CIO Briefing: Process of Health Care Information

CIO Briefing: Process of Health Care Information System Selection and Organizational Goals

Process of Selection of Health Care Information System

In order for the organization to begin the selection of a health care information system, it is necessary that a records committee be formed for this purpose. The general staff for such an initiative will include the CIO along with a cochair of records and content management and other members which may include a direction of information technology and director of health information management, a compliance officer, an information security officer, a privacy officer, and representatives from: (1) nursing services; (2) business services; (3) pharmacy services; (4) laboratory services; (5) medical services; (6) surgical services; (7) mental health services; (8) human resources; (9) employee education services; and (10 quality improvement office. (Journal of AHIMA, 2008) This committee is responsible for the development of principles and procedures for managing and access of data from both internal and external sources. (Journal of AHIMA, 2008, paraphrased) The committee is also responsible for developing the principles and making improvement to procedures for communicating information organization-wide and the effective management of information focused on increasing the value, reducing risk and improving operational efficiency. (Journal of AHIMA, 2008, paraphrased) Other responsibilities include those as follows:

(1) Assessment of the timeliness, accuracy, and availability of pertinent clinical, fiscal, and administrative reports.

(2) Assessment of the completeness and pertinence of documentation in the health record.

(3) Monitoring the confidentiality, security, and integrity of data, computers, and networks, including the health record.

(4) Monitoring the organization's unmet information needs, including the need for equipment, software, education, security, policies and procedures, personnel, and support, and making recommendations to meet those needs.

(5) Ensuring compliance with Joint Commission standards in the area of information management.

(6) Ensuring the organization is in compliance with guidelines and regulations regarding information and information systems.

(7) Developing and enforcing policies and procedures related to information lifecycle controls, including appropriate retention and disposal requirements, thereby mitigating the risk of information loss or legal exposure.

(8) Providing recommendations as requested by business process owners or other committees as to the suitability and priority of requests for equipment, programming, services, and products for information systems.

(9) Conducting strategic planning for the information needs of the organization. Aligning current ECR activities with the organization's strategic goals for overall improvement in the quality of patient care, and with other strategic initiatives. (Journal of AHIMA, 2008 )

II. How Organization's Goals Drive Selection

The work of Groen and Wine (2005) entitled "The Health Information Technology Sharing (HITS) Process" states that the process of choosing a health information system is driven by the following factors:

(1) Organizational needs that lend themselves to potential sharing opportunities

(2) Mandates, such as from Congress or the CEO, that provide impetus to pursue a sharing initiative

(3) Benefits to all partners based on objective analysis of existing systems and planned implementations; and (4) Alignment with mission and goals of partnering organizations

III. Roles of Organization's Stakeholders in Selection and Acquisition Process