the video, it involves gathering data from various sources within the hospital and transforming it into actionable insights to enhance medical services and decision-making.

💡Data

Data is defined as a single observation or piece of information. It is the fundamental building block of information management. In the context of the video, data collection starts with individual observations, such as tracking patient falls, which are then compiled and analyzed to produce useful information for improving hospital operations.

💡Information

Information is data that has been compiled and analyzed to create meaningful insights. The video illustrates how raw data, like patient falls, is aggregated and processed into information that can guide decision-making and improve hospital practices.

💡Decision Making

Decision Making is the process of selecting the best course of action based on the information and knowledge available. In the video, decisions are made by analyzing compiled data, such as deciding to implement safety measures to reduce patient falls, thus enhancing hospital efficiency and patient care.

💡Administrative Information System

An Administrative Information System manages non-clinical data related to hospital operations, such as finance, billing, inventory, and human resources. The video mentions how this system provides essential data for statistical analysis and decision-making, contributing to overall hospital management.

💡Clinical Information System

A Clinical Information System involves electronic medical records and other digital tools that store and manage patient data. The video emphasizes the importance of these systems in tracking patient information efficiently, aiding in quality management and risk management processes within hospitals.

💡Electronic Medical Records (EMR)

Electronic Medical Records are digital versions of patients' paper charts. They provide real-time, patient-centered records that make information available instantly and securely to authorized users. The video highlights the advantages of EMRs in quickly accessing and analyzing patient data for better clinical decision-making.

💡Risk Management

Risk Management in a hospital context involves identifying, assessing, and prioritizing risks to minimize, monitor, and control the probability or impact of adverse events. The video discusses how risk management committees use clinical information systems to prevent issues like patient falls by implementing safety measures.

💡Quality Management

Quality Management aims to improve the effectiveness and efficiency of healthcare services. It involves continuous evaluation and improvement of hospital processes and outcomes. The video explains how quality management committees utilize clinical data to enhance healthcare provider performance and patient care.

💡Data Aggregation

Data Aggregation is the process of collecting and compiling multiple pieces of data to create a comprehensive dataset. In the video, it involves gathering individual data points, like patient fall incidents, to form a larger dataset that can be analyzed to identify patterns and inform decisions.

Highlights

Introduction to the importance of information management in medical services.

Data is defined as a single observation.

The process of compiling data into information to understand how things work.

Importance of data aggregation, analysis, and interpretation for decision making.

Example of patient falls used to illustrate data collection and analysis.

Different strategies to reduce patient falls based on data analysis.

Goal of information management is to use data to improve hospital outcomes and processes.

Three key systems for data in hospitals: administrative, clinical, and decision-making systems.

Detailed description of Administrative Information System and its data sources.

Explanation of Clinical Information System, including electronic medical records.

Role of pharmacy, laboratory, and radiology data in clinical information systems.

Risk and quality management committees heavily utilize clinical information systems.

Decision-making systems combine administrative and clinical data to assist in making decisions.

Importance of presenting data in an easily understandable and visual format.

Using data trends over time to identify and solve problems effectively.

The process of aggregating data, interpreting it, and using it for continuous improvement.

Transcripts

In the name of Allah, let’s begin. This is chapter four of Janet Brown, which discusses information management.

Including the information that exists in every establishment dealing with medical services

and how to use this information to improve and advance a hospital

and offer a good product or excellent medical services, to attract people’s attention

So, we must use the information accessible to us in a positive way.

So how does this information begin?

It starts with a single word, data.

What is data?

Data is a single observation.

We look for a single observation.

We collect a single observation and we continue to follow it every day.

For example, this kid is watching the butterfly and observing something about it,

and he keeps observing it every day to see what it does.

So, can this kid collect enough data that could result in useful information?

Data is a single observation, but when you compile data, that gives you information.

You start to understand how things work.

So, data when compiled, can result in information that is easily exchanged, dependable and modifiable.

How do we collect information from a hospital?

We must aggregate data, then analyze it to group it into a specific order or form, so that it starts to mean something.

Then we start to interpret it.

After we have made it into an appropriate form whether a bar chart or a pie chart or any other statistical tool,

we interpret it so people can understand.

In short, how do we get information?

We collect the original data as single observations and we compile them then analyze them then interpret what they mean.

And that helps with decision making, whichever choice I can make as a result of the knowledge I gained.

So, decision making depends on that single piece of data that was collected and compiled with other pieces of data into information,

which offers knowledge about a certain topic that allows us to make a decision.

For example, patient fall.

Patient fall is data that exists on hospital grounds.

There are patients who complain of falling off their beds.

Is this true? No one knows.

Yes, I may have heard of that in this or that department, but nothing is clear.

Until the hospital decides to monitor patient falls and records it.

We start to gather data and after we count patient falls, we find that 5 cases, who fell last month

and 4 others who fell the month before and 3 cases the month before that.

That means that the information collected proves patient falls.

If I want to stop it, what do I do?

I could decide to follow safer methods of transporting patients and give more careful care.

Well, which category of patients fall? Is it the hospital’s fault, the nurse’s or doctor’s fault?

We understand the sequence of events and where the patient in transported to and from, then start to make a decision.

We can decide to move patients on trolleys or appoint more personnel to look after elderly patients,

or we can mark the beds of patients prone to falling or we can make them wear bracelets that state the same thing.

We take more precautionary measures.

And we can create formats and other methods to decrease patient falls.

The goal of information management is to use the information available inside a hospital

or an establishment offering medical services to make decisions which improve the outcome and the process.

As the process improves, consequently the outcome will improve.

Where do we find data?

Is it inside the hospital? Yes.

Then where do we go?

There are three areas, administrative, clinical and decision-making systems.

The first system is Administrative Information System.

Where do we find this data?

We will find it in finance, billing, inventory, supplies management, human resources, risk management, quality management, policies and procedures.

All of those are written documents that include a lot of data, from which we can derive statistics that shows us what we are doing.

That was Administrative Information.

Clinical Information System may matter to us more.

We are mainly concerned with electronic medical records, which are electronic tickets.

In Egypt, we don’t have electronic tickets, unless in an advanced hospital that pays enough money to create that system.

The merit of an electronic record is that it allows you to access all of the patient’s information through your computer

so, you can make statistics with the click of a button. Quickly.

As for traditional manual tickets, you are obligated to view each registry to find the information you need.

Electronic medical record is a way of accessing clinical information system.

The pharmacy which issues prescriptions is an important area to find information that exists inside or outside the department.

Also, laboratory and radiology data.

These are all clinical information systems that allow us to know the performance of all departments

and all hospital employees, whether nurses, doctors or technicians.

In a hospital, the two committees who deal with quality the most and who use the clinical information system the most are the risk and quality management committees.

These two committees look for any information inside the system regarding the patients and the process they undergo.

If the process which the patient undergoes is adequate, then great but if there is a problem then we can solve it.

So, risk management aims towards preventing problems while quality management seeks that,

as well as, developing the performance of heath care providers to the better.

The third system is the decision-making system.

It’s a slightly more sophisticated system that exists in developed countries.

It derives information from the administrative system and the clinical information system

and then starts to make decisions on its own or makes suggestions that help us make the decision.

This system is not used frequently because it requires a massive work force so they can follow up with the work.

So, we will focus on the two important systems, the administrative and the clinical information systems, these are our source.

We’ve figured out where to find data, what next?

We aggregate the data.

Then, we display it.

Display is how we present the information.

It’s important that we showcase the data in an easily understandable visual and graphic method.

Because even if I can comprehend statistics, the leaders may not.

If I tell them that we have a problem with patient falls and show them results and the numbers, they will not respond.

But if we present the data in unique shapes and drawings using arrows and different fonts and colors,

they will start to get the gist of things without the need for examining the details themselves, so I’m making it easier for the leader.

This data must follow up with the trends overtime as it’s very important to compare the data at different points in time

Like, how many patients fall a month?

Or how long the patient in a diabetic clinic waits?

So, we must relate the data with time to understand the process.

All that allows the user to determine the type, cause, or extent of problems, and it will also help us to solve problems and achieve the best practice.

So again, we must make the display and graphics we use unique, attractive and easily comprehensible.

This in an example of a pie chart, showing the population of countries of the European Union in 2007 by percentage.

If the entire population is 100%, then Germany forms 16.6%, France forms 12.8%, England forms 12.3% and so on.

Just by looking at the image, I can understand what the information presents, so the image must be simple.

To summarize, when data is aggregated, we get information,

which we interpret and display

so we can get knowledge of a problem or situation and how to solve it.

We choose whichever solution and we hypothesize the resulting improvement.

We create a new design, we start to apply it

and we collect new data about the new design to re-analyze it

and see the results and whether the numbers have changed.

so we collect more data and analyze it and so on.

All of this is available in chapter four, page 198 of Janet Brown.

We will continue data definitions and go deeper in the next video.