Using Information Technology to Manage Medical Records in a University Hospital
Using Information Technology to Manage Medical Records in a University Hospital in a Resource Poor Environment
Collaborators: Nchise, A.C., Boateng, R., Mbarika, V., Boateng, N.A.D. Ewusie-Moses, F. and Isabalija S.R.
The use of information technology in managing medical records in hospitals is becoming essential as demands on the health care system increases each day. This study aims at determining how information technology (IT) is used to manage medical records in a university hospital in a resource-poor environment. A university hospital in Ghana was strategically selected as a case study because it demonstrates a university hospital in resource-poor environment that has recently shifted from using manual systems to using information technology to support the delivery of health care. The study uses interviews, observations and interaction with healthcare professionals and patients to develop a case study.
The findings suggest that IT implementation had been planned in three phases in the university hospital. The first phase which began in 2007 characterized the introduction of IT into offices of administrators, medical records department, cash office and inventory offices. The second phase, to be completed in 2010, introduced IT into the student clinic, laboratory, accident and emergency departments and dental clinics. The third phase will introduce IT into all consulting rooms and wards by 2012.
Benefits reaped from the first phase of implementation include timely preparation of bills for patients, improving the management of inventory on drugs and revenue, as well as improving record keeping on the number of visits by the various categories of patients. However, the IT implementation process has been slow due to the lack of autonomy in decision-making or the bureaucracy from the university administration; the behavioral or attitudinal change from the introduction of IT; and the absence of an effective backup system for power supply. Concerning bureaucracy, the hospital needs the approval of university administration on operational and financial decisions. However, since meetings with university administration have to be scheduled, very basic decisions have to go through a number of assessments and meetings before they are approved. Thus, if a computer broke down and there was a need to change it, because it was not captured in the budget for that year, the computer will not be replaced. The lack of autonomy by the hospital sometimes leads to operational inefficiencies.
The study concludes with recommendations on addressing the current challenges. It is primarily recommended that the introduction of IT into hospitals tied to traditional bureaucratic or hierarchical structured institutions should be coupled with adequate education, awareness and lobby for the support of top management or administrative officials. The study is, perhaps, the first IT and health care study or among a few, in sub-Saharan Africa to examine the use of information technology in a hospital which primarily serves a university community.
Cite As (Poster Presentation)
Nchise, A.C., Boateng, R., Mbarika, V., Boateng, N.A.D. Ewusie-Moses, F. and Isabalija S.R. (2010) Using Information Technology to Manage Medical Records in a University Hospital, Louisiana Academy of Sciences 84th Annual Meeting, February 27, Alexandria: Louisiana State University at Alexandria.
Acknowledgement
This research is based upon work supported by the National Science Foundation (NSF) under Grant Nos. 0644305, 0927688 and 0929837. Any opinions and recommendations expressed in this material are those of the authors and do not necessarily reflect the views of the National Science Foundation.
