G3

Administrative
Information
Systems
Introduction
What is an Information System (IS)?
It is a collection of hardware, software, databases, networks, people, and processes
that work together to gather, analyze, maintain, and distribute data.

Hospitals and clinics juggle a massive amount of data – patient records, financial
details, staffing needs – all crucial for daily operations. This information constantly
flows between departments and needs to be readily available for sharing with external
parties. Organizations need interoperable systems that are accessible for data storage
and retrieval. However, healthcare organizations have distinct needs from other
organizations that use information systems. Healthcare uses a mix of information
systems for both patient care and administration.
6 Important Elements of Health Care:
Fichman et al. (2011) identified them to explain the lag in the development and
implementation of ISs.

• The stakes are life and death.

• Healthcare information is highly personal.
• Health care is highly influenced by regulation and competition.
• Health care is professionally driven and hierarchical.
• Health care is multidisciplinary.
•Healthcare information system implementation is complex,
with important implications for learning and adaptation.
 PRINCIPLES OF
INTEROPERABILITY
Legacy Systems and Data Silos: Early healthcare ISs
created data silos, hindering data sharing between
systems.

Interoperability Roadmap: In 2015, the office of the

national coordinator for health information technology
released an interoperability roadmap to promote
electronic healthcare data access and use.

Definition of Interoperability: Interoperability is the

ability of system or a product to work together
seamlessly without special effort from the user.
 Four Types of Health IT
Interoperability

1. Foundational: Requirements necessary between systems to

communicate data.
2. Structural: Syntax and format to facilitate data exchange.
3. Semantic: Consistency of clinical terminology and shared
meanings.
4. Organizational: Shared trust, consistency of policies, and
social/legal meanings to facilitate seamless workflows between
organizations.
 Types of Healthcare
Organization Information
Systems
CASE MANAGEMENT INFORMATION SYSTEM
Identify resources, patterns, and variances in care to prevent costly complications related to
chronic conditions to enhance the overall outcomes for patients with chronic illness.

Provides decision support that promotes preventive care.

Care plans are common tool found which is an evidenced-based set of care guidelines that
outline the course of treatment and the recommended interventions.

By using standardized plan of care it present clinicians with treatment protocols to maximize
patient outcomes and support best practices.

Beneficial for patient populations with high cost of care and complex health needs.
COMMUNICATION
SYSTEMS
Communication Systems
Communication systems promote the
interaction between healthcare providers
and patients.
Healthcare professionals overwhelmingly
recognize the value of these systems.
Examples of communication systems
include call light systems, wireless
phones, pagers, email, and instant
messaging, which have traditionally been
forms of communication targeted at the
clinicians.
 Communication Systems
Other communication systems target patients and
their families.
Some patients are now able to access
electronic charts from home via internet
connection.
Inpatient in hospital settings also receive
communication directly to their room.
Patient and families can review individualized
messages about the scheduled test or
procedure for the day.
These systems may also communicate
educational messages.
Communication Systems
Integrating communication systems with
clinical applications provides a real-time
approach that will facilitate care among
the entire healthcare team, patients, and
their families.
As hospital and physician practice strive to
become more patient-centered,
communication technologies will be an
integral part of this goal.
CORE BUSINESS
SYSTEM
 Core Business System
Enhance administrative task with
healthcare organization
Provide framework of reinbursement,
support of best practices , quality control,
and resource allocation
4 common core business system are ADT
system, financial system, acuity system
and scheduling system
Admission, Discharge,
tranfer System
provide the backbone structure for other
types of clinical and business system and
first to be automated in healthcare
Admitting, billing and bed management
departments are most commonly used in
ADT in hospital setting

THREE GOALS OF ADT SYSTEM

Improve communication across care
provider
Improve chronic care patient management
Reduce uneccessary hospital utilization
Financial System
Manage the expenses and revenue for
providing health care
Finance, Auditing and accounting
department within the organization mostly
use financial system
These system are the key components in
decision making process making of health
care institution to prepare their fiscal
budget
plays a pivotal role in determining
strategic direction for organization
Acuity System
Monitor the range of patient types with
healthcare organization into specific
indicator
Through this system, it can provide
feedback about how intensive care
requirement is for individual patient or
group of patient
Scheduling System
Coordinating staff, services, equipment
and allocation of patient's bed
This system provide great assistance to
financial system when they are used to
track medical equipment within the facility
Procedures and care are planned when
resources and tools are available
Enterprise
Resource Planning
Software that intergrates many core
business function in one package
providing seamless access to data that can
be used for planning, mandatory reporting,
A process used by companies to manage
and integrate the important parts of their
businesses, often via software to connect
planning purchasing inventory,
sales,marketing, finance, human resources,
and more.
ORDER ENTRY
SYSTEMS
 Order Entry Systems
most important systems used
today
automate the way orders have
traditionally been initiated for
patients
provide major safeguards by
ensuring that physician orders are
legible and complete
 Order Entry Systems
Computerized physician (or provider)
Order Entry Systems
provides decision support and
automated alert functionality that
was unavailable with paper-based
orders
 Order Entry Systems
Institute of Medicine (2002), To
Err Is Human, estimated that
maedical errors cost US
approximately $37.6 billion
each year; nearly $17 billion
costs are associated with
preventable errors.
 Order Entry Systems
Agency for Healthcare Research and
Quality Patient Safety Network
(2019)

recommend eliminating reliance on

handwriting for ordering
medications.
advocates instead for
computerized physician order
entrys (CPOE)
 Order Entry Systems
Informatics Tools to Promote Patient
Safety, Quality Outcomes, and
Interdisciplinary Collaboration

provides more information about

the use of computerized physician
order entry systems in clinical
care.
 Patient Care
Support System
 Patient Care Support System
These patient-centered systems focus on collecting data and
disseminating information related to direct care

Four systems most commonly encountered in healthcare are:

01 02 03 04

Clinical Pharmacy Laboratory Radiology

Documentation Information Information Information
Systems Systems Systems Systems
01 also known as Clinical information
Systems
Often easily accessible at the point
Clinical of care for caregivers interacting
Documentation with patients
Systems Accuracy and thoroughness are
increasingly emphasized because
the quality of documentation is now
tied to reimbursement
also referred to as the electronic
patient record or electronic health
record
allow pharmacists to order, manage, 02
and dispense medications for a facility
Often interface with clinical
documentation and order entry Pharmacy
systems so that clinicians can order Information
and document the administration of Systems
medications and prescriptions to
patients while having the benefits of
desicion-support alerting and
interation checking
automated dispensing cabinets and
temperature monitoring systems
03 provide clinicians with reference ranges
for tests indicating high, low, or normal
Laboratory values to make care decisions
reports on blood, body fluids, and tissue
Information
samples along biological specimens
Systems collected at the bedside and received in
lab
reduce turnaround times for specimen
collection, transport, and analysis and
providing opportunities for data analysis
beyond basic results reporting
this system schedule, provide results,
04
and store information related to
diagnostic radiology procedures Radiology
picture archiving and communication
Information
system
They collect, store, and distribute
Systems
medical images, such as computed
tomography scans, MRI, and Xrays
provide enhanced imaging capabilities
and on-screen measurement tools
managed care information systems
Aggregating
Patient and
Organizational
Data
 Aggregation of Data
Healthcare organizations have increasingly recognized the value of
aggregating data in data warehouses

Challenges in Data Storage

Traditional data silos within healthcare organizations inhibit
communication, lead to billing errors, and disrupt continuity of care.
Data tiering, creation of data storage tiers that can be accessed at the
appropriate speeds.
Fundamentals of Databases and Data
Management

Data is the most basic element of a database system.

Information is the data that has been processed.
Computers help create order in chaos.
Computer science and information science designed to cut down the amount
of information into a manageable size.
Database is the structured collection of data.
Data warehouses and data marts play crucial roles in storing and organizing
data for analysis. Various methods, including queries and data mining
software, enable healthcare practitioners to retrieve and analyze
information from databases efficiently.
Data Mining Softwares

There are various ways to access and retrieve information. With the use of
queries, we can search for information in databases. An example of a query
is the Structured Query Language (SQL),

Cloud Computing

Cloud computing offers benefits such as scalability and access to advanced

processing technologies like AI and machine learning, but it also presents risks
related to security and compliance.
Blockchain Technology:

Blockchain technology emerges as a promising solution to

traditional database and cloud computing issues, offering secure,
trackable data transactions. Potential applications of blockchain in
healthcare include managing patient records, supply chain
management, fraud prevention, and secure data sharing.
Conclusion
In conclusion, the aggregation of patient and organizational data in
healthcare is essential for mining insights and building organizational
knowledge. However, challenges related to data storage methods must
be addressed to unlock the full potential of big data analytics.
Innovative solutions such as data tiering and blockchain technology
offer promising avenues for overcoming these challenges and
advancing data-driven decision-making in healthcare.
 Department
Collaboration
and Exchange of
knowledge and
Information
COLLABORATION
is the sharing of ideas and experiences for the
purposes of mutual understanding and learning.

Administrative Level
Collaboration among key stakeholders is
critical for project success.
Stakeholders are responsible for project
completion and heavily influence system
design.

Collaborate with the executive team on

budget and time frame.
Departmental Level
Involves representatives from IT, clinical
specialties, support services, and software
vendors.
They define the objectives and goals of the
system.
The team members work strategically to align
their goals with the goals of the organization
where the system is to be used.

Focus areas: planning, resource

management, transition, ongoing support.
Determines project management approach,
deliverables, accountability, time frame, and
resource allocation.
KNOWLEDGE EXCHANGE
is the product of collaboration when sharing an
understanding of information
promotes learning from past experiences to make better
future decisions.

Exchange of Information and

Ideas (Knowledge Sharing)
Specialists exchange knowledge within their
respective areas of expertise.
Exchange ensures system success by learning
requirements from each other.
This exchange of ideas is what makes healthcare
ISs valuable.
MULTIDISCIPLINARY
APPROACH
Ensures systems work in complex healthcare
environments with diverse patient populations.
 The integration of technology
within healthcare organization

SUMMARY
offers limitless possibilities.
Clinicians will become smarter
and more adept at incorporating
these tools into their daily
practice.
Success will be achieved when
health care incorporates
technology systems, that they
are not viewed as separate tools
Robust and transparent
information technologies will
support clinical and
administrative functions and
promote safe, high quality, and
cost effective care.
Thank you
for
listening!