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Chapter-2

Special Study-Role of MIS implemented by ICT Health

An information system is an organized combination of people, hardware, software, communications

Networks and data resources that collects, transforms, and disseminates information in an

organization.

INTRODUCTION

MIS-Management Information System-

The MIS is defined as a system based on the database of the evolved for the purpose of providing

information to the people in the organization.

An MIS provides managers with information and support for effective decision making, and provides

feedback on daily operations.

Outputs or reports are usually generated through accumulation of transaction processing data.

Each MIS is an integrated collection of subsystems, which are typically organized along functional

lines within an organization.

Generic role of MIS-

The role of MIS in an organization can be compared to the role of heart in the body.

The information is the blood and MIS is the heart. In the body the heart plays the role of supplying

pure blood to all the elements of the body including the brain.

The MIS plays exactly the same role in the organization.The system ensures that an appropriate

data is collected from the various sources, processed, and sent further to all the needy destinations.

The system is expected to fulfill the information needs of an individual, a group of individuals, the

management functionaries: the managers and the top management.

The MIS satisfies the diverse needs through a variety of systems such as Query Systems, Analysis

Systems, Modeling Systems and Decision Support Systems.The MIS helps in Strategic Planning,

Management Control, Operational Control and Transaction Processing.

ROLE OF MIS IN KOTHARI MEDICAL HOSPITAL(KMC)

INTRODUCTION- KMC mainly uses the software named HINAI which is implemented by ICT

Health to carry out the pivotal functions of each and every work of the hospital starting from

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admission procedure uptill the discharge procedures.Other than this software they also use their

own coded software i.e. KMC Central of Foxpro which runs on DOTS programme, a programe of

Microsoft. The Foxpro software is widely used in HR department, Time keeping department and

Payroll as well.The Hinai software is implemented by ICT Health which is a third party software

but is customised by the IT team of KMC based on the users requirements. Regarding the usage of

the software when a problem is faced in any of the departments it is totally handled by the IT

Department.The user after facing any problems first contacts the IT team about the issues and with

the help of the Hinai Portal (Help centre) the issues are updated and thereafter the team contacts

the ICT Health. After going through the issues ICT customer sevice proides the favourable

solutions for it.In Finance department, the software which is used is known as Tally but bridging is

done where the Hinai plays a major role for the financial department progress. As Hinai stores all

the information of the hospital workflow but a speck of information is transferred to Tally software

where the user modifies the downloaded information and thus reports are generated.

Working Procedure of MR in KMC

Documented Policies and Procedures exist to meet the information needs of

the care providers, Management of the organisation as well as other

agencies that require data and information from the Organization.

MIS helps to store a complete and accurate Medical Record for every patient.

Documented Policies and Procedures are kept in place for maintaining

confidentiality, integrity and security of record data and information.

Documented Policies and Procedures exist for retention time of

records, data and information.

MIS regularly carries out review of Medical Records.

MIS consists of the process in place for effective management of Data.

The Medical Record reflects continuity of care.

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The information needs of the organization are identified and were appropriate to the scope of the

services being provided by the organization & the complexity of the organization.Documented

policies and procedures to meet the information needs exist.These policies and procedures are in

compliance with the prevailing laws and regulations. All the information and technology

acquisitions are in accordance with it. The organisation contributes to external databases in

accordance with law and regulations.

Formats for the data collection are standardized and hence there are necessary resources which are

available for analyzing the data. The documented procedures are laid down for timely and accurate

dissemination of data. The documented procedures exist for storing and retrieving data. Appropriate

clinical and managerial staffs participate in selecting, integrating and using data.

In all hospitals every medical recordhas a unique identifier. Organization policy identifies those

authorized to make entries in medical record. Each entry in medical record are named, signed, dated

and timed. The person who made the entries can be identified as the data stores the sample

signature.The content of the medical records are identified and documented. The record provides a

complete, up-to-date and chronological account of patient care. Provision is made for 24 hours

availability of the patient’s record to the hospital database to ensure continuity of care.

The medical record contains information regarding reasons for getting admitted, diagnosis and care

plan. It also contains the result of the tests carried out and the care provided.Operative and other

procedures which are performed are incorporated in the medical record. When patient is transferred

to other hospital they need to fill up a form which is later documented consisting the date of

transfer, reason and the name of the patient. In case of death, the medical record contains a copy of

the issued death certificate. Thus with the help of database they have access to current and past

medical records.Documented policies and procedures exist for maintaining confidentiality, integrity

and security of record data and information. The organization has an effective process for

monitoring compliance of the laid down policy and procedure. The medical records are reviewed

periodically which uses a representative sample based on statistical principles. The review is

conducted by internal auditors which focus on the timeliness, legibility and completeness of the

medical record. It includes the record of both active and discharged patients. Appropriate corrective

and preventive measures are undertaken with a defined period of time.

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Detail of the Assigned Task:-

For the MIS part of the project the assigned task was- with the help of a unique

identification and password the everyday process of converting the stored data from

database with the help of Hinai software and transferring the information to the Tally

software was done only for Finance Department every day. The steps were as

follows:-

Tally data import from Hinai (from IT department

To Finance department):-

Open Hinai

with unique

ID and

Password.

Put date in the

Finance

department

column and

click on search.

Previous

day data

inputed.

Clear

database and

download

from Hinai.

Downloaded

via locally

database.

Generate GRN

dates and copy to

clipboard.

Generate

sponsored data

and billing and

copy to

clipboard.

Generate GR N Note

Data and copy to

clipboard. If billing is

cancelled then it is send

to finance for further

procedure.

Work done in

Tally.