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    Refereed papers

    The role of the electronic medical record(EMR) in care delivery development indeveloping countries: a systematic review

    Faustine Williams MSResearcher, Health Management and Informatics

    Suzanne Austin Boren PhD MHAAssistant Professor, Health Management and Informatics

    School of Medicine, University of Missouri, Columbia, USA

    Introduction

    Most countries in Europe and the USA are increasingly

    using an electronic medical record (EMR) due to thebelief that it can help improve healthcare quality.Especially after Hurricane Katrina in 2005 theimportance

    of EMRs has been re-emphasised, since the hurricane

    destroyed or left inaccessible the medical records of anuntold number of people. This focused new attentionon the need for computerised medical records health

    ABSTRACT

    Objective Most countries in Europe and the USAare increasingly using an electronic medical record

    (EMR) to help improve healthcare quality.Unfortunately, most developing countries facemany challenges ranging from epidemics and civil

    wars to disasters: they also lack a robust healthcareinfrastructure in the form of information and com-munications technology (ICT) to ensure continuityof patient health which many research studies con-sider a lifesaving resource. The aim of this system-atic review is to examine the benefits of an EMR and

    its contribution to the development of healthcare

    delivery in developing countries.Methods We searched MEDLINE, PubMed,CINAHL, COMPENDEX and Academic SearchPremier as well as systematically searching thereference lists of included studies and relevantreviews. Inclusion criteria were that studies should

    relate to the importance and challenges of an EMRsystem, paper-based medical records, developmentand implementation of an EMR system in devel-oping countries or EMR impact on care delivery in

    developing countries.

    Results A total of 23 articles were identified thatmet the eligibility criteria. Articles identified were

    grouped into five non-exclusive areas: EMR benefits(n=4), challenges (n=6), transition from paper-based to EMR (n=5), EMR in developing countries

    (n=8) and pilot projects (n=5). Nine articles wereexcluded because three were not published in Englishand six were studies on EMR in developed countries.Conclusions The potential of EMR systems totransform medical care practice has been recognisedover the past decades, including the enhancement

    of healthcare delivery and facilitation of decision-

    making processes. Some benefits of an EMR systeminclude accurate medication lists, legible notes andprescriptions and immediately available charts. Inspite of challenges facing the developing world suchas lack of human expertise and financial resource,most studies have shown how feasible it could be with

    support from developed nations to design andimplement an EMR system that fits into this en-vironment.

    Keywords: computerised medical records systems,developing countries, information systems

    Informatics in Primary Care2008;16:13945 # 2008 PHCSG, British Computer Society

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    F Williams and SA Boren140

    records that follow patients, even if their doctorsoffices no longer exist. A disaster does not mean re-

    starting care from scratch. Unfortunately, mostdeveloping countries faced with challenges such asepidemics, civil wars and disasters, also lack robusthealthcare infrastructure in the form of informationand communications technology (ICT) to ensure thecontinuity of patient health which many researchstudies consider a lifesaving resource.

    Good health is not only important for individuals,but also for governments because it plays a central rolein achieving sustainable economic development andgrowth as well as effective use of resources.1 Un-

    fortunately, we live in a world where two thirds ofthe population lives in so-called developing coun-

    tries under conditions grossly different from those inthericher industrialisedcountries.2The Okinawa Charteron the Global Information Society, adopted by leadersof the G8 countries at their summit in 2000, re-

    emphasised the importance of ICTs in the globaldevelopment agenda.3 To ensure the MillenniumDevelopment Goals (MDGs) are achieved by 2015,the Socialist International has challenged the Organ-ization for Economic Cooperation and Development(OECD) countries to focus first on delivering Goal 8

    i.e. with additional and more effective aid, directedmainly to poor countries, and also more sustainabledebt relief and more trade and technology oppor-tunities for these countries.The Socialist Internationalhas pointed out that for poor countries to realise theMDGs, an additional US$50 billion is needed in aidfrom OECD countries. Further urgent measures must

    be taken to fix the problems in the international tradesystems that continue to prevent the worlds poorcountries from trading themselves out of poverty.4

    In spite of the importance of ICT and EMR systemsin developing clinical care and policy in developed

    countries, there are still some problems or challengesthat must be overcome. Among them are hardware

    and software compatibility, training, lack of qualitycontroland antiquated infrastructure.5Some researchersalso believe data collected in developing countries areincomplete, inaccurate, unreliable and not timely,

    therefore the potentials of EMRs may not be realised.6

    There is the fear that the use of an EMR system might

    expedite the dissemination of wrong or poor datawhich does not represent the truth, hence the slowpace of development.6 Irrespective of these challengesthe aim of this study is to examine EMR benefits to the

    patients, physicians and other care providers as well asits ultimate contribution to development of health-care delivery in developing countries.

    Methods

    Data sources

    Medline (19662007), CINAHL (19822007),COMPENDEX (19802007) and Academic SearchPremier (19842007) were searched using combin-ations of the following search terms: electronic medicalrecords OR informatics computerised OR informa-

    tion storage and retrieval OR medical informatics ORcomputer-assisted decision making OR information

    systems OR hospital information systems AND devel-oping countries. We also systematically searched thereference lists of articles retrieved. There was no limit-

    ation of publication date in the search; however, theearliest eligible article was published in 1995.

    Inclusion and exclusion criteria

    Our inclusion criteria were studies relating to theimportance and challenges of an EMR system, medical

    records, development and implementation of an EMRsystem in developing countries, and EMR impact on

    care delivery in developing countries. We excludedstudies that were not published in English as well asthose that were not on developing countries.

    Results

    While there have been many papers on EMRs or

    computer-based patient records, there exists only afew articles significant to this research area in devel-oping countries. In all, 32 articles were identified, butbased on the aforementioned selection criteria 23articles were considered eligible.2,526

    Benefits of EMR systems

    As already noted, EMRs and other decision supporttools like computerised physician order entry (CPOE)

    help to reduce medical errors.7 For example, someclinical information systems (CIS) are able to checkfor drug allergies, drug doses and appropriateness ofmedication, thereby eliminating the need for phys-icians to write orders by hand in the patients chart.According to Levesque every time someone in a practiceor hospital touches a chart, it costs the organisation

    nearly $3.8 Therefore one main advantage of an EMR

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    The role of EMR in care delivery development in developing countries 141

    is that care givers never have to worry about findinga chart, since information concerning the patient is

    already input into the computer.Another important element of an EMR is legibility

    of clinical notes.79 An EMR provides documentationin a computerised format that allows for data orrecords to be printed in text form rather than handwritten. Also the computer makes spelling, validityand range checks which prompt users when data entry

    error is detected. An EMR also increases efficiency ofhealthcare providers workflow. Thus, data entered intothe hospital information system (HIS) can be used torefer a patient to a specialist. Also, epidemiologists,

    researchers, physicians and other clinicians canextractinformation from HISs to protect and promote the

    health of the population through efficient surveil-lance, investigation, prevention and control of com-municable diseases of public health importance. Further,an EMR allows care providers an opportunity to be

    abreast of patient health status. For instance, by creatingshortcuts to documents warning about abnormallaboratory examination results, prescriptions and drugadministration, physicians are able to quickly providefeedback to patients without any difficulties. Otherbenefits of EMRs include data accessibility by multiple

    users and continuous data processing as well as auto-matic data back up and stored at different locationsoutside the hospital or clinics so that in case of disasteraccess to the record will not be denied.7,9

    Challenges of EMR systems

    Despite EMRs importance there are some challengesthat must be considered when designing and imple-

    menting EMR systems. One limitation is lack of hard-ware and software standardisation. Although standardsreduce development costs, increase integration andfacilitate the collection of meaningful aggregate datafor quality improvement and health policy develop-ment,5 due to the complexity and different needs ofeach of the units/departments within the healthcare

    industry, maintaining technological standards is alwaysdifficult. As a result, each department usually imple-ments its own technology pertaining to the needs of

    that unit, which makes it impossible for all systemswithin the hospital system to communicate. Further,lack of such standardisation makes it harder to auto-matically generate the alerts which are necessary for

    decision making.10 Similarly, a survey of US primarycare physicians identified 264 different EMRs in use.7

    Consequently, EMR systems development has hadproblems of proprietary and incompatibility.

    Other limitations include too many data sources,privacy, confidentiality and security issues and

    cost.5,1014,27

    Security is a very important issue, butit is essential that the appropriate users are not denied

    access when the information is needed. It is true thathospitals need robust ICT infrastructures, particularly

    in terms of hardware and software, but the cost of suchtechnology is highly capital intensive, therefore smallhospitals and developing countries especially find itdifficult to embark on. Also, due to the heavy costinvolved, any decision to implement an EMR shouldbe a strategic one involving all leaders from everysegment of the healthcare institution to facilitate the

    design, implementation and maintenance of the sys-tem. Further, due to fear, change is often considered athreat. Yet without adequate involvement of the usersof the system, the project can never be developed,

    implemented and maintained successfully.28

    Transition from paper-based to EMRsystems

    Converting from a paper-based to an EMR system iscomplex and difficult because it represents a paradigmshift for the work of physicians and other staff. Thetransition requires a systematic activity and must bemanaged from many aspects clinically, administrat-

    ively, culturally, and organisationally. The transitionmust include not only the process changes inherent inthe use of a new tool, but also the technical andprocedural training, and the resultant changes to

    physician and staff roles within the office.15 Subse-quently, it requires a strong management commit-ment and motivation.16 Secondly, involvement of allstakeholders, care providers and other users of thesystem right from the beginning is necessary forsurvival and sustenance of the project. Involving the

    stakeholders will help them to have a clear understand-ing of why the organisation is making the change.Involvement and understanding also helps users (careproviders) to identify themselves with activities thatwill make the transition very smooth to achieve desir-able outcomes.

    During this process, care must be taken not to

    impact the patientphysician relationship or the in-tegrity of the clinical processes covered. Some factorsto be considered during the process include: (i) cost oftraining, hardware and software; (ii) type of hardware

    and software; (iii) security of patient information;(iv) maintenance of patient privacy and confidentiality;(v) maintenance and integrity of medical record con-

    tent and (vi) continuity and quality of care must bemaintained through the transition period.15

    EMR systems in developing countries

    Although the need for EMR systems is felt in mostthird world countries, they lack financial and human

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    F Williams and SA Boren142

    resources vital for strategic policy making to eitheracquire, train, or accommodate informatics profes-

    sionals to handle the design and implementation ofsystems to meet their needs.1719 Again due to lack offunds and high costs of repair, developing countriesare not able to draw up maintenance plans to sustainthe few computers and other equipment donated byphilanthropists.

    Some researchers believe data collected in devel-

    oping countries are incomplete, inaccurate, unreliableand not timely, therefore the potential of EMR systemsmay not be realised.6 It is also suggested that the use ofan EMR might expedite the dissemination of wrong or

    poor data which does not represent the truth, hencethe slow pace of development.6 Further, it is assumed

    that technology architectures designed for developedcountries are appropriate and can easily fit into devel-oping countries environments. However, consideringthe differing cultural, organisational and environmental

    factors, it is essential for systems analysts and designersto research into these areas to design equipment per-taining to the needs of these countries. Finally, EMRimplementation in developing countries requireshuman resources, funds, systematic collection of dataand effective monitoring of the existing system. Gov-

    ernments, health managers and administrators haveto exercise strong commitment, and invest in HISs toimprove the health delivery status of their citizens. Tobridge the digital divide between the north and south,it is essential for international agencies and corpor-ations to assist developing countries in the areas oftechnology and manpower developments in order to

    meet the demand of 21st century healthcare delivery.

    Implementation of EMR systems indeveloping countries

    Availability of good quality data for continuity of care,decision making and allocation of limited resources inmost developing countries, and especially sub-Saharan

    Africa, remains a mirage. Table 1 provides an overviewof thedesign and implementation of three EMRprojects.

    These projects illustrated the potentials of imple-menting EMR systems in developing countries despite

    the challenges. To facilitate effective and efficient datacollection for policy making, evaluation, disease man-

    agement and quality care delivery, collaboration andinvolvement between developing countries and thedeveloped world is required.

    EMR impact on care delivery indeveloping countries

    EMR systems have been shown to be feasible andimportant in developing countries in spite of some

    challenges. Some immediate benefits on care deliverydevelopment are as follows:

    Patient care An EMR promotes effective and ap-propriate management of cases leading to quickerrecovery without undue hospitalisation. The econ-omic impact can be seen in terms of speedy storageand retrieval of patient records thus reducing un-necessary costs of repeating diagnostic examinationsover and over.14,18

    Planning and managementIncomplete and incor-rect information is leading to defective health plan-ning and management in most developing countries.Healthcare programs are failing because inaccurate

    data is used for planning. Access to accurate, correctand timely information could be a good source of data

    to plan and prepare for epidemics or disasters toprevent undue loss of life.7,18

    Research An effective HIS is indispensable infurthering medical research.16 Availability of quality

    data enhances identification of problems in treatmentand finds solutions to prevent extra costs due to ineffec-tive treatment, thus making care delivery less expensive.

    Discussion and conclusion

    The potential of EMR systems to transform medical

    care practice has been recognised over the past decadesincluding their ability to enhance healthcare deliveryand facilitate decision-making processes. Consequently,

    EMR systems and other clinical decision support toolsare currently used in both primary and secondaryhealthcare facilities in most developed nations. How-

    ever, implementing an EMR system or any HIS in aclinical practice is a daunting task. It requires goodplanning, strong management, clinical leadership andsupportive staff. The most immediate benefits of EMRsystems include accurate medication lists, legible notesand prescriptions, immediately available charts, de-creased chart pulls, lower transcription costs, medical

    errors reduction and improvement in quality care andstandards in patient safety. Unfortunately, most devel-oping nations lack the experts, funds and ICT infra-

    structure necessary for the implementation of suchmodern healthcare technology to ensure continuity ofcare.

    Another challenge facing the developing world relates

    to sustainableenergy, a key indicator for socio-economicdevelopment. Availability of and reliable access toelectricity is essential in healthcare delivery develop-ment. Despite this, most countries in sub-Saharan

    Africa and other countries in the developing worlddepend on hydroelectric dams as their main source of

    electricity. This usually becomes a problem during dryseasons when the water level drops, therefore leading

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    The role of EMR in care delivery development in developing countries 143

    Table 1 EMR pilot projects

    Cameroon20 Haiti22,24,25 Kenya2225

    Background MEDCAB is a locally designed

    electronic health record (EHR)

    system for primary healthcare

    (PHC) practitioners in

    Cameroon. It was released at

    the beginning of 2003. It is

    important to note that as with

    any other place in sub-Saharan

    Africa, the public sector is the

    principal healthcare provider.

    Non-governmental

    organisations, Partners In

    Health (PIH) and Zanmi

    Lasante, have collaborated to

    launch a community-based

    HIV treatment programme in

    Haitis impoverished area.

    The Mosoriot Rural Health

    Center comprises six separate

    clinics; adult medicine,

    pediatrics, well children (infants

    and children < 5 years of age),

    antenatal care, family planning

    and sexually transmitted

    infection (STI) clinics.

    Collaboration between Indiana

    University School of Medicine

    and the Moi University School

    of Medicine led to Mosoriot

    Medical Record Systems

    (MMRS) in 2001.

    Design MEDCAB was designed after

    in-depth observations and

    interviews, and modeling of the

    providerpatient encounters

    (PPE). Using the International

    Classification for Primary Care

    (ICPC-2) disease classification,

    and Visual Basic 6 (VB)programming language, the

    system development platform

    was Microsoft Windows, i.e.

    MS-Access and MySQL as the

    systems databases.

    It is a web-based system using

    satellite internet connectivity,

    hosted on a server in Boston,

    USA. It is bilingual (English and

    French) with an open source

    system backed by an Oracle

    database. Categories of data

    collected in the HIV-EMR arepatient demographics, previous

    treatment and any adverse

    effects, symptoms, physical

    examination, laboratory

    investigations, drugs etc.

    The MMRS consists of a paper

    encounter form, based on an

    IBM-compatible

    microcomputer powered by a

    UPS with solar battery back-up

    and programmed in Microsoft

    Access using the following

    modules; registration,encounter data, reports and

    data dictionary.

    Functions The system consists of many

    user interfaces with multiple

    functionalities including; users

    administration, medical

    encounter, patient registration,

    appointment management,

    report generation, patient card

    generator, diagnosis, etc.

    Healthcare professionals enter

    all clinical and drug

    information using a standard

    patient registration form. The

    system checks for drugs and

    their doses, administration

    procedures, allergies. It also has

    an inbuilt mechanism to detect

    errors such as prescribing

    zidovudine and stavudine

    together.

    The MMRS assign a unique

    registration number to patients.

    The report module generates

    monthly reports required by

    the Kenyan Ministry of Health.

    The data dictionary provides

    information on all diagnoses

    necessary for treatments.

    Implication/

    significance

    After four months of

    implementation, there was a

    significant decrease in coding

    time and consultation and

    better management of patients.Also there was a significant

    increase in best practices, i.e.

    system prompting for

    measurement of parameters and

    checking for unusual values

    (temperatures, blood pressures

    etc.), reminders for conditions

    requiring special attention and

    making data from previous

    contacts readily available.

    Successful implementation and

    use of the system has proved

    the importance of EMR in rural

    impoverished areas.

    Despite the digital divide,

    logistical and cultural problems,

    this simple inexpensive system

    is serving the needs of the

    Kenyan rural population byimproving on the quality of

    care, research and training for

    the local medical school.

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    F Williams and SA Boren144

    to power rationing.2325,29 Meanwhile, without reli-able and relevant HIS, healthcare providers cannot

    effectively plan, assess health needs of populations andgroups, make decisions to allocate scarce resources toimplement programmes, improve the quality of health,or address the numerous health issues facing themespecially HIVAIDS, tuberculosis, malaria and civilwars.

    In spite of these challenges, implementation of

    computer-based medical record systems in Haiti, Kenya,Rwanda and Cameroon, using web-based systemswith satellite internet connectivity and IBM compat-ible microcomputers powered by an uninterrupted

    power supply with solar battery back up, have shownhow feasible it could be with support from developed

    nations to design and implement systems that fit intothe developing world environment.20,2225 Finally, toavoid problems with inefficiencies and tie-in to ex-pensive software vendors regarding intellectual property

    rights and maintenance, developing countries can takeadvantage of various open source software (OSS)solutions that are available. Free and open-sourcesoftware is not only a useful and significant tool forthe developing countries, but clearly has the potentialto help reduce the costs associated with IT investment

    because these codes are freely available for public use.They can easily be modified and tailored towards theneeds of less developed countries, hence helping findsolutions to the most pressing problems faced by thepopulations in these countries.2426,30,31

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    CONFLICTS OF INTEREST

    None.

    ADDRESS FOR CORRESPONDENCE

    Faustine Williams

    School of MedicineUniversity of MissouriColumbiaMO 65211USATel: +1 (573) 7710 346Email: [email protected]

    Accepted April 2008

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