Technical specifications for Medlogic ehim, Electronic Health Information Management

Transcription

1 Technical specifications for Medlogic ehim, Electronic Health Information Management Introduction The integrated, ready to use MedLogic ehim (Electronic Health Management System) is one of the simplest systems for doctors and medical staff to use. It eliminates the need for paper patient charts, forms and workflow processes. MedLogic provides extensive functionalities in chart retrieval and movement between HIM management department and clinics in medical establishments. MedLogic ehim provides the following basic functionalities: Increases the efficiency and productivity of the work environment and the level of information sharing. Guarantees business continuity and processing speed. Increases performance on many levels: HIM departments and clinics. Facilitates and automates health information business processes. Provides ready-to-use medical forms with the ability to create new forms as needed anytime. Complete process follow-up and KPIs. Electronic notifications on late processes by and SMS. Electronic signatures with document security verification by validating signatures. Creates a medical information repository database. Insures documents security using a secure and electronically monitored system. Provides a solution to all medical charts challenges like classification, chart loss, late deliveries to the appropriate destinations, etc Provides a high availability clustering environment to ensure 24/7 operation of the ehim system. Provides disaster recovery capabilities as an add-on insurance against catastrophic hardware failure. Provides multiple-server load balancing operation to guarantee uninterrupted operation and high performance. Provides multi-processor load balancing to distribute heavy workloads and harness the full potential of modern servers. Provides advanced data storage and chart management capabilities. An advanced medical workflow system to automate all the medical paper processes like (billing, transcription, deficiency tracking, etc.) with escalation and notification capabilities. Unified user interfaces on desktop/laptop computers, and tablets and smartphones (ipad/iphone and Android devices) for medical staff use. Scalability to an unlimited number of users without significant performance penalty. General features: MedLogic has a modular architecture based on several subsystems arranged in a multi-layered topology. It has several platform-specific user interfaces (especially for mobile devices) that harness its wide-ranging functionalities. This architecture greatly facilitates the system s integration with third party applications. 1

2 The system s layers are designed to allow customization and improvement on any layer without affecting other layers. MedLogic is a blend of subsystems that requires a minimum of customization during implementation. All user interfaces and middleware were built on open and accepted standards in the IT industry. User interfaces provide internal messaging features for the medical staff. MedLogic ehim uses the XML standard to integrate and interlink its subsystems as well as third party systems in a multilayered environment. MedLogic ehim supports linking with medical equipment and third party medical systems through the HL7 standard protocol. Medical charts in MedLogic ehim are arranged and classified according to the requirements of the Ministry of Health in KSA and the JCIA standard. MedLogic ehim supports ICD-10 coding for medical diagnostics and procedures, manually and automatically. The system supports viewing DICOM medical images with a special viewer. Medical charts can be searched and browsed from multiple platforms, especially mobile devices and smartphones running ios and Android, all as native apps and not modified web pages for mobile browsers. MedLogic ehim provides 24/7 operation capabilities and fault tolerance features. MedLogic ehim supports both Gregorian and Hijri Umm-Al-Qura calendars simultaneously. MedLogic ehim supports both Oracle and MS-SQL server database engines. Medical charts management features MedLogic ehim includes a totally integrated, full featured patient appointment scheduling subsystem. MedLogic also provides the ability to integrate with third party appointment scheduling software if necessary. For security, MedLogic ehim can limit physicians chart browsing privileges to their own patients only, with the ability to browse old and new appointments within a certain time interval set by the system s administrator. All access is fully monitored and logged. The systems provides inter-communication capabilities between physicians, nurses and medical record departments to request browsing privileges for non-scheduled patients (with proper justifications) and to report issues in some files. MedLogic ehim provides two similar user interfaces, one for desktop/laptop computers, the other is specifically designed for mobile devices. This will provide the base for hospitals to move into the Mobile Health sphere. Both interfaces support Arabic and English with the ability to add more interface languages. 2

3 Both interfaces provide extensive functionality to browse medical charts, appointments and tasks, execute jobs and procedures, show and fill medical forms. Mobile interfaces are especially designed apps that take full advantage of the touch features of modern mobile devices for maximum user productivity. MedLogic ehim can be integrated with other hospitals running the same system through a unique medical record number with proper browsing privileges. The system provides the ability to achieve a single unified patient chart across multiple hospitals. MedLogic ehim two user interfaces that show the patient s chart systematically arranged to facilitate locating documents and information in it. System administrators can change ordering methodology without programming. The systems enables physicians chatting for medical consultations, and records the chat info in a special consultation form with proper approval from both physicians. That form will be added to the patient s chart. Medical staff can use several methods to search for and browse patients files very easily. Medical charts in MedLogic ehim are arranged and classified according to the requirements of the Ministry of Health in KSA and the JCIA standard and can be browsed accordingly using both user interfaces. Medical staff with proper access privileges can add new data to the patient s chart using the main user interface. Data can be captured from several medical instruments and other sources. The systems provides electronic signatures capabilities for medicals forms with multiple levels authentication like requiring a user name and password and SMS authentication messages to verify the signer s identity. Smart cards and fingerprint authentication can also be used. The system provides the ability to print any data or form in the chart. MedLogic ehim allows indexing information to be defined for individual data items in the chart, whether these items are scanned or added electronically (PDF for example). Medical staff can add new data to the patient s chart using the mobile devices cameras. MedLogic supports smart scanners that can connect directly to MedLogic servers to send scanned pages without being attached to desktop computers. These scanners automatically recognize scanned pages, extract patient s information, then attach these pages directly to the chart. Data items added via scanners appear instantly in patient charts as soon as they pass quality control and data integrity validation, either through automatic or manual processes. The system can automatically generate reports from simple text files or from the voice dictation system and convert them into electronic forms that can be handled and signed to prevent later modifications. The system provides the ability to control the user interface using pre-set voice commands to minimize physician manual entry. 3

4 Medical staff notes are added directly from the user interface on separate layers that do not affect original data. MedLogic ehim can merge new medical forms and arrange them in patient charts according to JCIA standard for browsing medical charts. Electronic forms data are stored in indexed databases to allow data analysis and reporting. Medical reports can be generated from menus with a minimum amount of manual data entry for physicians. The system can automatically translate Arabic reports to English and vice versa when all items are selected from pre-set lists. The system allows tracking deficiencies in patient charts during or after admission, and notifies physicians to address these deficiencies within the allowed time frame according to the deficiency type. The system also generates reports on existing deficiencies according to the specialty and other criteria, all within an extensive control dashboard that shows the system current status and prevents issues accumulation. Productivity report for physicians will show their performance in addressing deficiencies (KPIs). Electronic forms MedLogic ehim provides a large number of ready-made forms certified by the Saudi Health Ministry that cover all hospital sections. These forms are inserted automatically in the patient s chart as electronic documents, while their information is fed into a database for statistics and analysis. The system provides the following basic forms: Growth chart: monitor child growth by comparing the child s curve with the ideal curve using tabular and graphical data. The system supports both international and Saudi standards. Pregnancy profile: monitoring the pregnancy progress by recording periodical checkup data. The system also records previous pregnancies. New data are entered by physicians on each visit and cannot be modified later. After delivery, the form will be closed to any further editing and kept as a read only record. Health education: keep track of health education information provided to the patient or his/her relatives about the case progress and monitor responsiveness to this information. Progress notes: keep track of the patient status and responsiveness to treatment. And provide the physician with extensive data like test results, record vital signs automatically or manually. Data is recorded on several stages: by nurse before and after visits as well as the physician s notes. Medical report: generate a medical report containing various details according to the patient s request such as (appointments, medications, health issues). Data and test results are extracted from the system. The system provides a report generator to facilitate data entry by using pre-set identifiers and terminology pertaining to various clinics. MedLogic ehim will close the form to editing after the physician finishes data entry. Any later modifications will be recorded separately keeping the original data intact, all while recording full auditing information about when and who did the modifications. 4

5 The forms will appear as is on smartphones and tablets screens. The system provides the ability to generate new medical forms without programming. Medical Report Generator Generate instant reports to be delivered to patients. Reports are in both Arabic and English. Reports can be integrated with the ehim to include more data. Reports can be generated as images to be linked to previous scanned reports. Physicians can sign the reports either by electronic signatures, fingerprints or authentication by smartcards or mobile phone. DICOM Viewer MedLogic ehim provides radiologists with the ability to browse high-resolution standard digital radiology images when integrated with PACS systems present in hospitals Automating medical processes general features All medical processes can be executed from both PC and mobile device interfaces. Users task lists are shown on both interfaces. Design process templates graphically. Workflow data paths for all medical processes can be modified without programming using the system s graphical workflow process designer. New processes can be added to the system anytime as add-on modules without system reinstallation. The ability to define time frames form each step in the process as well as the whole process. Theses time limits can be redefined without programming. The ability to send notifications at will and in several ways (system, or SMS). The ability to escalate delayed steps. The system provides full reports on the status of all processes. Document generated by the processes or linked to them can be stored in patient charts as images or PDF files. The ability to add visible and electronic signatures in forms where required. Signing can be done by placing stored scanned signatures or by directly signing on signature pads or mobile devices using digital pens. Graphical process logic design without programming. Full scripting capabilities to process different system events in customized processes. Process flow in different paths according to pre-set conditions and standard constraints. Process design can be done off-line then later uploaded to the system server. Simple management and modification of process variables with no need for system vendor support. 5

6 Parallel execution paths using splitters and joiners. Synchronous and asynchronous steps execution. The ability to define sub processes and execute them synchronously or asynchronously with twoway data transfer between sub and parent processes. notifications for system events. System events include: on start, on end, on execute,. Different types of process-wide variables. Variables can be protected or hidden in certain process steps. The ability to run and simulate processes directly from the graphical process designer. Support of multiple calendars and business hours for the whole process as well as individual steps. All system timers follow the defined calendar. Process reports show minimum, maximum and average execution times. User reports show minimum, maximum and average execution times for all processes pertaining to that user. Data reports show the process variables for data analysis and statistics. Dynamic definition of the hospital organizational chart containing specialties, resident physicians and consultants within their specialties. SMS or Notification messages that contain adequate information about the process and the ability to add direct links within the message to execute jobs. Send receipts and read notifications. Message attributes include direct links to the process entry forms and to the process execution monitoring window. Automating medical processes Release of Information Automate the necessary approvals process for a release of information from the patient s chart request. MedLogic ehim provides full productivity reports for the medical staff. Monitor each request individually and track its progress. Escalation and notifications in any point of the process. Requests can be submitted from a web portal. Requests appear as tasks in the user interfaces. All requests are fully audited in a permanent record. MedLogic ehim provides the ability to release the information electronically. Automating medical processes Standard Coding The ability to request diagnosis and procedures coding in ICD-10. The ability to channel coding requests to workflow paths for verification. Monitor and assess the productivity of coding operators. MedLogic ehim facilitates coding by auto-completing and lookup searches in code database. Store coding information in databases for statistics, reporting and analysis. 6

7 The ability to update medical coding list on demand. Automating medical processes Dictation and Transcription MedLogic ehim enables physicians to dictate their notes and reports directly to mobile devices and desktop computers. MedLogic ehim automatically recognizes voice files and convert them to text. The system will route voice files or recognized text files to transcription operators according to a predefined workflow path that can be modified anytime without programming. Transcription section supervisors can monitor the operators job queues and the progress of each job in real time. The whole flow is controlled by timers for escalation and notification. Automating medical processes Physician Query The ability for HIM operators to initiate physicians and consultants queries about medical charts ambiguities and inconsistencies on demand. Physicians can receive and reply to queries through their mobile devices. MedLogic ehim provides extensive reports about response times regarding submitted queries to monitor physicians performance. HIM operators can track their queries status at any time. The system allows modifying the process flow path without programming. Automating medical processes Deficiency Tracking MedLogic ehim allows Him operators to initiate chart deficiencies requests. Requests are routed to physicians and consultants according to pre-set rules. MedLogic ehim provides extensive reports of the progress, current status and response times of requests to monitor physicians performance. Physician can receive and reply to queries through their mobile devices. MedLogic ehim provides physicians with the ability to sign documents according to pre-defined system security settings. The system allows modifying the process flow path without programming. The system produces physician clearance reports. Automating medical processes Eligibility 7 Automate the process flow between admission office, eligibility department and appointment scheduling call center. Documents are moved only to appropriate staff. The ability to monitor and track the progress of all requests.

8 The system allows modifying the process flow path without programming. Digitizing medical charts MedLogic ehim provides the ability to scan, process and enhance images before indexing. Workstations attached to high-end scanners can route scanned documents to other stations for indexing and quality control. The system can display Microsoft Office documents (Word, Excel and PowerPoint) on multiple platform end user interfaces that do not have MS Office software installed. The system can integrate with the Windows Print Manager to import documents from any Windows application that supports printing. MedLogic ehim enables scanning from its web interface. The system provides remote, offline scanning capabilities, operators can scan and index documents while not connected to the server. MedLogic ehim provides extensive scanning productivity reports like the number of scanned/verified documents per operator per day and so on. MedLogic ehim enables scan batches administration (definition, scheduling, background processing, reprocessing,.) Scan batches can be managed from a web control panel without software installation. The system allows administrators to modify the properties of active batches (batches containing documents) simultaneously. The system supports multiple specific indexing fields to multiple document types. MedLogic ehim provides intelligent form recognition features. MedLogic ehim automatically adjusts scanned pages displacement to achieve accurate recognition. MedLogic ehim automatically moves unrecognized forms to human quality control operators. MedLogic ehim automatically detects poor quality scans and direct them to human quality control operators for review and rescan. Medical staff can rearrange patients charts by dragging and dropping pages, they also can add and remove pages according to their privileges. The system is fully scriptable, integration and validation scripts can be defined at any scanning and capturing stage. MedLogic ehim provides the ability to highlight and annotate images with text, freehand drawing, rectangles, circles,. All annotations reside on separate layers that do not affect the original file. Medical staff can attach audio and video files as annotations if required. User interface Users can graphically browse patient files in a manner similar to Windows Explorer. The system is multi-lingual (Arabic and English), other languages can also be supported in data entry as well as user interfaces. 8

9 Arabic support covers all system functionalities including chart tree, toolboxes, help screens and system messages. The system supports Arabic at a deep storage and analysis level rather than superficial user interface localization. Indexing and storage of medical files The system supports the creation of compound documents (containing several files), files can be hierarchically arranged inside patient charts. Metadata can be defined for individual file parts in addition to chart-wide metadata. Charts can be flexibly inter-linked. MedLogic ehim supports the definition of cascading dropdown lists (list contents depends on parent list). MedLogic ehim can designate special servers for resource-consuming tasks like OCR and form recognition. MedLogic ehim can import foreign indexes to facilitate data entry. The system provides auto complete features for entry fields. Complex validation rules can be defined for indexing fields. These validation rules can be activated before or after any action taken on the file or its indexing keys. MedLogic ehim can index the full text of all common files like MS Office, documents, HTML, PDF and others, both in Arabic and English. MedLogic ehim supports PDF/A files (ISO 1: ). MedLogic ehim provides multi-level file version management capabilities. MedLogic ehim provides an internal chart routing engine to facilitate data movement between the system users in a collaborative manner. System administrators can define routing rules among users. The system provides collaborative work facilities, users can intercommunicate (send, receive, forward messages with attached documents). Users can also define personalized address books and mailing lists. MedLogic ehim encrypts patient charts on the OS storage devices to prevent unauthorized access. Documents can be arranged and classified electronically in cabinet and folder storage units. MedLogic ehim provides storage media management capabilities to distribute storage loads among multiple devices with full control. MedLogic ehim has a complete HTML entry and retrieval interface that can run on any standard browser with no need for client software installation. This interface is compatible with many platforms. Image thumbnails are created in standard formats to be displayed by any browser. MedLogic ehim supports MS Internet Explorer, Google Chrome, Mozilla FireFox and other standard web browsers. MedLogic ehim supports the following search modes: o Simple search. o Logical operators (And, Or, Not,.) o Search for empty fields. 9

10 o Combined hierarchical tree, full text and indexing keys search. MedLogic ehim can show image thumbnails before opening the actual document. Users can store their search filters for later reuse. Annotation text search capability. MedLogic ehim can print documents with or without attached annotations. Storage management unit Designates storage cabinets on multiple storage devices. Supports on-line and off-line storage cabinets. Supports read/write and read only cabinets. MedLogic ehim administration and security MedLogic ehim security is based on users/groups model. Administrators can define users and their security profiles in graphical user interfaces. Administrators can disable and re-enable an account without having to delete and redefine it. Security policies that control password complexity, change rules and account validity can be defined to user accounts. User privileges can be set for all items in the logical storage hierarchy. These privileges include view, edit, add, delete, print,. MedLogic ehim supports unified login using Windows Domains without manual user definition. The system also supports single sign-in. System administrators can activate logging the activities of certain users/groups, certain operations (like delete or add), or certain storage folders. Activities are saved in a special system log. Administrators can view, filter and search that log. Administrators can activate or deactivate this log. The system provides system status reports that include user privileges, items access permissions and other important statistics. MedLogic ehim allows administrators to create customized reports that cover any of the system s functionalities. MedLogic ehim supports the HTTP/SSL protocol. MedLogic ehim allows electronic signatures on files to prevent tampering. Annotation have their own security permissions. MedLogic ehim allows users to hide certain parts of the scanned pages by placing annotations with special permissions over them. Integration MedLogic ehim provides an extensive, fully documented API that covers all of its chart management capabilities. 10

11 Using this API, developers can build new, custom-built user interfaces when needed or link MedLogic to third party applications. MedLogic ehim provides server-side integration functions and tools. Miscellaneous MedLogic ehim provides an internal mechanism to share and exchange medical charts between medical staff without any external server and with optimum network bandwidth usage. MedLogic ehim can be updated transparently and automatically in hospitals, especially for workstations running thick clients. No need to uninstall or reinstall manually on each workstation. MedLogic ehim offer extensive long-term data migration capabilities. MedLogic ehim provides advanced backup and restore functionalities (full and differential). Backup operations can be scheduled. MedLogic ehim provides legacy system data import features. 11