Using Information Technology Systems to Analyse Organizational Data for a Health Care Organization

1 A Report on How Information Technology Systems Can Be Used to Analyse Organizational Data for a Health Care Organization Introduction Information technology has gained prominence in modern management, helping the organization improve client experience and solve managerial problems. Health care organizations have not been left behind in the uptake of information technology to support their activities because of the numerous benefits that come with it. Implementing electronic health record (HER) systems are now a requirement not for all healthcare organizations in the United States (Niles, 2014). However, health institutions cannot avoid the growing demand for technology in running healthcare services. This report will offer extensive coverage of the benefits of implementing a new health information technology system to comply with the current mandates.

Benefits of Information Technology in Health Care Organization The storage of plenty of data stored on computer systems makes access to information easier and faster. Before using technology in processing and storing information, health organizations relied on manual systems of paper, pen, files, and shelves to process and store patients' health records. Access to such information took a long time because of perusing one file after another.

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2 The processing of information for storage also took much time and was resourceintensive. In this respect, implementing information technology in managing the health organization will help nurses, physicians, doctors, and other health service employees quickly access health information to support their decision-making.

Implementing an information technology infrastructure also helps save space in offices.

Without technology, offices rely on manual filing of information, which leads to the placement of shelves and files in offices. The more records the health organization has, the high the demand for shelves, files, boxes, and space to host them (Williams & Samarth, 2010). The problem is solved through information technology, making it possible to create databases and store information on the cloud and items such as flash discs.

Information systems also make it easier for various offices at the health organization to share information. Doctors, nurses, physicians, dentists, and surgeons can share information about patients where the need arises without necessarily organizing physical meetings or sharing files (Aguirre et al., 2019). Computer connection between them allows them to access information with a simple click. In the absence of technology, various stakeholders involved in the patient treatment must rely on files and physical meetings to learn more about the patient and the best medication they can offer. Technology includes computer systems, telephones, and other communication systems such as emailing (Williams & Samarth, 2010). The use of information technology in healthcare has increased the capacity of health services providers to share patient information in a clear format than before rapidly. The problem of poor handwriting or unclear words no longer arises with technology, eliminating possible errors associated with manual systems. In addition, the information technology system has patient engagement tools that can be

3 leveraged to improve patient involvement in decisions about their treatment and general healthcare.

Moreover, information technology improves medication safety to the benefit of patients and health organizations. Technology enhances the legibility of health information shared, reducing the potential risk of medication errors. Medics do not worry about the readability of information shared or misplacement of files that characterize manual systems (Aguirre et al., 2019). Medical information is neatly typed and stored, with each file storing specific information to eliminate the issue of mismatching patient information.

The use of modern information technology systems in healthcare helps cut down the expenses linked to paper medical records. The use of paper systems required health care institutions to have papers, ink, printers, files, shelves, and space from where information captured in hardcopies can be stored (Koutsouris & Lazakidou, 2014). The use of information technology infrastructure in processing and storage removes nearly all these items and their accompanying expenses. Therefore, an institution can save a lot in finances by adequately implementing a health information technology system (Aguirre et al.., 2019). Nevertheless, the cost of health care is a concern worldwide, hence the need to implement measures that can support proper management of costs of running health institutions.

Health information technology systems also solve the theft of files or deliberate deletion of patient information from records of a health organization. For ulterior reasons, such as lawsuits, health originations would remove patients' files from their records (Koutsouris & Lazakidou, 2014). However, with modern information technology in record keeping, the deletion of information can be traced by experts. Therefore, the information system management is under pressure to keep the records clean. Also, information is backed up to address such eventualities.

4 The use of new information technology also impacts the improvement of clinical management. Physicians and other experts in the health sector can easily diagnose and treat illnesses because of the accessibility of the patient’s previous health records. Manual records make it hard for medical experts to comprehensively assess a health issue because of the challenges of access to quality and organized patient health records. Electronic records are retrievable at a click of a button and can be easily shared between health experts within a healthcare center. Moreover, various health institutions can have a system of sharing health information about patients who frequent them to improve the quality of treatment (Koutsouris & Lazakidou, 2014). For instance, a patient treated at hospital A can have his health records shared with hospital B when he visits it for treatment.

The use of information technology in the health institution makes the work of the health information manager (HIM). However, it comes with increased demand for more qualifications, including at least basic knowledge in IT (Aguirre et al., 2019). The HIM would ensure that the health records are well stored. First, by coming up with a structure on how information shall be entered into the system, stored, and accessed. He will be responsible for authorizing information sharing with entities such as health insurance firms. The HIM will be required to have some knowledge of databases management to control information databases created effectively. The person should understand how different databases can support health care (Koutsouris & Lazakidou, 2014). Also, separating finance information from medical will be an area where the HIM should have a good experience. In essence, the person should know which information should be made available to a department, such as finance, and what should not.

The use of information technology systems in healthcare enhances the confidentiality and security of patients' data. Unlike paper and files system that leaves information stored on shelves

5 that can be easily accessed through break-ins, data stored on electronic equipment and secured by passwords and codes is not easily accessible to anyone (Akangbe & Salmani, 2018). Data is also protected from security issues such as arson or fire outbreaks, lousy weather, and accidents that can erase it. Information technology systems store patient data on secured systems or technologies such as the cloud (Koutsouris & Lazakidou, 2014). Consequently, data can still be retrieved where an institution has been destroyed by fire or disasters such as tornadoes.

The use of technology is also associated with accuracy in billing patients, which sometimes is problematic in manual systems. Clear records of the services offered to clients are captured at each stage, making it easier for the finance department to bill patients and their families (Koutsouris & Lazakidou, 2014). Departments are networked through a computerized system, which facilitates proper entering and recording of financial information. Health insurance firms can also access updated information to pay for the incurred bills on time (Aguirre et al., 2019). Consequently, this helps the health organization to receive payment on time and avoid delays that can affect service delivery.

The use of information technology also enhances convenience in how patients and healthcare providers manage treatment. Technology makes the interaction between various departments easier and less tedious. Nurses can pass information to physicians without moving an inch (Akangbe & Salmani, 2018). Doctors do not have to bother physicians or nurses. The problem of healthcare services providers establishing direct contact to access patient information is managed, which eliminates interpersonal issues that are typical with interactions via manual systems. The information manager is also relieved the pressure of grappling with tonnes of files and related materials (Akangbe & Salmani, 2018). The convenience created by information

6 technology helps promote the efficiency and effectiveness of healthcare service providers, resulting in improved services to patients.

Greater data quality is another common trend in health information systems. By creating reliable and verifiable information processing, storage, and sharing systems, healthcare institutions have recorded significant progress in improving the quality of health records (Koutsouris & Lazakidou, 2014). Using a manual system creates many challenges to quality assurance in data processing and storage, leading to compromised healthcare services to patients.

Consequently, establishing the health information technology system should be understood as a step towards improving the quality of healthcare information within an institution.

Proper use of health care information technology systems is also linked to data analytics, which supports research to improve healthcare and management of health. Health data help institutions assess their competencies by looking at recurring admissions or treating the same illness (Akangbe & Salmani, 2018). Data can also determine what kind of diseases are more prevalent during certain seasons, enabling the health institution to plan ahead on stocking drugs and supportive equipment. Data analytics remains an area of increased interest to healthcare and other sectors, underscoring the benefits of technology in improving the competitiveness of institutions (Akangbe & Salmani, 2018). In this respect, the healthcare organization benefits a lot from available broad data on patients and their general performance.

Risks Associated with Information Technology in Health Organization The use of information technology in healthcare is not without risks or challenges that should be taken care of. Sharing of health information raises concerns about the confidentiality of patients' data. Breach of confidentiality can lead to legal actions against the health organization or person involved. Federal regulations impose a duty of protecting patient

7 information from unauthorized access and illegal use. The HIPAA Privacy Rule provides a universal standard for protecting peoples’ health records and other persons ‘discernible health data from unauthorized access, sharing, and disclosure (Gupta et al., 2018). HIPAA rules require compliance in physical, administrative, technical, and policies, procedures, and documentation of health information. Consequently, the implementation of a health information system should consider HIPAA laws and other relevant regulations.

The use of an information technology system requires that the institution implement a system of information protection to ensure no breaches that can result in lawsuits or tainting the organization's image. The protection measures should include physical and non-physical (Gupta et al., 2018). Computer systems should be well developed and secured against hackers through firewalls, antiviruses, passwords, locks of computer rooms, and controlled access to the systems.

The institution will also need a security expert to regularly assess the system for safety purposes.

Information technology systems are vulnerable to security breaches, which keep on changing each day because of innovation and efforts of hackers (Alotaibi & Federico, 2017). Security experts help to suggest areas that need improvement to ensure that its security is guaranteed to the safety of information stored. Apart from security experts, the health institution will also need software experts and other professionals within the information technology field to run the healthcare organization effectively.

The institution will also have to establish an information technology system security policy that will guide the system's handling. The policy should take a holistic approach to security concerns that may arise. A clear definition of roles for persons responsible for running the information technology system and its use within the policy should be defined. This will help to determine whom to hold accountable in case of breaches. Policy guideline is critical in

8 securing information technology systems implemented by the healthcare institution and patient data (Gupta et al., 2018). Nevertheless, the policy should be in tandem with existing government regulations.

The use of information technology systems in processing, storing, and sharing healthrelated information also introduces reliability issues about data. For example, portable devices that do not have a password to protect access make the patient information stored on the system prone to breach of safety, unauthorized manipulation, and changes that can have adverse effects (Gupta et al., 2018). In addition, hackers can alter files, making the information stored unreliable (Alotaibi & Federico, 2017). Furthermore, health information is very sensitive, especially when making treatment decisions, implying that a simple distortion of information puts patients at risk of harm. Consequently, it would be imperative to establish a well-secured information system to avoid reliability concerns.

Furthermore, the use of information technology systems comes with challenges of patient data mismatch, which would be a result of typo errors. Data entry, mainly done by humans, is prone to human errors, including inserting data of one patient into the wrong patient’s chart (Koutsouris & Lazakidou, 2014). The documentation of patient information can also be done under the wrong visit or category, impacting its reliability and use. The risk of data mismatches increases with the increase in the amount of information processed and transported on the system (Alotaibi & Federico, 2017). Nevertheless, the problem of data mismatch is more rampant with manual data processing and storage systems than electronic data storage. In this respect, persons responsible for data entry and manipulation should be highly competent, thorough, and alert to the risks of compromised data.

9 The power supply is another issue with new information technology that the healthcare institution should be aware of. Power outages leave all equipment and machines that rely on it to function out of use. For example, access to information stored online requires computers, which depend on electric power to function. The problem can be managed through standby generators and batteries. This implies that the institution should be ready for an extra cost (Koutsouris & Lazakidou, 2014). Nevertheless, health institutions already have backup power systems to address power outages. In this respect, a new information technology system can be implemented without interruption of power supplies.

The system should support patient-centered care, hence designing it well to address the critical need. Across the world, information technology is implemented in healthcare institutions to improve patients' experience (Cresswell et al., 2013). Implementing the new information technology system will be of little value if it does not support the best care for patients. Proper structuring of the information technology system in healthcare supports homecare and selftreatment (Niles, 2014). However, this comes with risks of negligence that should be addressed to ensure that its use does not compromise the quality of healthcare services offered to clients.

Conclusion The health information technology system is an integral part of running healthcare institutions today because of the numerous benefits to the sector. However, it comes with numerous benefits and potential concerns that must be addressed before implementation. New information systems enhance access to information to support decision making, saves the cost of record-keeping, improve the productivity of health services provided, reduce the time needed to respond to patients' needs, improve information security and reliability, and makes sharing of information easier to the benefit of patients treatment. With the mandatory implementation of

10 information technology systems in the institution, the main focus should be keeping patient information safe and quality to maximize the benefits. Safety policy and experts are handy in ensuring that the health information technology system is safe for use. Breach of patient data safety would attract lawsuits, fines, and other sanctions to the detriment of the healthcare organization and affected employees. The organization should implement judicious and suitable controls and procedures and policies to comply with HIPAA regulation, technical and physical securities to enjoy the numerous benefits that come with the use of new information technology in the healthcare industry.

11 References Aguirre, R. R., Suarez, O., Fuentes, M., & Sanchez-Gonzalez, M. A. (2019). Electronic health record implementation: A review of resources and tools. Cureus, 11(9), e5649. https://doi.org/10.7759/cureus.5649.

Akangbe, R., & Salmani, H. (2018). Current trends in health information management. J-Cube Palac.

Alotaibi, Y. K., & Federico, F. (2017). The impact of health information technology on patient safety. Saudi Medical Journal, 38(12), 1173–1180. https://doi.org/10.15537/smj.2017.12.20631.

Cresswell, K. M., Bates, D. W., & Sheikh, A. (2013). Ten key considerations for the successful implementation and adoption of large-scale health information technology. Journal of the American Medical Informatics Association: JAMIA, 20(e1), e9–e13. https://doi.org/10.1136/amiajnl-2013-001684.

Gupta, M., Sharman, R., & Walp, J. (2018). Information technology risk management and compliance in modern organizations. Business Science Reference.

Koutsouris, D.-D., & Lazakidou, A. A. (2014). Concepts and trends in healthcare information systems. Springer.

Niles, N. J. (2014). Basics of the U.S. health care system. Sudbury: Jones & Bartlett Learning, LLC. Williams, T., & Samarth, A. (2010). Electronic health records for dummies. For Dummies.