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Information ManagementFel Rose Singgo
Lloyd Singgo
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Objectives
1. Define information management, itsbackground and importance especially inhealthcare setting.
2. Enumerate and explain the concepts ofinformation management.
3. Differentiate information management from
records management.
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Introduction
Information is vital for nurses, managers,scientists, and for practitioners, in any
organization to take decisions, to prepare plans,to control activities, to pursue research atadvanced level for the betterment of care, toprovide services, etc. Information plays an
important role both in public and private sectorsas well. Information, formal or informal, ishowever to be managed. Information is nowseen as a valuable resource within many
organizations.
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Information management (IM)-is the collection and
management of informationfrom one or more sources and
the distribution of thatinformation to one or moreaudiences. This sometimesinvolves those who have a stake
in, or a right to thatinformation. Managementmeans the organization of andcontrol over the structure,processing and delivery of
information.
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1970s
Throughout the 1970s this was largelylimited to files, file maintenance, and the life
cycle management of paper-based files, othermedia and records. With the proliferation ofinformation technology starting in the 1970s, thejob of information management took on a new
light, and also began to include the field of datamaintenance. No longer was informationmanagement a simple job that could beperformed by almost anyone.
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1990sAs information storage shifted to electronic
means, this became more and more difficult. By the
late 1990s when information was regularlydisseminated across computer networks and byother electronic means, network managers, in asense, became information managers. Thoseindividuals found themselves tasked withincreasingly complex tasks, hardware and software.With the latest tools available, informationmanagement has become a powerful resource and alarge expense for many organizations.
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Information Management Concepts
Following the behavioral science theory ofmanagement, mainly developed at Carnegie
Mellon University and prominently representedby Barnard, Richard M. Cyert, March andSimon, most of what goes on in serviceorganizations is actually decision making and
information processes. The crucial factor in theinformation and decision process analysis isthus individuals limited ability to processinformation and to make decisions under these
limitations.
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According to March and Simon,
organizations have to be considered ascooperative systems with a high level of
information processing and a vast need
for decision making at various levels.They also claimed that there are factors
that would prevent individuals from
acting strictly rationally, in opposite to
what has been proposed and advocated
by classic theorists.
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According to the Carnegie Mellon School and
its followers, information management, i.e., theorganization's ability to process information, isat the core of organizational and managerialcompetencies. Consequently, strategies fororganization design must be aiming at improvedinformation processing capability. Jay Galbraithhas identified five main organization design
strategies within two categories increasedinformation processing capacity and reducedneed for information processing.
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Five main organization design strategies within
two categories increased information processing
capacity and reduced need for informationprocessing.1. Reduction of information processing needs
Environmental management
Creation of slack resources
Creation of self-contained tasks
2. Increasing the organizational information
processing capacity Creation of lateral relations
Vertical information systems
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Environmental Management.Instead of adapting to
changing environmentalcircumstances, the
organatizion can seek tomodify its environment.Vertical and horizontalcollaboration, i.e.
cooperation or integrationwith other organizations inthe industry value systemare typical means of
reducing uncertainty.
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Creation of Slack Resources
In order to reduce exceptions, performancelevels can be reduced, thus decreasing theinformation load on the hierarchy. Theseadditional slack resources, required to reduceinformation processing in the hierarchy,
represent an additional cost to the organization.The choice of this method clearly depends on thealternative costs of other strategies.
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Creation of Self-Contained Tasks
Achieving a conceptual closure of tasks isanother way of reducing information processing.
In this case, the task-performing unit has all theresources required to perform the task. Thisapproach is concerned with task (de-
)composition and interaction between differentorganizational units, i.e. organizational andinformation interfaces.
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Creation of LateralRelations
In this case, lateral decision processes areestablished that cut across functionalorganizational units. The aim is to apply asystem of decision subsidiarity, i.e. to movedecision power to the process, instead of movinginformation from the process into the hierarchyfor decision-making.
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Investment in Vertical InformationSystemsInstead of processing information through
the existing hierarchical channels, the
organization can establish vertical informationsystems. In this case, the information flow for aspecific task (or set of tasks) is routed in
accordance to the applied business logic, ratherthan the hierarchical organization.
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Information systems
-are complex automated systems that areintegrated through networked computers toprocess data in order to answer questions, solve
problems, or make decisions. Informationtechnology can link separate entities into aseamless, system of information available to allusers, obviating the need for multiple record
keeping.
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These are several purposes for such asystem: To make relevant patient data available in a usual
form so patient care problems can be solved.
To process information to support managementfunctions such as receiving data from thedepartments and supplying data to departments tomake policy decisions, operating decisions, as well
as patient care decisions. To provide a comprehensive automated information
processing system for all phases of nursing process.
To develop a care plan for families and patient.
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Forecasting Information Needs
Management Information Systems have beenfound to rapidly and accurately manipulate largequantities of data, thereby saving time for the
nurse, who can be deployed to provide directcare services. In multiple studies nurses havebeen shown to spend 40% of their time in someform of indirect care including communication
and information processing.
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In a nursing organization a computerized
system would be helpful in a number of arenas:to collect, transmit, analyze and report patientrelated, employee related, and process relatedinformation among the managers, nurses, and
families. Such a system could also be used forprojecting workload needs, summarizing patientclassification data, projecting personnelrecruitment, hiring and scheduling, evaluating
nursing resource used by patients, monitoringsupplies, budgeting, recording payroll, andanalyzing quality of care data.
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To forecast information needs for an
organization, representatives from all departments
or units of an organization should be represented on
the planning committee, including material and
staff level personnel. To prepare for a MIS the
committee should review the agencys current
system for types of information and methods for
recording and transmitting data to determine what
is available and what is lacking in the current
system.
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Few nurses have had experience with
management information systems. The followingtips are offered in the development of a newsystem:
Choose software first
Request software information from severalvendors
Provide vendor with pertinent information
about size of agency, number of departments,type of departments, number of patients.
Provide information about other computerizedsystems within the organization
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Provide information about the capabilities of the
system users.Have the Planning committee make a site visit of
an organization where the selected software hasbeen used.
Observe use of software in a similarorganization.
Have vendor install, maintain, and duplicatesystem information and train personnel.
Have the vendor phase out former system.
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Obstacles to Using Information Systems
Although information systems offer manybenefits to nursing, there are also a number ofobstacles. One is user resistance, including concernabout loss of control over practice,
depersonalization of care, previous negativeexperiences, and resistance to change. Time to learn,problems with faulty systems, and cost are alsoobstacles. As a hardware and software continue toimprove and become more user friendly, user
resistance diminishes somewhat. Also wide spreadconsumer use of computers and the internetimproves user ability and comfort in using thetechnology.
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Information Management vs.
Records Management Senior line managers and information technology
managers often suffer from misconceptions aboutthe relationship between information management
and records management which are normallyregarded as very different activities. This is due, inlarge part, to historical accident, because of the factthat usually hard organizational lines have beendrawn that should not exist between the computer-
based operations and the paper recordsmanagement operations of most organizations.Information management and technology (IM&T)professionals traditionally have been more
interested in the medium than the message.
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Future Trends in Information Management
Management Information System aregrowing and developing rapidly, as organization
move o n to the information highway. Trends forfuture automation include automated medicalrecords, artificial intelligence, use of optical disk,and robotics.
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Use of artificial intelligence would assist inenhancing the process of clinical decisionmaking. Such a system creates a model of realitybased problem-solving, analyzing all the factorsthat are input about the patient; describes the
risk are uncertainties related to alternativeinterventions; select a course of action to meet aspecific objective; and suggest implementationof selected actions and evaluates the effect of the
action.
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Robotics is already being used in surgery forpositioning surgical instruments, in laboratoriesfor transporting and placing samples, and innursing for delivery of supplies and medications.User friendly is another trend that is making
information technology more accessible andmore efficient to use. Problems are usuallysolvable with the menu-driven software and helpmenu. It has become much easier to design self-
made programs within hours or days rather thanmonths. These are but a few of the trends thatnurses will want to be aware of in preparationfor system changes within health care delivery.
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Human Technology Interface: Issuesin Adjustment to InformationIntensive Systems
Information management system is afuturistic concept in nursing and health care
delivery and although we can use such systemsfor a number of work-related activities, systemscannot provide everything. The computer hasbecome a necessary tool within nursing andhealth care delivery.
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Being computer literate is no longer an
option but a must for nurses, nursing
educational curricula, and in nursingpractice. One major concern to all in this
age of computers is the accidental or
intentional access by persons without rightto specific information. Restrictions and
security precautions especially related to
patient information are essential.
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Essential information can be inadvertentlycommunicated to health care workers, toinsurance companies, and to others and used tothe detriment of the patient. Likewise,employees vitas, health information, academic
information, performance evaluations, ordisciplinary procedures could be communicatedto peers, other managers, and external agencyresources that have no right to or responsibility
of the information. In making decisions about amanagement information system, one shouldthink carefully about access to information.
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