unit 4-part 2

1. Role of Database in HIS
With the rapid growth of technology use in the healthcare sector, there is the
generation of a lot of data. It, therefore, becomes a requirement that they collate
the information for ease-of-use. Databases will greatly assist healthcare
professionals in the discharge of their duties.
The Healthcare system generates data that requires delicate handling. A patient’s
life depends on this information, and it is therefore important for the
Healthcare provider to be able to access it in the shortest time possible.
Why are Databases Important?
1. Efficiency
Every time a patient visits a medical institution, there is a lot of information that is
collected. Where the patient requires seeing many different practitioners, the
diagnosis, procedures, drug prescriptions, or any other intervention, needs to be
on record. This process will require the safe storage of data.
Now, imagine a typical day and the number of patients who come to the hospital.
Well-designed hospital databases are important for the collection of patient
information. It will also assist in achieving efficiency due to the processing of data,
thus giving the Healthcare provider relevant information with a click-of-a-button.
The data will require a level of manipulation to make it easier to use. A doctor may,
for example, not have time to go through mounds of data when a patient comes
in. It, therefore, requires that the information undergoes query, filtering and
retrieval using the relevant technology.
2. Exchange of Information
In the case that a patient needs the services of healthcare providers in different
hospitals, a system needs to be in a place that helps in the exchange of
information. Hospitals need to exchange healthcare data anytime there is a
requirement.
3. Monitoring and Improving the Value of Healthcare
Health care database systems provide an important way of monitoring and
improving the value of healthcare services. This will result in better well-being for

2. the patients. Healthcare providers find a way of availing information on costs,
appropriate and effective treatment, and access to care and the quality of
service a patient gets.
Any institution or external group of petitioners can get access to this information
for various uses. The data can help in quality assurance and improvement
programs for health planning purposes at a regional level. The information can
provide important answers about policy issues surrounding reforms in the sector.
Patients can expect better health care, better health, improved efficiency, lower
costs and better clinical decision-making.
4. Assessing the Quality of Healthcare
Data for hospitals come from very many sources, including other hospitals, state
and regional organizations, Department of Health, federal agencies, among
others. The hospital administration discharge information provides valuable data
for measuring quality. Such pertinent information includes diagnosis, procedures,
length of stay, charges, among others.
Quality experts use hospitals databases to assess healthcare quality. They will
consider factors such as:-
• How accessible are the healthcare facilities to the people within the region
• Affordability and timeliness of care
• The barriers to seeking Healthcare
• How appropriate or necessary the services are
• If the Healthcare facilities are following practice guidelines
• Availability of pertinent information to clinicians and other institutions
• Whether the services are appropriate for the identified Healthcare problems
• The use of innovation with regards to healthcare delivery
• Financing of healthcare facilities, among others.
5. Tracking Healthcare Usage
Healthcare databases can give medical providers an important tool for tracking
Healthcare use. Healthcare providers, for instance, need to know whether people
are getting their vaccinations or not. By having information through the reports,
they are better able to tell whether or not this is happening.

3. By having the ability to track healthcare usage, providers can take care of
diseases like influenza, polio, measles and corona, among others. Eradication of
such diseases requires that the patients seek treatment and get the necessary
vaccinations.
6. Other Uses
Healthcare databases have a wide range of other uses including:-
• Provision of accurate, up-to-date patient information
• Increase in efficiency due to quick access to records
• Safety of patient information
• Help with diagnosis and prescription. It will help in reducing medical errors
• Improving patient and healthcare interaction
• Assists with documentation and billing
• Reduction in medical facility running costs due to less paperwork and clerical
staff
Thus, a well-designed Healthcare database system is important for the day-to-
day running of the Healthcare sector. The proper technology will make it
possible for the health care providers to collect pertinent information that will
improve the quality of care they provide. Policymakers can also use this
information to make reforms in the sector. The sharing of information between
and among providers and institutions will also help patient’s access to better
care.
Need of Networking in Hospital Information System
Networking is essential in a Hospital Information System (HIS) for several
important reasons:
Data Sharing and Accessibility: In a hospital, multiple departments, units, and
healthcare professionals need access to patient information, test results, and medical
records. Networking enables the sharing of this data in real-time, ensuring that

4. healthcare providers have quick and easy access to the information they need for
patient care.
Patient Mobility: Patients often move within the hospital for various tests,
procedures, and consultations. Networking ensures that their medical records and
relevant data can be accessed from different locations within the hospital, providing
a seamless and efficient healthcare experience.
Collaboration: Effective patient care often requires collaboration among different
healthcare professionals, including doctors, nurses, specialists, and pharmacists.
Networking facilitates communication and collaboration through shared access to
patient records, treatment plans, and test results.
Remote Access: Healthcare providers may need to access patient information
remotely, especially in emergency situations or when they are off-site. Networking
technologies like Virtual Private Networks (VPNs) enable secure access to the HIS
from remote locations, ensuring that critical patient data is always available when
needed.
Integration with Medical Devices: Many medical devices and equipment, such as
monitors, imaging machines, and laboratory instruments, are networked. These
devices can transmit patient data directly to the HIS, providing real-time updates
and reducing the risk of data entry errors.
Centralized Data Management: Networking allows for centralized data storage
and management. Patient records, medical images, and other data can be stored in a
central server or cloud-based system, making it easier to maintain, back up, and
secure the data.
Security and Authentication: Networking in an HIS enables the implementation of
robust security measures. Access to patient data can be controlled through
authentication mechanisms, ensuring that only authorized personnel can view or
modify sensitive information.
Scalability: As hospitals expand and the volume of patient data grows, networking
infrastructure can be scaled to accommodate increased data traffic and additional
users.
Efficient Communication: Networking supports email, messaging systems, and
VoIP (Voice over Internet Protocol) for efficient communication among hospital
staff. This facilitates rapid response to patient needs and administrative tasks.

5. Data Backup and Recovery: Networking allows for automated data backup and
disaster recovery solutions. Patient data can be regularly backed up to secure
locations, reducing the risk of data loss in case of system failures or disasters.
Compliance with Regulations: Healthcare facilities must adhere to strict data
privacy and security regulations. Networking technologies help hospitals implement
the necessary safeguards to comply with these regulations.
Telemedicine and Telehealth: In an era where telemedicine and telehealth services
are increasingly important, networking enables virtual consultations, remote
monitoring, and the exchange of medical information between healthcare providers
and patients, even when they are not physically present in the hospital.
Thus networking is fundamental to the functioning of a Hospital Information
System, as it facilitates data sharing, communication, collaboration, and access to
patient information across the healthcare organization. It plays a critical role in
improving patient care, efficiency, and the overall effectiveness of healthcare
delivery within the hospital.
Inventory Management System (IMS)
Inventory management in a Hospital Administration System (HAS) is crucial for
ensuring the availability of medical supplies, equipment, and pharmaceuticals while
minimizing waste and controlling costs. Effective inventory management in a
hospital helps in providing timely patient care, optimizing resource utilization,
and complying with regulatory requirements.
Here are key aspects and strategies for managing inventory in a hospital
administration system:
Centralized Inventory Database: Maintain a centralized database within the HAS
to track all inventory items. Each item should have a unique identifier, description,
quantity on hand, unit of measurement, supplier information, and reorder point.

6. Automated Tracking: Implement automated tracking systems, such as barcoding
or RFID (Radio-Frequency Identification), to accurately record item movements,
including deliveries, usage, and returns. This reduces manual data entry errors.
Categorization and Classification: Group inventory items into categories (e.g.,
medical supplies, pharmaceuticals, equipment) and classify them based on factors
like criticality, expiration date, and usage frequency.
Reorder Point and Par Levels: Set reorder points for each item based on
historical usage data and lead times. When the stock falls below the reorder point,
it triggers an automatic reorder to prevent stockouts. Par levels represent the
desired quantity to be maintained in stock.
ABC Analysis: Prioritize inventory items using ABC analysis, where items are
classified as A, B, or C based on their value or usage. "A" items are high-value or
high-usage items and require more frequent monitoring and tighter control.
Supplier Management: Maintain a list of approved suppliers and establish
contracts or agreements to ensure a steady supply of inventory items. Monitor
supplier performance, pricing, and delivery times.
Expiration Date Management: Ensure that items with expiration dates, such as
medications and sterile supplies, are closely monitored. Use a first-in, first-out
(FIFO) or first-expiry, first-out (FEFO) system to rotate stock and reduce wastage.
Quality Control: Regularly inspect and audit inventory items to ensure quality and
compliance with safety standards. Remove damaged or expired items promptly.

7. Demand Forecasting: Use historical data and forecasting techniques to predict
future demand for inventory items. This helps in adjusting reorder points and
quantities.
Electronic Health Records Integration: Integrate the inventory system with the
Electronic Health Records (EHR) system to link inventory usage to specific
patients, procedures, or departments for accurate billing and cost allocation.
Reporting and Analytics: Generate reports and analyze inventory data to identify
trends, cost-saving opportunities, and areas for improvement. Regularly review
inventory turnover rates, carrying costs, and stockout incidents.
Emergency Preparedness: Maintain a safety stock of critical items for emergency
situations or unexpected spikes in demand, such as during disease outbreaks or
natural disasters.
Inventory Audits: Conduct regular physical inventory audits to reconcile the
recorded inventory levels with the actual stock on hand.
Training and Education: Train hospital staff involved in inventory management
on best practices, procedures, and the use of inventory management software.
Effective inventory management in a Hospital Administration System not only
ensures the availability of necessary items for patient care but also contributes to
cost control, improved efficiency, and regulatory compliance within the healthcare
facility.

8. Purpose of Inventory management in Hospital Administration system
Inventory management in a Hospital Administration System serves several
important purposes, all of which contribute to the efficient and effective operation
of a healthcare facility:
Purpose of IMS:
 Ensure Continuity of Patient Care
 Cost Control
 Compliance with Regulations
 Emergency Preparedness
 Optimize Resource Allocation
 Prevent Stockouts
 Prevent Overstocking
 Improved Financial Management
 Data-Driven Decision-Making
 Quality Assurance
 Patient Billing and Reimbursement
In summary, inventory management in a Hospital Administration System plays a
critical role in ensuring patient safety, controlling costs, complying with
regulations, and optimizing resource allocation. It is a foundational component of
effective hospital administration and contributes to the overall quality of healthcare
services provided by the facility.
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What are the types of Inventory
Management?
In healthcare inventory management, two primary methods are employed:
perpetual and periodic. These approaches play a critical role in maintaining
seamless operations and cost-efficiency, ensuring healthcare facilities can

9. deliver high-quality patient care while managing their inventory with
precision.
1) Periodic inventory
Periodic inventory management depends on manual data entry and
updates performed by employees. As the name implies, inventory counts are
taken periodically, typically on a weekly or similar basis.
While this approach may suit small healthcare facilities, it is less optimal for
larger organizations such as hospitals. In this method, employees are tasked
with manually updating supply and equipment inventory records.
For larger healthcare facilities, implementing more advanced and automated
inventory management solutions is essential to ensure efficiency and
accuracy in managing their inventory.
Periodic inventory management has a major drawback due to the potential
errors resulting from manual data entry. This method demands more manual
labor, diverting valuable time from critical tasks. That is the reason it is better
suited for smaller facilities with fewer items to track.
2) Perpetual inventory
Perpetual inventory management is an advanced system that automatically
updates inventory data, eliminating manual entry. Leveraging RFID
technology and advanced software, it continuously tracks and records
products and assets, streamlining inventory management for healthcare
facilities.
While the cost of such software may be higher, the benefits of real-time and
efficient inventory tracking make it a valuable investment for healthcare
organizations.
Perpetual inventory systems have the advantage of tracking purchases,
deliveries, additions, and subtractions, allowing healthcare facilities to
maintain accurate and up-to-date inventory records.
This automation relieves the burden on medical staff, allowing them to focus
on patient care. Alerts and notifications prompt timely restocking, ensuring
essential supplies are never overlooked.

10. Overall, these systems optimize inventory management, improving
operational efficiency and patient care.
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Healthcare Inventory Management System
Benefits
Unlock the potential of efficient inventory management in healthcare
organizations and discover the power of streamlined operations and enhanced
performance.
You can experience benefits such as seamless implantable device tracking,
safeguarding investments, and ensuring contract compliance.
Furthermore, hospital inventory management software improves different aspects
of your medical facilities. Here are the benefits it offers:
1) Efficient Management of Stocks.
2) Streamline Prescription lOT Tracking and Highlight high-risk
Medications
3) Investment Protection
4) Monitoring and Tracking Medical Devices
5) Use of analytics in corporate decision-making
6) Contract Compliance
7) Save costs
8) Improve staff morale and patient experience
.