MT6316 LESSON 6 Flashcards
A system that incorporates all the processes needed for effectively managing data
Information Management
Information Management may be entirely ______
may be entirely paper-based, computer-based, or a combination of both
Elements to consider when planning and developing an information management system?
- patient identifiers
- standardized test request forms (requisitions)
- logs and worksheets
- checking processes to assure accuracy of data recording and transmission
- protection against loss of data
- patient confidentiality and privacy
- effective reporting systems
- effective and timely communication
process in human relations of passing information and understanding
COMMUNICATION
frequently conducted by written or spoken word but may be conveyed by gesture, lack of gesture, manner of dressing, personal appearance and general behavior
COMMUNICATION
Data generated by the laboratory has been called ________ and is not actual information until it has been utilized in patient care
potential information
Transmission of information between or among departments
INTERDEPARTMENTAL COMMUNICATION
Transmission of information within the department.
INTRADEPARTMENTAL COMMUNICATION
Why is communication better within the department?
because of proximity , similar education related duties and common goals among co-workers.
COMMANDMENTS OF HUMAN RELATIONS?
- Speak to people
- Smile at People
- Call people by Name
- Be friendly and helpful
- Be cordial
- Be genuinely Interested in people
- Be generous with praise
- Be considerate with the feelings of others
- Be alert to give service
- Be thoughtful of the opinions of others
- Have a good sense of humor
WAYS TO COMMUNICATE?
- Informal talks
- Planned appointments
- Telephone calls
- Interoffice memos
- Letters
- Reports
- Informal staff meetings
- Planned conferences
- Mass meetings
- Bulletin Board Notices
- Posters
- Exhibits and Displays
- Visual aids (films, filmstrips)
Most fundamental form of communication, suitable for day to day liaison, direction and exchange of information
Informal talks
Appropriate for regular review or liaison recurring joint work sessions
Planned Appointment
Good for frequent check up for empathy of receiving information, instruction, etc.
Telephone calls
Effective for recording informal inquiries or replies, use should not be overdone or they will be ignored
Interoffice memos
Useful for official notices, formally recorded statements or lengthy communications even when the addressee is physically available
Letters
Used to convey information associated with evaluation, analysis, recommendations, etc to supervisors or colleagues
Reports
Most effective when based on conferences, visits, inspections, surveys, research study
Reports
Provides opportunity for development of strong group cohesiveness and response
Informal staff meeting
Supervisor should hold these each morning, at the end of the day, or lunch
Informal staff meeting
Relatively normal affair, where participants are given enough time to prepare needed data, information, reports, etc.
Planned conference
Conducted by management with large number of employees
Mass meeting
Valuable means of celebrating occasions, building morale, introducing new policies, making special announcements
Mass meeting
Effective for lengthy/ formal announcements
Bulletin Board Notices
Categories of communication?
Vertical - downward, upward
Horizontal
Diagonal
When subordinate communicates directly to his supervisor or superiors
UPWARD COMMUNICATION
What is UPWARD COMMUNICATION usually for?
providing suggestions, complaints and the like to superiors. it is not directive in nature.
When a superior or supervisor communicates directly to his subordinates.
DOWNWARD COMMUNICATION
What level management uses downward communication in informing employees about their decisions, policies, procedures, and sending of memo?
Top
Flow of information between colleagues and peers.
HORIZONTAL COMMUNICATION
HORIZONTAL COMMUNICATION is needed to coordinate within and among?
within a department, among team members and among different departments
Flow of information between positions that are on different lateral planes and activities of the organizational structure
DIAGONAL COMMUNICATION
Diagonal communication occurs between?
laboratory personnel and the human resources department; or
between laboratory management and non-managerial members of other departments
Brings accuracy and accessibility to the flow of samples and data in the clinical laboratory
Computerized laboratory information systems
Computerized laboratory information systems may be?
in-house computer network or locally developed systems based on commercially available database software
Criteria for choosing the Computerized laboratory information system?
- flexibility, adaptability
- ease of evolution and support
- system speed will most benefit the laboratory
Advantages of LIMS?
Error reduction
Quality control management
Provision of options for data searching
Access to patient information
Generate reports
Ability to track reports
Ability to track and analyze trends
Improved capability for maintaining patient confidentiality
Financial management
Integration with sites outside the laboratory
Manufacturer-provided training
What advantage of LIMS: Provides information that is legible
Error reduction
What advantage 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
Provision of options for data searching
What advantage 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
T or F: it is easy to generate detailed, legible reports quickly
T
LIMS will provide?
standardized (or customized) reports.
Is it easier to maintain patient confidentiality in handwritten reports?
No
T or F: Patients need to report to the laboratory to encode data
F, LIMS can be set up so that data comes into the laboratory system directly from a patient or client registration point
Disadvantages of LIMS?
Training
Time to adapt to a new system
Cost
Physical restrictions
Need for backup system
Document or Record: provide written information about policies, processes and procedures
Document
Document or Record: communicate information to all persons who need it
Document
Document or Record: updated or maintained
Document
Document or Record: changed when a policy, process or procedure changes
Document
Document or Record: once the forms are used to record information
Records
Document or Record: collected information produced by the laboratory in the process of performing and reporting a laboratory test
Records
Document or Record: need to be easily retrieved or accessed
Records
Document or Record: 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
Policies include?
organizational mission, goals and purpose
Policies serve as?
framework for the quality system, and should always be specified in the quality manual
steps involved in carrying out quality policies
Processes
set of interrelated or interacting activities that transform inputs into outputs
Processes
test requests, samples, requests for information
Inputs
laboratory data, reports of results
Outputs
“how it happens”
Processes
specific activities of a process
Procedures
described as the performance of a test
Procedures
“how to do it”
Procedures
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)
Document hierarchy?
Policies > Processes > Procedures
Some of the important documents that every laboratory should have include?
Quality manual
SOPs
Reference materials
Essential to ensure that all procedures are performed consistently by everyone in the laboratory
SOPs
Overall guiding document for the quality system and provides the framework for its design and implementation
Quality manual
Needed in order to find scientific and clinical information about diseases, laboratory methods, and procedures
Reference materials
What makes a good document?
- written clearly and concisely
- written in a user-friendly style
- written so as to be explicit and accurate
- maintained, up to date
Provides procedures for formatting and maintaining documents
Document Control
Document Control should?
- ensure that the most current version of any document is the one that is in use;
- ensure availability and ease of use
- provide for the appropriate archiving of documents when they need to be replaced
- a uniform format
- a process for formal approval, a distribution plan and a procedure for updating and revising
- a master log or inventory
- a process to ensure that the documents are available to all
- a method for archiving documents that become outdated but need to be kept for future reference
Importance of records?
Continuous monitoring
Tracking of samples
Evaluating problems
Management
Without access to all the data collected as a part of a quality system process, ______ cannot be accomplished.
continuous monitoring
______ allow for tracking of samples throughout the entire testing process
Well-kept records
A _____ any information that must be kept should be established
method to record
What type of records could be easily forgotten?
management and handling of rejected samples
Data needed on any sample referred to another laboratory
adverse occurrences or problems
Inventory and storage records
Equipment records
What are the Considerations on a Paper System in Storing documents and records?
Permanence
Accessibility
Security
Traceability
How is permanence ensured in a paper-based system?
by binding pages together, or using a bound book (log register)
What are essential in case the main system fails?
backup systems
What will help to reduce system failures and loss of data?
regular maintenance of the computer system
What can be established to protect the data?
computer access codes
What should be designed in a way that allows for tracing the specimen throughout the entire process in the laboratory?
electronic record systems
What are the Factors to consider on the retention of records?
- the length of time the laboratory will need to have access to its records;
- government requirements or standards that dictate record retention times;
- whether the laboratory is engaged in ongoing research requiring many years of data;
- the time interval between the laboratory’s assessments or audits
