The advent of information technology in healthcare has been a blessing to the innumerous healthcare organizations across the globe. The Hospital Information Management System (HIMS) is a great example of this. A well implemented HIMS helps to automate and streamline clinical and administrative workflows and in turn improve outcomes. HIMS modules like OPD, IPD, operation theatre management, billing, materials management etc. provide an integrated solution for day to day hospital operations and improve the operational efficiency.  However, an inefficient HIMS not only hinders the smooth flow of processes, it also adds on to the cost and the existing workload of the hospital. Sadly, more often than not this continues to be the case in many hospitals. Work duplication, increased chances of errors, increased costs, additional staff, and loss of data are some of the outcomes of a disorganized HIMS. Listed below are some factors to be considered when selecting a HIMS:

Involve User Departments: The user departments should be a part of the HIMS selection process as they can provide the best feedback of the respective HIMS module. A list of deficiencies in the existing HIMS or a list of requirements/ expectations from the new HIMS system from the concerned departments can also help provide clarity on the objectives and goals of HIMS implementation. Departments should participate in their respective HIMS module demonstrations and give their comments on it. This not only aids the HIMS selection and implementation process but also ensures their ownership of the process. Senior leaders of the organization, both clinical and non-clinical, also need to be part of the process.

System / Module review: As discussed above, all modules should be reviewed thoroughly with the concerned end users. Each module can be rated based on the parameters like user interface, features, module design, reports generated etc. Customization options as per the requirements of the hospital and the ability to integrate with the existing system also need to be reviewed. Privacy, back up, data migrations are other parameters that need to be looked into. Other requirements like infrastructure should also be discussed with the vendor. A detailed techno – commercial analysis should be done based on the review.

Reference check of Vendors: Before selecting an HIMS it is essential to do a reference check of the vendors. Past project details can be taken from the vendor and these clients can be contacted by the hospital to get a feedback on the HIMS. Site visits to hospitals where HIMS implementation was done by the vendor can also be undertaken.

Implementation strategy: Once the HIMS vendor has been finalized a detailed phase wise implementation plan needs to be chalked out which outlines the timelines, roles and responsibilities, support required from the hospital, onsite days, off site support etc. The progress of the implementation process should be reviewed periodically with the HIMS team. End user feedback should be also be taken regularly to understand the effectiveness of implementation.

Staff Training: Lack of adequate training provided to staff is often the cause for an inefficient implementation and hence this area needs to be given special emphasis during the selection and implementation phases of HIMS. Training approach should be customized as per the department. Apart from the module training, the hospital staff also need to be educated on the aspects of data security, access control and privacy. Hands on training should also be given to staff.

Implementation of HIMS is a major project and hence it is imperative to give due diligence and time to the process. Although HIMS implementation is an extensive, expensive and a time consuming process, in the long run it helps improve the operational efficiency, service quality and eventually patient satisfaction.