1. Nutr 564: Information Management Nutr 564: Management Barbara Bruemmer Ph.D., R.D. UW Nutritional Sciences Summer 2002

2. 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

3. List common types of information for assimilation and storage: List common types of information for assimilation and storage: Identify types of information in the field of nutrition and dietetics: Identify types of information in the field of nutrition and dietetics: –patient care –food composition –public policy / regulations –food service –Medical research –public health Information Management

4. 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

5. 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

6. Archive: Stored information Confirm retrieval Interface Connection that allows communication and interaction between two software systems Patient Information Systems The management information system that is used for the processing of patient information (patient records, medical histories, and billing and financial information) in health care facilities. Information Management

7. 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

8. Paperless Medical Record Computer-based electronic data processing and storage of medical records that eliminates the need for hard copies of these documents. Information Management

9. Medical Informatics: “Simplistic definition: Computer applications in medical care” “Complicated definition: Biomedical Informatics is an emerging discipline that has been defined as the study, invention, and implementation of structures and algorithms to improve communication, understanding and management of medical information. The end objective of biomedical informatics is the coalescing of data, knowledge, and the tools necessary to apply that data and knowledge in the decision-making process, at the time and place that a decision needs to be made. The focus on the structures and algorithms necessary to manipulate the information separates Biomedical Informatics from other medical disciplines where information content is the focus.” Aamir Zakaria, M.D.; Vanderbilt Univ. http://www.faqs.org/faqs/medical-informatics-faq/ Information Management

10. 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; http://www.cs.man.ac.uk/mig/links/what.medinfo.html Information Management

11. Information and communication “Open the application” Information Management

12. 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

13. 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

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

15. Types of InfoFilesExamples CalendarsOutlook Hand-held devices Specialized program Address booksWord AccessOutlook Handheld devices Information Management

16. Types of InfoFilesExamples Web PagesWeb pagesFront Page with linksNetscape Composer with linksNetscape Composer ImagesPhotosPhoto Editor ProjectsTimelinesMicrosoft Project Graphics Audio & Media Player Mixed Media Information Management

17. 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

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

19. 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

20. 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

21. 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

22. Standardization Standardization –LAN compatible systems (PCs) –Definitions/ criteria –Data processing systems Efficient - duplication wastes resources, timeEfficient - duplication wastes resources, time –decrease the risk of errors –decrease the likelihood of retrieving bad information How many different variables do you track? Keywords?How many different variables do you track? Keywords? Information Management

23. 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 Information Management

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

25. 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

26. Information Production Production Production –Extrinsic Program Program “The set of instructions that a computer follows when processing information. A program utilizes information from a database to transform input into output

27. 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

28. Information Management - Discussion Strengths and Weaknesses of software programs

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

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

31. 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

32. Retrieval Retrieval –Organization System –Search engine Directory/ site mapDirectory/ site map Basic search/ advanced - word searchBasic search/ advanced - word search –Google, Yahoo, MSN, Lycos, Web crawler –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

33. 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

34. “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

35. Consider information management an area for professionals. Conduct a thorough review of your needs prior to selecting an IM system and software. Examples: Budget programs BillingScheduling Forecasting, purchasing, ordering Quality Assurance Information Management

36. 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

37. 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 www.arma.org/sim.index.cfm Information Management

38. 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. www.arma.org/sim.index.cfm Information Management