The evaluation of the hospital information system in Kopanong Hospital

Thesis (M.B.A.)--North-West University, Potchefstroom Campus, 2008.Problem specification: Health care in South Africa is presently experiencing turbulent times. Diseases like HIV-Aids and Tuberculosis are increasing at a vast rate. This has a large financial impact on all the provincial Departments of Health as new intervention programs have to be developed, while former programs have to be adjusted accordingly. Furthermore, facilities and services have to be adjusted as well, or new services have to be added. This creates escalating financial pressure on the health services. In order to manage the growing pressure on health services, the importance of all patient data to be recorded in order to make informed decisions whenever the need arises and not only at month end is self-explanatory. Data should also be received from a reliable source, such as an effective electronic hospital information system. The current hospital information system in Kopanong Hospital consists of a manually based system. Activities are counted daily but informed decisions based on the collected data, can only be made at month end. The lack of an up to date management information system gives rise to numerous challenges, concerning the quality of management information, timeliness, accuracy, and completeness of information used for decision making. Nursing staff shortages, computer literacy amongst nursing staff as well as access to computers also have a large influence on data collection. Purpose of study: The main objective of the study is to evaluate the present hospital information system and to improve the use of computers within Kopanong Hospital. Recommendations were made towards the adoption of a successful integrated hospital information system and to encourage the use of computers in the organisation. The above-mentioned main objective can be actualized through the following subsequent sub-objectives: • To define data, information and information systems. • To obtain insight into the role that management information and information systems play in planning and decision making, by means of a literature review. • To analyse the need of a computer in the different departments in Kopanong Hospital to manage information more effectively and efficiently. • To establish whether information is important to managers in the Hospital to make their daily tasks easier. • To analyse if an integrated information system as well as quality of data is important to Hospital management to manage their departments/organisation. • To establish the support, that the user of the health information system expects from the health information system unit. • To make recommendations to enhance the utilisation of the hospital information system for management decisions. Result and recommendations: (a) The need for a computer in the different departments: The respondents saw the following requirements as important in their departments: • To have a computer program in the department in helping to create a monthly budget. • To have admission and discharges scanned into the computer as they happen. • To have a daily disease profile in a department. • To be able to detect immediately any assets leaving the department on the computer. • The admission department should be able to trace patient information via S ARS or the Department of Internal affairs, for validation and to increase revenue of Kopanong hospital. • To have any stock received in the departments scanned into the computer for daily and monthly control. • To have a daily and monthly statement of admissions/discharges/deaths/transfers in-and-out, absconding, refusal of hospital treatment, and day patients. Recommendations are the following: • The implementation of a needs analysis on the updating of computers and peripherals. • The availability of funding for computer equipment. (b) The importance of managing information: The following factors were regarded as crucial in the importance of management information: • Hospital information should be verified before exported to another level. • The management of hospital information should meet the goals of the Gauteng Department of Health. • Accuracy of hospital information. • Trustworthiness of hospital information. • Completeness of hospital information. Recommendations are the following: • The creation of a hospital information system project team • Installation of an electronic hospital information system with standardised provincial programs. • The implementation of hospital information training. • The implementation of monthly feedback on unit data to unit managers. • On-going training of hospital information system coordinator. • Quarterly "bosberaad" for monitoring and evaluation. • The application of change management. (c) The importance of an integrated information system: The following requirements were seen as crucial in the importance of an integrated information system: • The system should be easy to use. • The system should have built-in security and privacy. • The system must be suitable for users to verify data. • The user should able to recall vital signs from a patient when needed from the system. • The system should have the ability to import and export data from different users and systems (e.g. finance, procurement). Recommendations are the following: • The appointment of a network technician. • Installation of an electronic hospital information system with standardised provincial programs. • Making internet and e-mail available to all departments. • On-going training of hospital information system coordinator. • The implementation of a needs analysis on computer training, followed by training sessions. (d) The support the user expects from the health information system unit: The respondents expected the following from the health information system: • There should be a back-up of all hospital information in the hospital information system unit. • They expect regular communication between the departments and the health information personnel for support. • There should be a supportive relationship between the hospital information system unit towards the user. • There should a reasonable response time of the hospital information system unit. Recommendations are the following: • Marketing the hospital information system unit and its benefits. • The implementation of back-up, of all hospital data on server. • The implementation of a reward and recognition system on targets achieved. • The implementation of monthly feedback on unit data to unit managers. Conclusion: It is believed that the object of the study has been met. From the investigation made it is clear that there is a dire need for computers, computer training as well as an integrated electronic hospital information system in Kopanong Hospital. Kopanong Hospital can play a leading role with the implementation of the above in the Sedibeng region. It is the opinion of the author that should the recommendation be implemented in Kopanong hospital, it will secure a more effective and efficient health service. Furthermore, Kopanong Hospital can become a health service leader in health information technology and gain a sustainable competitive advantage over its neighboring hospitals.Master