Ensuring the Quality and Best Use of Information Chapter 3 Ensuring the Quality and Best Use of Information

Data Management Process of controlling the collection, storage, retrieval, and use of data to optimize accuracy and utility while safeguarding integrity Also known as business intelligence (BI)

How can we make the right decision without good data management?

Data Management Levels Data entry level System analysts help identify data needed and collection Method of collection Programmers create computer instructions that collect required data build the database Database is a file structure that support the storage of data in an organized fashion an allows data retrieval as meaningful information

Data Management levels Database administrator (DBA) oversees details of maintaining and using database Optimizing the use of the database

Data Warehouse Repository for storing data from several different databases so that it can be combined and manipulated to provide answers to complex analytic questions

Data Storage Online storage Offline storage Provides access to current data Rapid, using high-speed hard disk drives or storage space on the network Virtual drives Offline storage For data that are needed less frequently, or for long-term data storage of old client records Can be done on any secondary storage device CDs, DVDs, External HD,

Data Storage Considerations Speed/frequency of access needed Virtual drive vs. DVD Environmental conditions and hazards Temp., water, fire, magnetic fields Control of equipment and media Logical restriction Physical restrictions Contingency planning Backup copy 8

Data Storage Considerations Storage period for each record type Patient info should be stored for certain minimum length Media degradation DVD may degrade after few years, transfer data in case longer storage required Obsolescence of hardware and software Rapid advance in technology threaten the use of old tech. Eg. Floppy disk

Outsourcing Process by which an organization contracts with outside agencies for services Must consider costs Personnel Space Equipment Maintenance Expertise

Data Retrieval Process that allows the user to access previously collected, stored data Considerations Performance response: the ability of the system to respond to the user’s request Capacity—amount of data that can be stored and retrieved Security—protected against unauthorized access Cost: hardware, software, personnel

Data Exchange Growing expectation that information collected in one facility will be available to another E.g. a patient may have surgery in once center but have a follow up appointment at a satellite location

Data Mining Technique that uses software to look for hidden patterns and relationships in large groups of data E.g. in business used to identify the customers interest and marketing trends

Data Cleansing Procedure that uses software to improve the quality of data to ensure that it is accurate enough for use in data mining and warehousing Used to fix inconsistent entries, duplicate entries Typos, misspelling

Data Disposal Physical destruction Software destruction Secure disposal of documents containing PHI Shredding Deform/destroy storage media Software destruction Overwrite data

Chch. Of Quality information Timely: insurance info available immediately at a follow up visit Precise: abdominal surgery vs. specific name of the surgery Accurate: left vs right below knee amputation Numerically quantifiable: stage of ucler, cancer

Quality information Rapidly and easily available: pt in ER, allergies can be quickly retrieved from EMR past history Comprehensive: info about med include name dosage, frequency Clear: patient don’t like eggs vs. allergy from eggs Current: regular update

Threats to information quality Alteration of files Accidental or intentional change of data System alteration Adding of new function may result in data loss Viruses, Trojans, worms Damage, steal info

Threats to information availability Destruction of hardware or software, or even data Natural or manmade Interruption of power Loss of power  loss of data Denial of service Malicious software overwhelm a website  access denied Sabotage Intentional destruction of harware, software or data

Threats to confidentiality Failure to adhere to information policies Misuse of computer access Eavesdropping Unauthorized access to info Looing at the system data Improper handling of confidential data Unauthorized reception of wireless network technology transmissions