unit 6: information management

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Information Management

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Description and Tags

68 Terms

1

Information Management

  • incorporates all the processes needed for effectively managing data – both incoming and outgoing patient information

  • may be entirely paper-based, computer-based, or a combination

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2

Communication

  • process in human relations of passing information and understanding from one person to another

  • conducted by written or spoken word but may be conveyed by gesture, lack of gesture, manner of dressing, personal appearance and general behavior

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3

potential information

data generated by the laboratory has been called ___ until it has been utilized in patient care

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4

Interdepartmental

Ways of Communicating

transmission of information between or among departments

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5

Intradepartmental

Ways of Communicating

transmission of information within the department

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6

Public Relations

person with good public relations communicates with a target audience directly or indirectly through media with an aim to create and maintain a positive image with the audience

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7

Speak to people

10 Commandments of Human Relations

greet each person you encounter; looking at his/her eyes and engage with genuine interest

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8

Smile at people

10 Commandments of Human Relations

people can tell if you are engaged in a topic

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9

Call people by name

10 Commandments of Human Relations

The thing a person wants to hear the most

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10

Be friendly & helpful

10 Commandments of Human Relations

try to help them as much as possible

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11

Be cordial

10 Commandments of Human Relations

enjoy the work that you are doing and the people you are helping

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12

Be genuinely interested in people

10 Commandments of Human Relations

tell them you appreciate what they are saying

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13

Be generous with praise

10 Commandments of Human Relations

sets a good example and model; it exemplifies ideal behavior

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14

Be considerate with the feelings of others

10 Commandments of Human Relations

listen to both sides in a conflict

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15

Be alert to give service

10 Commandments of Human Relations

clue into the dynamics and your friends within the group

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16

Be thoughtful of the opinions of others

10 Commandments of Human Relations

people want to be heard

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17

Have a good sense of humor

10 Commandments of Human Relations

learn from mistakes and rejoice in success

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18

Informal talks

Ways to Communicate

Most fundamental form of communication, suitable for day-to-day, liaison work, direction, and exchange of information

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19

Planned appointments

Ways to Communicate

appropriate for regular review liaison recurring joint work sessions

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20

Telephone calls

Ways to Communicate

frequent check-up or for empathy or receiving information, instruction, data, etc

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21

Interoffice memos

Ways to Communicate

recording informal inquiries or replies

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22

Letters

Ways to Communicate

official notices, formally recorded statements, or lengthy communications even when the addressee is unavailable

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23

Reports

Ways to Communicate

convey information associated with evaluation, analysis, recommendations; to supervisors or colleagues are most effective when based on conferences, visits, inspections, surveys, research studies

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24

Informal staff meeting

Ways to Communicate

  • development of strong group cohesiveness and response

  • each morning, at the end of the day or at lunch

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25

Planned conference

Ways to Communicate

  • relatively formal

  • given time to prepare needed data, information, reports, recommendations, etc

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26

Mass meeting

Ways to Communicate

  • conducted by management with a large number of employees

  • celebrating occasions, building morale, introducing new policies or key personnel, and making special announcements

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27

Bulletin board notices

Ways to Communicate

lengthy or formal announcements

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28

Upward Communication

Categories of Communication

  • subordinate communicates directly to his supervisor or superiors

  • It is for providing suggestions, complaints and the like

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29

Downward Communication

Categories of Communication

  • superior or supervisor communicates directly to his subordinates

  • n informing employees about their decisions, policies, procedures, and sending of memos

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30

Horizontal Communication

Categories of Communication

  • flow of information between colleagues and peers

  • coordinate within a department, among team members and among different departments

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31

Diagonal Communication

Categories of Communication

  • flow of information between positions that are on different lateral planes and activities of the organizational structure

  • between laboratory personnel and the human resources department; or between laboratory management and non-managerial members of other departments such as the purchasing personnel or the nursing staff.

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32

Error Education

Advantages of LIMS

  • a well-planned computer system, with check systems for errors, will help to alert the user of inconsistencies and reduce the number of error

  • provide information that is legible

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33

Quality Control Management

Advantages of LIMS

  • analysis on quality control data and generate statistics automatically

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34

Provisions of Options for Data Searching

Advantages of LIMS

  • possible to access data by name, by laboratory or patient number, and sometimes by test result or analysis performed

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35

Access to Patient Information

Advantages of LIMS

  • very useful in the process of checking the most recent results against previous data to look for changes, which is a good practice and helps to detect errors

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36

Generate Reports

Advantages of LIMS

  • easy to generate detailed, legible reports quickly

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37

Ability to Track Reports

Advantages of LIMS

  • easier to track reports, to know when work was finished, who performed the work, when the data was reviewed and when the report was sent

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38

Ability to Track & Analyze Trends

Advantages of LIMS

  • Possible to retrieve and use large amounts of data effectively

  • provide very strong search capabilities

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39

Improved Capability for Maintaining Patient Confidentiality

Advantages of LIMS

  • maintain confidentiality of laboratory data than when dealing with a handwritten report form

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40

Integration with Sites Outside the Lab

Advantages of LIMS

  • laboratory system directly from a patient or client registration point

  • transmitted to many sites or interfaces as needed

  • Results can be provided directly to computers accessible to the health care provider or public health official

  • data entry into a national laboratory database and almost any other data application that is needed

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41

Training

Disadvantages of LIMS

  • time-consuming and expensive

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42

Time to Adapt to New System

Disadvantages of LIMS

  • inconvenient and unwieldy to laboratory staff

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43

Cost

Disadvantages of LIMS

  • Purchase and maintenance are the most expensive parts of a computerized system

  • Computers use lots of paper, and the cost of materials must be planned for

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44

Physical Restrictions

Disadvantages of LIMS

  • Adequate space and dedicated electrical requirements are necessary

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45

Documents

Provide written information about policies, processes and procedures

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46

Records

collected information produced by the laboratory in the process of performing and reporting a laboratory test

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47

Policy

Documents

  • what to do

  • a documented statement of overall intentions and direction defined by those in the organization and endorsed by management

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48

Processes

Documents

  • how it happens

  • steps involved in carrying out quality policies

  • interrelated or interacting activities that transform inputs into outputs

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49

Procedures

Documents

  • how to do it

  • specific activities of a process

  • performance of a test

  • step-by-step instructions that laboratory staff should meticulously follow for each activity

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50

Quality Manual

Documents

  • overall guiding document for the quality system and provides the framework for its design and implementation

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51

Standard operating procedure (SOP)

Documents

  • step-by-step written instructions for each procedure performed in the laboratory

  • ensure that all procedures are performed consistently by everyone in the laboratory

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52

Reference materials

Documents

  • find scientific and clinical information about diseases, laboratory methods, and procedures

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53

Document control system

Documents

provides procedures for formatting and maintaining documents

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54
  • A uniform format that includes a numbering system, to include a method for identifying the version (date) of the document

  • A process for formal approval of each new document, a distribution plan or list, and a procedure for updating and revising laboratory document

  • A master log or inventory of all documents of the laboratory

  • A process to ensure that the documents are available to all who need them, including users outside the laboratory

  • A method for archiving documents that become outdated but need to be kept for future reference

Documents

Elements of a document control

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55

Permanence

Considerations on Paper System

  • must last for as long as needed

  • ensured by binding pages together, or using a bound book

  • numbered for easy access, and permanent ink should be used

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56

Accessibility

Considerations on Paper System

  • designed so that information can be easily retrieved whenever needed

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57

Security

Considerations on Paper System

  • kept in a secure place

  • maintaining patient confidentiality

  • safe from any environmental hazards

  • protected in the event of fires, floods or other possibilities

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58

Traceability

Considerations on Paper System

  • possible to trace a sample throughout all processes in the laboratory

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59

Indefinite

Suggested Guidelines for Record & Specimen Retention

Blood bank deferred donor records

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60

20 years

Suggested Guidelines for Record & Specimen Retention

Cytogenetic reports/images

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61

10 years

Suggested Guidelines for Record & Specimen Retention

  • Blood bank donor/receipt records

  • Blood bank patient records

  • Blood bank employee signatures/initials

  • Surgical pathology (bone marrow) slides

  • Paraffin blocks/slides

  • FNA slides

  • Reports (surgical/cytology/nonfore nsic)

  • Flow cytometry plots/histograms

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62

5 years

Suggested Guidelines for Record & Specimen Retention

  • Blood bank QC records

  • Cytology slides

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63

3 years

Suggested Guidelines for Record & Specimen Retention

Cytogenetic slides

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64

2 years

Suggested Guidelines for Record & Specimen Retention

  • Requisitions

  • Accession logs

  • Maintenance/instrument logs

  • Quality control records

  • Clinical pathology test records

  • Retired laboratory procedures

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65

2 weeks

Suggested Guidelines for Record & Specimen Retention

  • Wet Tissue

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66

7 days

Suggested Guidelines for Record & Specimen Retention

  • Blood/fluid smears

  • Microbiology stained slides

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67

48 hours

Suggested Guidelines for Record & Specimen Retention

  • Serum/CSF/body fluids

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68

24 hours

Suggested Guidelines for Record & Specimen Retention

  • Urine

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