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PLAN ON IMPLEMENTING APPLICATION OF PATIENT’S INFORMATION MANAGEMENT SOFTWARE IN PATIENT MANAGEMENT DEPARTMENT OF HOSPITAL OF HANOI MEDICAL UNIVERSITY I Introduction General Information: Name of Organization: Hospital of Hanoi Medical University Address: No Ton That Tung street, Dong Da district, Hanoi Telephone: (84-4) 35747788 Fax: (84-4) 35746298 Email: benhviendaihocyhanoi@ymuh.vn Development history: Given the development needs and the efforts of the leaders of the Hospital of the Medical University Hanoi, in 2007, Ministry of Health agreed to allow the university to establish a new practicing hospital under the direct charge of the university and to be located in the precinct of the university The hospital was established pursuant to the Decision No 137/QĐ-BYT of 16 January 2007 signed by Ministry of Health and was named Hospital of Hanoi Medical University Hospital of Hanoi Medical University is a general hospital under the direct charge of Hanoi Medical University and has been developed on basis of strengths of the university with a view to: ­ Forming a base in the medical sector for high quality research, application, standardization and transfer of advanced technology ­ Forming a base for high quality teaching/learning for Medical University Hanoi and needing medical cadres ­ Offering high quality services in examining, treating, giving health care to, individual patients (in, out) and needing organizations ­ Contributing to serving the society, improving the health of cadres and officials of Hospital of Hanoi Medical University Hospital of Hanoi Medical University wishes to become: ­ A new-style hospital that combines the good service for incoming patients and needing people concerning other types of health care services ­ A base for training, researching and transferring of medical technology with domestic and international prestige ­ A comfortable environment all members of which have the conditions to bring into full play their talents Organization chart (see appendix 01): II Analytical discussion of Application states for software managing patients’ information at Hospital of Hanoi Medical University Actual Situation of software application Hospital of Hanoi Medical University is a new hospital of the medical profession and is one of the leading hospitals in Vietnam in recent years The number of patients is growing more and more numerous and at present the hospital does not have the software managing patients for the whole system The lack of such software causes the following state of affairs:  It is impossible to closely manage patients’ information While the number of patients keeps growing, the hospital still manages in the old fashion and the handwritten notebooks’ management, leading to the failure on the part of the hospital to closely administer the information of each patient  Decrease in the quality of medical examinations: Poor management leads to the failure to update patients’ information closely, resulting in the lowering of the quality of medical examinations  Decrease in the quality of medical services: With the one patient one bed regime, presently the hospital is seen as one of the hospitals having the highest quality of services in Vietnam Nevertheless, with the growing number of patients, it is more often to have cases of putting patients to the wrong beds and rooms Besides, the conveyance of wrong medicines, the examination and injection at the wrong time might also happen, leading to the decrease in the quality of services It may be seen that the lack of software managing the patients is and will be the weak point of Hospital of Hanoi Medical University in the future While dozens of private and non-Vietnamese hospitals are being built, readily entering the competitive market, such a deficiency may become the main reason for the weakening of the name of the hospital and the confidence of the patients Compared with rivals in the medical sector Different from the Hospital of the Medical University, other hospitals already deployed the software managing the patients in particular and the software administering their hospitals in general fairly early  Viet-Duc Hospital is presently using the software Nano Hospital of the Company Nanosoft This software has been in use since 2004 and still operates very well and is frequently updated  Bach Mai Hospital applied the software eHospital of FPT This is the modern and greatest software of Vietnam in the field of hospitals software Deployed since 2005 and officially put into use in 2008, eHospital has really been a very good unloading tool for other systems given the permanently overloaded state of Bach Mai Hospital  FPT deployed successfully the software for the Hoan My Medical Corporation Being a private corporation but Hoan My invested greatly for this software in order to increase the quality of management and services It may be seen that other organizations realized the importance to them of the management software and the Hospital of the Medical University is not necessarily to be the exception Investing in software administering the hospital in general and software administering the patients’ information in particular is a vital factor for the subsequent development Lessons drawn from the deploying experiences of Hoan My Medical Corporation Given the recent success of Hoan My in deploying the software administering the hospital, Hoan My Medical Corporation is the organization that Hospital of Hanoi Medical University should look to for experiences applicable to its own deploying process Firstly, about deploying a given roadmap, Hoan My deployed the general software in 2010 but the deployment failed They therefore they chose not to deploy generally at once but deployed along a roadmap with modules of the software administering the hospital The software administering patients’ information was installed first With this software, all information of the patients will be closely managed in the system and it will be updated frequently even after the patients have become well and been discharged from hospital Second, selection of software brand is very important The software has to meet the present’s needs as well as be possibly developed in the future Thirdly, great investment should not be dreaded Being peculiar software, the computer programs administering the patients are usually very valuable Hoan My had to spend 1.9 billion VND to successfully deploy the system of computer programs for the whole hospital III Finance and accounting software brands in the current market eHospital of FPT Sofware: So eHospital of FPT Sofware is the completed system of computer programs for a hospital, administering the whole uninterrupted process from the admission of the patients into the hospital to their discharge The software is a unified field and optimizes the use of the sources of force FPT.eHospital is divided into many operating network subsystems and the combination of such sybsystems creates the unified information stream bringing about the total strength for the hospital The software is easily applicable to hospitals basing on the managerial procedure already researched and designed on the firm and scientific basis FPT.eHospital serves best for the analytical management in the hospital The software is an open system and conveniently expandable It is easy for connection and integration of information between present and future subsystems The system of computer programs for FPT.eHospital has many versions suitable for different types of hospitals: public hospitals, medical centers, private hospitals, specialized hospitals, general hospitals, etc The system is divided into main groups of software, with 35 functional subsystems; each subsystem supporting an operation from FPT.eHospital helps the total administration and interconnection of all operating processes of the hospital a Treatment Administration Software group Administration of the whole process of examination and treatment of out/in patients, from the admission to the discharge, helping the following of case record information and treatment expenses throughout This software group comprises the subsystems: ­ Management of patients’ information ­ Administration of patients’ admission ­ Management of examinations and external diagnoses ­ Administration of the emergency ward ­ Administration of the clinical ward/ inpatients ­ Administration of the results of filming and visual diagnoses ­ Administration of functional explorations ­ Administration of test results ­ Administration of payments of hospital fees and medical insurance ­ Administration of the pharmaceutical ward and the hospital drugstore ­ Administration of exploration, statistics, reports ­ Administration of electronic case records ­ Administration of appointments ­ Administration of the treatment schemes ­ Administration of health checks ­ Administration of blood bank ­ Administration of bacterial infections ­ Administratin of nutrition ­ Administration of medicine interactions b Management Software group Helping the managerial tasks regarding their speed and the thorough management of administrative, accounting, salaries, equipment and property administration, etc responsibilities This software group comprises the network subsystems: ­ Administration of personnel and salaries ­ Administration of finance and accounting ­ Administration of the internal information WEB ­ Administration of circuit guidance ­ Administration of working resumes ­ Administration of materials – stationery ­ Administration of capital asset and equipment ­ Administration of library ­ Administration of case record archive ­ Store and manage a case history ­ Manage archives, document c Supporting software group Including subsystems: ­ System of card, barcode management ­ System of queue and list management ­ Connecting test machine ­ Connecting PACS system ­ System management ­ Electrical information portal Nano Hospital Software Auto number arrangement subsystem ­ Right after coming to hospital, patient shall served carefully by using number ­ provision post Patients are classified in flow as following: insurance, service and military examination • Auto speaker system shall call patient to come to relevant reception desk • After handling procedures at reception desk and hospital fee counter, patient shall be given number at examination room and subclinical ­ Number arrangement system (NANO-SSA) shall call priority patient, out-patient, in-patient • Sufficient Vietnamese dictionary system NANO-SSA also enables to change display Configuration and reads ordinal number into display mode and read exactly patient’s name Patient reception counter: ­ To be information input of “hospital management software system” to ensure all system operating continuously since receiving patient up to finish examination process ­ Calling software to invite each patient for serving ­ Classifying object for charging and insurance and military ­ For service patient, they must be charged firstly, for insurance and military patient, hospital may establish process of temporary payment before doing service ­ Auto transferring patient’s document from reception place to examination place Examination ­ Doctor shall work in examination room as signing program with available list of waiting patient ­ Software shall call each patient to come in examination room ­ Doctor shall ask, check survival signs ­ Designating service of subclinical, clinical ­ Transferring patients to go for service doing Subclinical management: ­ Doctor working in CLS room shall sign in program with available list of waiting patient for CLS checking ­ Speaker calling software shall invite patient to come for being served ­ Doctor shall implement tricks, CLS services ­ Establishing bill of CLS service, return results to patient ­ Here, software shall enable to connect directly with ultrasound machines, X-Ray, endoscope, etc In order to take CLS result to fill in result form ­ Return patient to examination room in order to give out conclusion Clinical management: ­ Establishing clinical services for patients ­ Follow schedule for doing clinical services ­ Save result of clinical service checking ­ Specifying consumable materials when doing clinical service for patient - Making statistics, report of clinical services Management of hospital fee payment and health insurance: ­ To manage and unify for list of health services ­ Obverting finance paid for patients ­ Manage receipts and payments of patient ­ Manage hospital fees for outpatient ­ Manage hospital fees for inpatient ­ Manage hospital fees for inpatients whose health insurance cards ­ Print invoices, financial reports Pharmaceutical management ­ Pharmaceutical management used in hospital, including activity management at drug selling counter ­ Pharmaceutical management must comply with regulations (GPP) of Health Ministry ­ Managed content:  Import, export, stocking  Return and cancel drug  Expected drugs  To manage odd, even stores, duty- cabinets of hospital  Report warehouse card, synthesize consumable materials and synthesize import, export, stock etc; IV Accounting software development plan of Hospital of Hanoi Medical University 1 Deploying target: To deploy software of patients’ information management in Medical University The software must have capacity of expansion, improvement in order to develop connection with software of other departments in hospital Deploying time: from the year 2014 to the year 2015 outlook 2018 Selecting suppliers: We can see that Hospital of Medical University should select eHospital solution of FPT for following reasons: ­ This is the software belongs to one of the famous companies of Vietnam for software development field and IT application ­ The software has full of accordant modules and has development capacity in future ­ Many officers working in Hospital of Medical University once worked in Bach Mai Hospital, if developing eHospital software staffs shall be more familiar and not have to spend a lot of time for deploying ­ Expense for implementing is rather high but reasonable because of supply capacity, stability of software and best service quality of FPT Deploying plan: ­ Deploying process: Project Preparation Surveying Solution Consultancy System Establishment Training Testing Operation Project Inspection Post-sales Care Service a No 1) 2) 3) 4) Planning schedule: Deploying items Starting time Finish time Project preparation 06/2014 08/2014 Surveying 08/2015 12/2014 Solution consulting 01/2015 03/2015 Program installation 04/2015 04/2015 5) 6) 7) 8) 9) Training 05/2015 08/2015 Testing operation 09/2015 12/2016 Project inspection 01/2017 Post-sales Care 01/2017 Connecting with other softwares 01/2018 Here is the report of IT application status in Hospital of Hanoi Medical University and Proposal on patient administering software for Organization and Administration Department In scope of report, there are many things not presented clearly These points shall be given more details when being carried out officially deploying References ­ Subject lecture……… ­ Website: www.fpt.com.vn www.nanosoft.com.vn Appendix 01: ORGANIZATION CHART FOR HOSPITAL OF HANOI MEDICAL UNIVERSITY ORGANIZATION CHART FOR HOSPITAL OF HANOI MEDICAL UNIVERSITY PARTY COMMITTEE BOARD OF ADMINISTRATORS PARTY CELL UNION DIRECTOR CONSULTANCY BOARD HOSPITAL UNION BRANCH DEPUTY DIRECTOR (Scientific researchInternational CooperationInformation Technology) SATELLITE EXAMINATION CLINIC NO.1 FUNCTIONAL ROOM DEPUTY DIRECTOR (Professional aspects) DEPUTY DIRECTOR (Finance and Accounting) CLINICAL MEDICINE DEPARTMENT ADMINTRATION & ORGANIZATION DEPT INTERVENTIONAL CARDIOLOGY CENTER GENERAL PLANNING DEPT EXAMINATION & EMERGENCY DEPT EXTERNAL DEPT ACCOUNTING & FINANCIAL DEPT ONCOLOGY AND PALLIATIVE CARE DEPT Resuscitation anesthesia and Pain Control Dept LAPAROSCOPIC SURVEY CENTER SUBCLINIC MEDICINE DEPARTMENT LAPAROSCOPIC CENTER Imaging Diagnostic Dept Test Center EQUIPMENT, MATERIALMANAGEMENT DEPT GENERAL INTERNAL MEDICINE DEPT EARS- NOSE-THROAT DEPT Immune biochemical room Hematology-transfusion Room SCIENTIFIC RESEARCH & INTERNATIONAL COOPERATION DEPT NURSING DEPT IT DEPT OPHTHALMOLOGY TOOTH - JAW -FACE DEPT TRADITIONAL MEDICINE DEPT Cosmetic Surgery Dept Surgery Room Rehabilitation Dept Aesthetic Center Function Exploration Dept Nutrition Dept Pharmaceutical Dept Nephrology- dialysis Dept PUBLIC HEALTH CARE & TRAINING CENTER International Dept Mesenchymal tissue ... University should look to for experiences applicable to its own deploying process Firstly, about deploying a given roadmap, Hoan My deployed the general software in 2010 but the deployment failed They... Classifying object for charging and insurance and military ­ For service patient, they must be charged firstly, for insurance and military patient, hospital may establish process of temporary payment... time for deploying ­ Expense for implementing is rather high but reasonable because of supply capacity, stability of software and best service quality of FPT Deploying plan: ­ Deploying process: