MEDICAL RECORDS MANAGEMENT IN EYE CARE SERVICES

1. MEDICAL RECORDS MANAGEMENT IN EYE CARE SERVICES 10.Computers and its uses in Medical Records Management

2. Manual system in Medical Records Management Previously Registration, Investigations, Admitting and surgery procedures were done manually before the advent of computers. This had many disadvantages like: • Duplication of Work. • Time consumption. • Clerical efforts. • Paper & Equipment cost involvement. • Human errors. • Delay in patient care due to manual procedure.

3. Computers and its Uses in Medical Records Management What is a computer? • A computer is a device that accepts information ( in the form of digitalized data) and manipulates it for some result based on a program or sequence of instructions on how the data is to be processed. Key Board: • A key board is basically a board of keys. Along with the mouse, the key board is one of the primary input devices used with a computer. • The keyboard design comes from the original typewriter keyboards, which is arranged with letters and numbers in a way that prevents the type-bars from getting jammed when typing quickly.

4. Computers and its Uses in Medical Records Management Data Storage Devices: • This device stores information on a long term basis. There are two types of storage devices internal and external. • The storage devices are Hard discs and optical discs (CD’s & DVD’s). The Printer: • Printer is a device that translates signals from a computer into words and images onto paper in black and white or color. Printer types include dot matrix, ink jet, laser, impact, fax and pen, plotters and ink devices. The Mouse: • The mouse is the cursor control device, by which many operations of the computer can be performed.

5. Computers and its Uses in Medical Records Management Software: • The software refers to the medium containing the information that instructs the hardware how to perform a particular task. Coded instructions (program) make a computer to do useful work. Program: • A program is a set of instruction written in various computer languages or an application program for performing a task. • Most computer consist of a loadable set of instructions which determines how the computer will react to user input when the program is running. Operating system: • There are three types of operating system. They are MS-DOS, MS Windows, UNIX operating system. • The MS-system is the commonly used operating system in the personal computer. • The net work version is also used in Local Area Network computers.

6. Computers and its Uses in Medical Records Management Application Program: • A program that performs tasks is called an application program. • A word processing program is an application program that inputs, edits and prints documents such as letters, memos, and reports. Microsoft Word: (Word Processor) • A word process is a program for manipulating text. Such programs allow you to type a document and alter it on the screen as you type. • You can move directly to any point within the document to add, delete, copy or move a section of text. Microsoft Excel: (Spread sheet) • An excel program turns the microcomputer into an accountant’s worksheet. • It can be used to plan budgets, to do accounting tasks, and to analyze investments.

7. Computers and its Uses in Medical Records Management Microsoft Access: (Database Management) • Database is very important for any organization. • For example, there is a data sheet in the patient’s information and the laboratory generates an investigation report for every order places. • These information data can be easily maintained by storage in a diskette. • When necessary such data can be analyzed or updated by using the data base management program. Graphics: • Graphic programs help in creating images on a screen and to print such images with a printer or plotter. • The most common graphics are bar charts, line graphs, pie charts and, histograms.

8. Computers and its Uses in Medical Records Management Computers and Communication: • With the online system and internet facilities, computer users all over the globe are able to communicate with each other via electronic mail and with minimal cost. • The hospital of different parts of the world want to share their medical technology through the internet facility or telemedicine facility. E-Mail (Electronic Mail): • By electronic mail one can receive memos, reports, and sales information from anywhere in the world. • The sender can deposit the mail at any time, and you can view your mail by using a communication program to transmit the mailbox to your computer.

9. Development of Computerized Medical Records Management system • The development of computerization in the field of medical records was started by storing the patient demographical information which was retrieved as and when necessary. • The clinical information including diagnostic and operation indices is also stored separately. This has reduced the manual work carried out for the statistical purpose. • The invention of the Local Area Network (LAN) and Wide Area Network (WAN) have enabled individual computers to be linked with the help of a central server. • This type of networking system made the data available at any part of the hospital where the computers are connected to the central server.

10. Development of Computerized Medical Records Management system • Even the health care organizations which are geographically located in different areas are linked through the telephone lines by a modem. • The technology of the scanner is the same as the photocopying machine, but the image scanned is stored in the electronic medium. This technology is the field of the medical record has eased the process of retention of inactive records by scanning and storing them in the electronic medium. • This has also paved the way for the electronic patient record. Instead of physical records, now records are documented by typing the information straight into the computer and diagnostic images scanned and stored to be available online. • Once the information has become inactive, it will be stored in the secondary storage device for future reference.

11. Computers and its Uses in Medical Records Management Telemedicine: • The Tele-medicine is nothing but, the transfer of the health information from one part of the world to the other to get the expert opinion for further management of patient care through telemedia. Electronic Medical Records: (EMR) • The paperless medical records can be defined as the patient care management data entered directly or infused into an electronic machine which is capable of accepting, storing, and retrieving comprehensive integrated data in the least possible time at the required places. • The health care professionals especially nurses are more productive as less time is devoted to paperwork and also instant billing is possible.

12. Computers and its Uses at Aravind From 1992 onwards medical records registration and admission process were computerized in Aravind Eye Hospital. Some of the important functions of computers in MRD are • Registration • Medical record entry • M.R.No Tracking & Patient Query • Admission and Discharge Processing • Post Surgical Follow up Report • Surgeon wise Report • Surgery wise Report • Age wise Surgery Report • Diagnosis wise Report

13. Key points to Remember • A personal computer is a single device which consists of a number of separate components that work together as a microcomputer system. • Keyboard consists of various keys that allow the user to input data, control cursor and pointer locations, and to control the dialog with the workstation. • The two types of data storage device are internal data storage called the hard disk, which included floppy disks, and CD-ROM diskettes. • The optical disk uses a laser to write data on to a hard magnetic platter. • Printer is a device that translates signals from a computer into words and images onto paper in block and white or color.

14. Key points to Remember • The physical components of a microcomputer system are collectively called as hardware. • Software refers to the medium containing the information that instructs the hardware how to perform a particular task. • A program is a set of instruction written in various computer languages or an application program for performing a task. • By using Electronic-mail the sender can deposit the mail at any time, and the receiver can view the mail by using a communication program to transmit the mailbox to his/her computer.

15. Answer the following • Explain the briefly about various parts of the computer with examples. • Write short notes on Microsoft office and explain how it is useful to the staff of medical records. • What is the work of a printer? Mention the common types of printer and explain how it is useful to the functions of medical records? • The recent trend of using HMS software has emerged most probably in all the hospitals. How this will be useful to your hospital? • The health care system is rapidly changing with new innovations to change the entire medical records to a paperless office. Explain how this will be possible and the benefits thereafter?

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