(2) Lesson 6: Information Management Flashcards
A system that incorporates all the processes needed for effectively managing data—both incoming and outgoing patient information
Information management
T/F: information management may be entirely paper-based, computer-based, but not a combination of both
F (can be combination of both)
Is the transmission of information between or among departments
Interdepartmental communication
Communication is better within the department because of proximity , similar education related duties and common goals among co-workers
Intradepartmental communication
the transmission of information within the department
Intradepartmental communication
When subordinate communicates directly to his supervisor or superiors
Upward communication
It is for providing suggestions, complaints and the like to superiors. it is not directive in nature.
Upward communication
When a superior or supervisor communicates directly to his subordinates.
Downward communication
Top level management used this kind of communication in informing employees about their decisions, policies, procedures, and sending of memo
Downward communication
It is the flow of information between colleagues and peers
Horizontal communication
It is needed to coordinate within a department, among team members and among different departments
Horizontal communication
Flow of information between positions that are on different lateral planes and activities of the organizational structure
Diagonal communication
occurs between laboratory personnel and the human resources department; or between laboratory management and nonmanagerial members of other departments such as the purchasing personnel or the nursing staff
Diagonal communication
brings accuracy and accessibility to the flow of samples and data in the clinical laboratory
Computerized laboratory information systems
may be an in-house computer network or locally developed systems based on commercially available database software
Computerized laboratory information systems
Computerized laboratory information
systems
Criteria for choosing the system:
- flexibility, adaptability
- ease of evolution and support
- system speed will most benefit the laboratory
Advantages of LIMS:
a well-planned computer system, with check systems for errors, will help to alert the user of inconsistencies and reduce the number of errors
Error reduction
Advantages of LIMS:
provide information that is legible
Error reduction
Advantages of LIMS:
it becomes easy to keep good quality control records, perform analysis on quality control data and generate statistics automatically
Quality control management
Advantages of LIMS:
a variety of parameters can be used for data retrieval; it is usually possible to access data by name, by laboratory or patient number, and sometimes by test result or analysis performed
Provision of options for data searching
Advantages of LIMS:
most computer systems allow access to all recent laboratory data for a patient
Access to patient information
Advantages of LIMS:
very useful in the process of checking the most recent results against previous data to look for changes, which is a good practice and helps to detect errors
Access to patient information
Advantages of LIMS:
a computer system makes it much easier to track reports, to know when work was finished, who performed the work, when the data was reviewed and when the report was sent
Ability to track reports
Advantages of LIMS:
the computer and its databases provide very strong search capabilities
Ability to track and analyze trends
Advantages of LIMS:
easier to maintain confidentiality of laboratory data than when dealing with a handwritten report form
Improved capability for maintaining patient confidentiality
Advantages of LIMS:
purchased LIMS often include on-site training for staff
Manufacturer-provided training
Documents/Records:
provide written information about policies, processes and procedures
Documents
Documents/Records:
communicate information to all persons who need it, including laboratory staff, users and laboratory management personnel
Documents
Documents/Records:
need to be updated or maintained
Documents
Documents/Records:
must be changed when a policy, process or procedure changes
Documents
Documents/Records:
establish formats for recording and reporting information by the use of standardized forms once the forms are used to record information, they become records
Documents
Documents/Records:
are the collected information produced by the laboratory in the process of performing and reporting a laboratory test
Records
Documents/Records:
need to be easily retrieved or accessed
Records
Documents/Records:
contain information that is permanent, and does not require updating
Records
“a documented statement of overall intentions and direction defined by those in the organization and endorsed by management”
Policy
gives broad and general direction to the quality system
Policy
tell “what to do”, in a broad and general way
Policy
include a statement of the organizational mission, goals and purpose
Policy
serve as the framework for the quality system, and should always be specified in the quality manual
Policy
steps involved in carrying out quality policies
Processes
set of interrelated or interacting activities that transform inputs into outputs
Processes
Inputs: test requests, samples, requests for information
Processes
Outputs: laboratory data, reports of results
Processes
“how it happens”
Processes
specific activities of a process
Procedures
easily described as the performance of a test
Procedures
“how to do it”, and shows the step-by-step instructions that laboratory staff should meticulously follow for each activity
Procedures
used to indicate the detailed instructions on how to do it
Standard operating procedure (SOP)
Enumerate the document hierarchy
Procedures > Processes > Policies
this is the overall guiding document for the quality system and provides the framework for its design and implementation
Quality manual
contain step-by-step written instructions for each procedure
performed in the laboratory
SOPs
essential to ensure that all procedures are performed consistently by everyone in the laboratory
SOPs
needed in order to find scientific and clinical information about diseases, laboratory methods, and procedures
Reference materials
needed in order to find scientific and clinical information about diseases, laboratory methods, and procedures
Reference materials
A ___ provides procedures for formatting and maintaining documents
document control system
Records: importance
without access to all the data collected as a part of a quality system process, continuous monitoring cannot be accomplished
Continuous monitoring
Records: importance
well-kept records allow for tracking of samples throughout the entire testing process; this is essential for troubleshooting, looking for sources of error in testing and investigating identified errors
Tracking of samples
Records: importance
well-kept equipment records will allow for thorough evaluation of any problems that arise
Evaluating problems
Records: importance
good records serve as a very important management tool
Management
Storing documents and records: Considerations on a Paper System
paper records must last for as long as needed
Permanence
Storing documents and records: Considerations on a Paper System
should be ensured by binding pages together, or using a bound book (log register)
Permanence
Storing documents and records: Considerations on a Paper System
Pages should be numbered for easy access, and permanent ink should be used
Permanence
Storing documents and records: Considerations on a Paper System
paper systems should be designed so that information can be easily retrieved whenever needed
Accessibility
Storing documents and records: Considerations on a Paper System
documents and records must be kept in a secure place
Security
Storing documents and records: Considerations on a Paper System
maintaining patient confidentiality
Security
Storing documents and records: Considerations on a Paper System
safe from any environmental hazards such as spills
Security
Storing documents and records: Considerations on a Paper System
protected in the event of fires, floods or other possibilities
Security
Storing documents and records: Considerations on a Paper System
it should be possible to trace a sample throughout all processes in the laboratory
Traceability
Storing documents and records: Considerations on a Paper System
be able to see who collected the sample, who ran the test, and what the quality control results were for the test run, including issuing of the report
Traceability
Storing documents and records: Considerations on a Paper System
backup systems are essential in case the main system fails
Permanence
Storing documents and records: Considerations on a Paper System
regular maintenance of the computer system will help to reduce system failures and loss of data
Permanence
Storing documents and records: Considerations on a Paper System
it can be more difficult to assure confidentiality with a computer system, as many people may have access to the data
Security
Storing documents and records: Considerations on a Paper System
computer access codes can be established to protect the data
Security
Storing documents and records: Considerations on a Paper System
electronic record systems should be designed in a way that allows for tracing the specimen throughout the entire process in the laboratory
Traceability
