Best Practices for Successful IT Transformation in Hospitals

The healthcare industry, particularly hospitals, managed care groups and clinics catering to chronic illnesses are undergoing a profound transformation, thanks to the advancements in Technology including Automation Technologies and Artificial Intelligence. 

 

These technologies are not just enhancing existing treatment protocols and care processes; they're redefining the way hospitals and doctors operate, treat patients,speed up recovery and prevent health risks.

Embarking on an IT transformation journey is essential for modern healthcare institutions seeking to stay competitive and agile in a rapidly evolving digital landscape. To mitigate risks and maximize the benefits, consider these best practices, with simple examples to illustrate each point:

1. Seek Incremental Progress

Breaking down large transformation projects into smaller, manageable phases can significantly reduce complexity. For example, instead of overhauling an entire electronic health record (EHR) system at once, start by digitizing patient intake forms. This allows for early wins, creates organizational momentum, and enables continuous assessment and adjustment.

2. Ensure Strong Management

Robust program management frameworks are crucial for overseeing and guiding the transformation process. 

Imagine a hospital managing a facility-wide IT upgrade. By using a strong program management framework, they can ensure each department's needs are met, resources are efficiently allocated, and timelines are adhered to, avoiding project delays and budget overruns.

3. Redesign from scratch

Adopting a design which allows for a complete redesign of products and processes. For example, a hospital could design a new patient management system from scratch, rather than trying to patch and adapt their outdated database. This method helps organizations move away from legacy systems and create more efficient and modern solutions.

4. Create a Culture of Innovation

Fostering a culture of innovation within the organization is vital. For instance, a healthcare system could set up an innovation lab where employees can experiment with new technologies like telemedicine platforms or AI-driven diagnostic tools. This encourages continuous adaptation and integration of new technological advances.

5. Aligned Incentives for all stakeholders

Ensure that all stakeholders, including medical staff, IT departments, vendors, and integrators, have aligned incentives. A practical example would be aligning the goals of a software vendor with those of the hospital's IT department by structuring contracts based on performance and patient satisfaction metrics, ensuring both parties work towards common objectives.

6. Build internal capabilities

Invest in developing internal capabilities and forming strategic partnerships. For example, a healthcare organization could partner with a tech university to train their staff on the latest healthcare IT systems. This enhances the organization’s ability to innovate and implement new technologies effectively.

7. Technology Decoupling

Design technology architectures that minimize dependencies on specific vendors or technologies. For instance, a hospital could adopt a cloud-based solution that works with multiple providers, rather than relying on a single vendor. This approach enhances flexibility, reduces risk, and allows the organization to pivot more easily when necessary.

By adhering to these best practices and incorporating simple, relatable examples, healthcare and hospital administrators can navigate the complexities of IT transformation more effectively, ensuring they reap maximum benefits while minimizing potential pitfalls.

 

Whats right for you - an ELN or a LIMS ? Helping you choose

Digital platforms such as Electronic Lab Notebooks (ELNs) and Laboratory Information Management Systems (LIMS) have become indispensable tools for research scientists in almost all areas of research today. From sectors like Biotechnology to Water, from Criminal Forensics to Drug Development, these tools are now used by researchers and laboratory staff in Research Centers big and small. 

But what’s the difference between an ELN and a LIMS, and which one do you need?

A LIMS is a software system which manages all types of laboratory data including that of processes, instruments besides clinical data. A LIMS manages and automates workflows within the laboratory.

A good and carefully implemented LIMS can revolutionize lab operations by streamlining processes, improving workflow, and ensuring accuracy. With features like sample tracking, data analysis, and reporting.

An ELN is a digital platform that replaces traditional paper-based notebooks and generic databases to record, organize, and manage experiment data in a lab setting.

They are designed to enhance productivity and ensure data accuracy through customizable workflows and standardized methodologies. 

 

Key Similarities between an ELN and LIMS System

Both ELN's and LIMS Systems

- Are Searchable

- Support Automation

- Enable Multi user collaboration

- Support multi-system collaboration

- Help bring about Consistency in processes

- Have Audit trails and help meet regulatory requirements 

 

Key differences between an ELN and LIMS system

ELNs focus on handling the documentation of experiments. They serve a variety of purposes like creation of reusable experiment templates, supporting both free-form and structured note-taking, and generating bespoke data reports.

On the other hand, LIMS solutions are designed to eliminate errors caused by manual processes of samples. They do this by managing and automating workflows within a laboratory. They are used for monitoring the daily processes within the lab itself, including managing samples, workflows, materials, instruments and inventory. A LIMS is a complex multi user system.

A good and carefully implemented LIMS can revolutionize lab operations by streamlining processes, improving workflow, and ensuring accuracy. With features like sample tracking, data analysis, and reporting.

Core Features in a LIMS

- Test and Sample Master Management

- Test Entry and Test Report Templates

- Sample Tracking and Management

- Data Management and Analysis

- Instrument Integration and Automation

- Quality Control and Assurance

Core Features in an ELN

- Lab Notebook Templates

- Data Link and Connection Management

- Data Management and Analysis

- Multi User Collaboration

Deciding factors?

ELN software serves as a digital platform for experiment documentation, data entry, and collaboration. It streamlines data management, enables real-time collaboration, and enhances productivity by providing researchers with a digital workspace to record and share scientific findings.

LIMS software focuses on managing laboratory workflows, sample tracking, and data organization. It streamlines daily lab operations to enhance overall efficiency while supporting data integrity and compliance with industry standards

What must your Data Backup Strategy include?

Information is of critical importance to healthcare organizations. With the increase in pace of digitization in healthcare, the volume of health data is increasing exponentially. And...as with all digital data, the need to protect medical records against loss or corruption becomes even more critical.

Protecting electronic medical records and other forms of digital medical data is essential.
A robust data backup strategy can help you do just that

In todays times, Healthcare data backup and data recovery are critical components of every health IT infrastructure.

Hospitals cannot be careless about data backup. Their data is crucial for providing dependable care for patients.

Our Data Management team at Plus91 has put together this short set of pointers for you to get a gist of what a good data backup strategy should contain.

Onsite Backups:

When a server crashes or fails, it is helpful to have data backups on hand for easy restoration. Onsite backups are often faster to restore than cloud backups and almost always faster than offsite tape backups.

Offsite Backups: 

Onsite backups are valuable, but they cannot be counted on alone. Should something disastrous happen to the data center, it could also damage any backups you have in the building. For that reason, it is always wise to have copies of your backups offsite where they can be accessed manually or through the cloud. 

A Backup Schedule: 

Backups are not a one time activity. The data in your systems must be regularly and consistently backed up. For this it is effective to setup a clear defined schedule which is known by everyone within the IT team.

Backup Verification and Testing: 

Due to software and system glitches, a scheduled backup may fail sometimes. To ensure that everything is working smoothly, Backups need to be tested regularly. Also, the IT staff must be trained on how to access and restore their data backups as quickly as possible.

Organized Storage System:  

The storage repository/driver for backups must be well organized. backup files must be labelled appropriately. If the labeling system is clear and organized, the backups will be useful when needed faster. An IT  team shouldn't have to commit extra time digging through box after box of tape (or randomly labelled backup files on a drive) looking for a specific backup from a specific date several years ago.

 

Benefits of signing up with NDHM for a Doctor

The National Digital Health Mission (NDHM) has been busy signing up doctors into the Digi-Doctor portal in 6 union territories and is being met with a mixed response. The Digi-Doctor Portal will act as a registry for the doctors and provide services to them and their patients. The services will be provided on the backbone of digital data portability initially related to patient demographic information and clinical data but later to expand to claims, prescriptions, and more. 

While voluntary, the government is urging doctors to sign-up. Before we do list the benefits of the NDHM framework for doctors it would be good to list the reasons the doctors may not want to sign-up as per a few snippets floating online. Three stand-out reasons put forth are:

• Doctors in general, will not be comfortable sharing their treatments and protocols with others, either for reasons of knowledge protection but more importantly due to opening themselves to malpractice suits.

• Some doctors who indulge in the same may feel their referral system under duress as NDHM ensures Diagnostic reporting is done a minimum number of times due to data being shared easily under consent.

• Lastly, there is some talk of having a standardized price list (already attempted under the Clinical Establishment Act) having to be shared as part of the NDHM sign-up, which may affect what the doctors charge for their services. While this standardization attempt is still speculation in terms of how it will be attempted or what it entails, this particular point will affect all doctors and hospitals irrespective of them being signed up or not and hence becomes moot.

Now to another important factor. All good doctors believe in the Hippocratic oath. It is seen so vividly in their fight against the COVID-19 waves, going out of their way to help their patients, sometimes at the cost of their own lives. Assuming that NDHM is securely and constructively implemented as envisioned, their belief in their oath should be enough of a reason to sign-up. Because simply put, having clear historical medical data of a patient and access to the latest reports helps them and the next doctor (when they contribute) make better decisions and hence helps their patient. That should be enough. 

But if it's not enough, here are a set of clear benefits for the doctors. Note: Many of these benefits are dependent on the doctors signing up, providing growth via a feedback loop for an even bigger benefit as the network size increases.

Some of the Administrative benefits are:

• License Renewal: What is promised a simplified license registration, license renewal, and NOC (No Objection Certificate) issuance when moving from one state to another now that there will be a single national registry as opposed to multiple councils and requirements they come with. With the process now online and digital with Digi-Doctor being integrated with various council systems, the pain many doctors feel today in renewing their license will be greatly reduced.
• A barrier for quacks: The registration process and then subsequent listing in the authorized registry will weed out the quacks that cause harm not only to patients but also to the reputation of doctors in general. These quacks also cause a decrease in revenue, as patients flock to these places which offer cheaper services. But only if doctors do register in numbers, can the registry be effective in weeding them out.
• CME Credit tracking: A new system will also be introduced to track CME (Continued medical education) credits effectively online to ensure Doctors are aware of where they stand and do not need to jump through hoops to get their credits counted.
• Faster Insurance approvals: Getting Insurance for the clinic or hospital owned by the doctor or the doctor’s malpractice indemnity will become much easier and faster once a doctor is verified in the authenticated registry. 

The Patient and Work-related benefits are:

• Access to Patient History: The main benefit of this whole exercise. Access to an accurate and complete history of the patient. As more doctors and organizations sign-up, a more complete picture of a patient’s medical history will form up. Access to this history will ensure better care for the patient through better decision making, lesser errors (e.g. medication adverse events) than what occurs today due to partial knowledge, and quicker response times due to having data readily available. Providing better continuity of care is a key benefit each doctor must consider.
• Tele-Consultations: Accessibility and authorizations to conduct teleconsultations plan to be brought under the ambit of NDHM. NDHM registered Doctors will be showcased on various government portals and registries as providers of teleconsultations. 
• Access to Global Standards: As a part of the digital framework Doctors will get access to various standards and protocols along with disease and drug registries.
• Access to Government Programs and Studies: Verified doctors will be considered for or apply for various government grants or be part of government health programs, research studies, etc. 

The Business-related benefits are:

• Online Presence: Greater discoverability of verified doctor profiles with their professional work history/journey instilling higher trust amongst patients on a national platform. They can share this profile link on social media or on other sites to increase their patient flow. Doctors will also be given recognition on the portal by the NHA based on various parameters, including the number of medical records contributed increasing their profile further.
• Access to Additional services: The NHA (National health authority) is planning to roll out additional services or allow 3rd party secure vendors to roll out services for doctors registered on the Digi-Doctor platform. Almost like a private marketplace for Doctors. 
• Storage of records: Using the Digi-doctor platform Doctor may get access to secured digital storage which can be used to store digital copies of their licenses, degree, and other critical credentials. Digitally verified versions of these documents will be considered legal to share.
• Patient insurance claims: The flow of payments between Insurance ←→ Hospital ←→ Doctor will speed up considerably, once we experience quicker claim turnaround times when the e-claim process is in place. This will reduce cash flow problems which several doctors do face from time to time due to delays in claim processing. 

There is apprehension amongst the Doctor community as there is with any Government registration process on whether it will infringe on their rights or bring in regulation that is detrimental to their wellbeing or livelihoods. 

The NHA for its part has started outreach programs at least in union territories so far to allay these fears. Their framework and plans so far speak of the good intentions of the ministry of health and family welfare (MOHFW). 

The question remains, will all these benefits outweigh the few niggling doubts in the minds of our current day superheroes.

References:

1. https://ndhm.gov.in/documents/ndhm_strategy_overview
2. https://tmc.gov.in/ncg/images/NDHM_presentation_for_NCG.pdf
3. https://www.medianama.com/wp-content/uploads/2021/04/draft_ndhm_implementation_strategy.pdf
4. https://ndhm.gov.in/home/digidoctor_faq

This article is authored by Aditya Patkar, CEO at Plus91