Nutr 564: Information Management

1. Nutr 564: Information Management Nutr 564: Management Barbara Bruemmer Ph.D., R.D. UW Nutritional Sciences Summer 2002

2. Information Management Objectives: • Define key terms in information management • Review types of information • Discuss information management systems • Develop strategies to manage nutrition information

3. Information Management • List common types of information for assimilation and storage: • Identify types of information in the field of nutrition and dietetics: • patient care • food composition • public policy / regulations • food service • Medical research • public health

4. Information Management Objectives: • Define key terms in information management • Review types of information • Discuss information management systems • Develop strategies to manage nutrition information

5. Information Management Information Management: “the effective production, storage, retrieval, and dissemination of information in any format and on any medium” Hudson Strategic Information Management: Business plans that support the formulation of information strategy Information Technology: The use of computer technology in managing, processing, and accessing information.

6. Information Management Archive: Stored information Confirm retrieval Interface Connection that allows communication and interaction between two software systems Patient Information Systems The management information system that is used for the processing of patient information (patient records, medical histories, and billing and financial information) in health care facilities.

7. Information Management Paperless Medical Record Computer-based electronic data processing and storage of medical records that eliminates the need for hard copies of these documents. Research Records / FDA forms

8. Information Management Paperless Medical Record Computer-based electronic data processing and storage of medical records that eliminates the need for hard copies of these documents.

9. Information Management Medical Informatics: “Simplistic definition:Computer applications in medical care” “Complicated definition:Biomedical Informatics is an emerging discipline that has been defined as the study, invention, and implementation of structures and algorithms to improve communication, understanding and management of medical information. The end objective of biomedical informatics is the coalescing of data, knowledge, and the tools necessary to apply that data and knowledge in the decision-making process, at the time and place that a decision needs to be made. The focus on the structures and algorithms necessary to manipulate the information separates Biomedical Informatics from other medical disciplines where information content is the focus.” Aamir Zakaria, M.D.; Vanderbilt Univ. http://www.faqs.org/faqs/medical-informatics-faq/

10. Information Management Medical Informatics: 'Health informatics'is now tending to replace the previously commoner term 'medical informatics', reflecting a widespread concern to define an information agenda for health services which recognizes the role of citizens as agents in their own care, as well as the major information-handling roles of the non-medical healthcare professions. British Medical Informatics Society; http://www.cs.man.ac.uk/mig/links/what.medinfo.html

11. Information Management Information and communication “Open the application”

12. Information Management Objectives: • Define key terms in information management • Review types of information • Discuss information management systems • Develop strategies to manage nutrition information

13. Information Management Types of Info Files Examples Documents Consistency in storage form Word Consistency in title Web/html Acrobat (read only) Text Consistency in storage form Word Consistency in title Access Specialized program Numerical zero Excel Missing values Access

14. Information Management Types of Info Files Examples Data Input files Statistical Programs Output files SPSS Tables Stata Graphics SAS Data-mixed type Text Excel Numerical Access Formulas Specialized program

15. Information Management Types of Info Files Examples Calendars Outlook Hand-held devices Specialized program Address books Word Access Outlook Handheld devices

16. Information Management Types of Info Files Examples Web Pages Web pages Front Page with links Netscape Composer Images Photos Photo Editor Projects Timelines Microsoft Project Graphics Audio & Media Player Mixed Media

17. Information Management Specialty Issues: Research references: Author Other authors Title Journal / book title Volume Year Page Keywords Toggle Comment Programs: Ref Man Consider compatibility with Medline Consider flexibility

18. Information Management Specialty Issues: Data entry: Data entry options for handheld devices, e.g. Palm

19. Information Management Problems/ Limitations 1. What is the ‘life’ of the program? 2. What if the program is discontinued? 3. Can you transfer the information to another program? 4. Can you interface with another program? 5. How flexible is the program? 6. What limit is there for memory, fields, etc.?

20. Information Management Objectives: • Define key terms in information management • Review types of information • Discuss information management systems • Develop strategies to manage nutrition information

21. InformationManagement • Characteristics of a quality program • Cost / Expense to maintain and renew license • Stable • Secure • User-friendly • Timely and compatible updates • Flexible • Input and output of equal quality • Memory reasonable • Good interface • Other features available as necessary, e.g. sorting, merging, etc.

22. Information Management • Standardization • LAN compatible systems (PCs) • Definitions/ criteria • Data processing systems • Efficient - duplication wastes resources, time • decrease the risk of errors • decrease the likelihood of retrieving bad information • How many different variables do you track? Keywords?

23. Information Management • Standardization • Institutional policy • Programs should be consistent • Naming of files / storage • Backups, who is responsible • What maintenance is available • Importance of policies and procedures

24. Information Management • Information flow • Multidirectional • Types of institutional information • Internal • External • Confidential • Legal

25. Information Production • Production • Intrinsic • Basic • data that is produced, does not need manipulation • “Raw” data • Processed • Greater control • Greater accuracy (if QA in place) • Must conduct audits • Increased speed • Increased volume

26. Information Production • Production • Extrinsic • Program “The set of instructions that a computer follows when processing information. A program utilizes information from a database to transform input into output

27. Information Production Access Excel • Production • Extrinsic • Database “a set of related information that is organized and stored in a computer for access and is usually associated with software applications” Hudson • Spreadsheet “A tool that allows input of numerical data into rows and columns for computation and analysis

28. Information Management -Discussion Strengths and Weaknesses of software programs

29. Information Management - Discussion Use the correct program for your needs Test compatibility Test output

30. Information Management • Storage • High tech options • Programs, compatible, widely available, training is offered • Systems, capacity for storage

31. Information Management • Retrieval Only as good as the person who understands what they want to retrieve and what they expect to do with what they retrieve • Garbage in = Garbage out

32. Information Management • Retrieval • Organization System • Search engine • Directory/ site map • Basic search/ advanced - word search • Google, Yahoo, MSN, Lycos, Web crawler • Evidence Based Medicine • Multiple search engines, nonspecific keywords, level of evidence, etc. • Read only restrictions • Password protection

33. Information Management Objectives: • Define key terms in information management • Review types of information • Discuss information management systems • Develop strategies to manage nutrition information

34. Information Management “Managers must find ways to utilize the information that they have without either becoming overburdened by too much data or settling for less data than is needed.”Hudson

35. Information Management Consider information management an area for professionals. Conduct a thorough review of your needs prior to selecting an IM system and software. Examples: Budget programs Billing Scheduling Forecasting, purchasing, ordering Quality Assurance

36. Information Management Patient Care: Quality information management systems should: • Support quality care • Assure confidentiality • Facilitate communication • Streamline business practices • Billing, • Scheduling, • Appointment reminders • Lab results • Support Patient safety initiatives

37. Information Management Information as an asset: Leverage information for maximum effectiveness throughout the organization Protect information from a variety of threats and for a variety of purposes Monitor the use of information to ensure consistency in information practices www.arma.org/sim.index.cfm

38. Information Management Information as an asset: Quantify the value of information Forecast information that will be needed in order to make business units successful Maintain information for legal compliance and long-term access. www.arma.org/sim.index.cfm