Data Management Problems and Possible Solutions. My Background. Problems in Managing Data 6/8/2016

Transcription

1 Data Management Problems and Possible Solutions Varadraj Prabhu Gurupur, PhD, RHIA Assistant Professor Health Management and Informatics University of Central Florida Orlando, FL My Background Education: PhD, Computer Engineering, The University of Alabama at Birmingham, 2010 Master of Science, Computer Science, The University of Alabama at Birmingham, 2005 Bachelor of Engineering, Computer Science and Engineering, Mangalore University, 2002 Work Experience: Assistant Professor, Health Management and Informatics, University of Central Florida, 2014 Present Assistant Professor, Health Informatics and Information Management, Louisiana Tech University, Assistant Professor, Computer Science and Information Systems, Texas A&M University Commerce, Information Systems Specialist II (Chief of the Department IT staff), Neurology, The University of Alabama at Birmingham, Program Coordinator II (Data Manager), Alzheimer's Disease Research Center, Neurology, The University of Alabama at Birmingham, Data Processing Specialist, Pharmacy, The University of Alabama at Birmingham, Lecturer, Computer Science and Engineering, Gogte Institute of Technology, Problems in Managing Data 1

2 Problems Managing Data Having the right software solution to the right problem Identifying the right data source Developing the right schema Efficiency and speed of data storage retrieval Blame the Stupid Computer Clinicians and individuals dealing with clinical data find it hard to comprehend the use of data management software User friendliness of the data management or EHR/EMR software can be an issue Data Mismanagement Individuals expected to manage clinical data may end up mismanaging them Lack of statistical expertise could be a leading contributor to this problem Another major contributor could be inappropriate manipulation of data 2

3 Catastrophic Mistakes in Data Management Violation of HIPAA rules and regulations Mistakes in Data Entry Not backing up critical patient data Completely disregarding federal rules and policies Be Mindful of Insecure Networks Users need to be careful about the networks used to access patient data For example, an insecure network used in a coffee shop could lead to data security problems Database Systems Not Normalized Database systems that are not normalized may lead to several problems such as duplication of data, unwanted processing overhead, problems in efficient data backup, etc Database systems used in a healthcare setting must at least stick to the first three forms of normalization 3

4 System Obsolescence Possible Solutions Training Users Users must be trained in using the EHR/EMR Identifying common mistakes made by the users can help in training users Availability of IT support staff within the operational unit can be of help 4

5 Patience is a Virtue Many times mistakes are committed due to lack of patience from the user Although it is easier said that done, Patience is a virtue Data Backup Rule of Three Using the Right Backup Devices Use data backup devices that are easy to use Look into the details of the data security system associated with the device Investigate on the user friendliness of the device 5

6 Using the Backup Device the Right Way Be mindful of not violating HIPAA rules and regulations Many times the backup devices are kept in places that may compromise data security If the backup device is being accessed through a Virtual Private Network then be careful about the device used to access the network Using the Right Network to Access Patient Data Using the Right Network to Access Patient Data Check if the network being used has an SSID and password required to access it WPA 2 would be the most secure way of protecting data over the network 6

7 Brief Introduction to Data Normalization 1 st Normal Form Patient ID Name Address Consulting 123 XYZ, ABC 12 International Drive, Orlando, FL, Dr. O Specialization Neurology Patient ID First Name Last Name 123 ABC XYZ 12 International Drive Street Name City State Zipcode Consulting Specialization Orlando FL Dr. O Neurology 2 nd Normal Form Patient ID First Name Last Name 123 ABC XYZ 12 International Drive Street Name City State Zipcode Consulting Orlando FL Dr. O Consulting Dr. O Specialization Neurology 7

8 3 rd Normal Form Patient ID First Name Last Name Street Name City State Zipcode 123 ABC XYZ 12 International Drive Orlando FL Patient ID 123 Dr. O Consulting Upgrade your Computer Upgrading your workstation every 5 years can be of help Data may have to be migrated into the new system appropriately Migration of data into newer servers can improve efficiency Thank You! 8