Nutr 564: Information Management Nutr 564: Management Barbara Bruemmer Ph.D., R.D. UW Nutritional Sciences Summer 2005

Information Management List ways in which you manage information List ways in which you manage information What tools do you use? What tools do you use? Be prepared to offer one tip on a method to improve information management Be prepared to offer one tip on a method to improve information management

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

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

Types of InfoFilesExamples DocumentsConsistency in storage form Word Consistency in titleWeb/html Acrobat (read only) TextConsistency in storage formWord Consistency in titleAccess Specialized program NumericalzeroExcel Missing valuesAccess Information Management

Types of InfoFilesExamples DataInput filesStatistical Programs Output filesSPSS TablesStata GraphicsSAS Data-mixed type TextExcel NumericalAccess FormulasSpecialized program Information Management

Specialty Issues: Research references: AuthorOther authors TitleJournal / book title VolumeYear PageKeywords Toggle Comment Programs: Ref Man Consider compatibility with Medline Consider compatibility with Medline Consider flexibility Consider flexibility Information Management

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

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

Characteristics of a quality program 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. Information Management

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

Information flow Information flow –Multidirectional Types of institutional information Types of institutional information –Internal –External –Confidential –Legal Information Management

Information Production Production Production –Intrinsic BasicBasic –data that is produced, does not need manipulation –“Raw” data ProcessedProcessed –Greater control –Greater accuracy (if QA in place) Must conduct auditsMust conduct audits –Increased speed –Increased volume

Information Production Production Production –Extrinsic Database 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 Spreadsheet “A tool that allows input of numerical data into rows and columns for computation and analysis AccessExcel

Information Management - Discussion Strengths and Weaknesses of software programs

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

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

Retrieval 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 Information Management

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

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

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