Introduction and Role of Health Information System in Correctional Healthcare

Answer

• Introduction and Role of Health Information System in Correctional Healthcare

  Health information systems (HIS), when implemented, are an asset to the medical fraternity since they enable medical personnel to keep track of a patient's medical history, medication, vaccination history, and allergic reactions. Although electronic health records are a safe and convenient means of storing patient medical data, they have challenges. This paper discusses some of the benefits and challenges that the healthcare institution I work with experienced while implementing HIS. I also highlight how the institution maintains these records and how patient information is released.         

   

  Healthcare Sector Background

  I currently work as a regional director in state prisons that is home to incarcerated individuals. Most of these inmates committed crimes, including drug possession and trafficking, driving while intoxicated, obstruction of justice, and burglary. Some of these prisoners are likely to have medical conditions including hepatitis C, tuberculosis, and various sexually transmitted diseases. Other patients exhibit depression, anxiety, and posttraumatic stress disorder.

  The correctional facility previously maintained paper-based medical records of the inmates in which the inmates would manually fill out the details of their health conditions upon incarceration. In addition, the medical personnel would write down their clinical diagnostic notes on paper, then store the data in locked medical records vaults in the prison's medical wing. Storing patient medical records in a physical format ensured that medical personnel could easily access these records. The medical personnel did not require additional training on how to record medical data. However, the prison experienced numerous challenges with this physical filing system, including a shortage of space to store files, limited security, and errors. Due to the expanding inmate population, the prison's administration opted to migrate patient records to a temporary storage facility outside of the prison. However, this migration did not guarantee the safety and security of patients' medical records due to increased theft and natural calamities such as hurricanes that caused significant destruction in the area. As a result, the prison decided to implement an electronic health record (EHR) system. Medical personnel, nurses, and human resource personnel also received appropriate training on managing these systems.    

   

  The Value of Implementing a Health Information System in the Correctional Facility

              Introducing the electronic health information system ensured that the inmates experienced continuity of care. The prison's administration would collect information on the inmates' physical and mental health status and medication upon entry and while in prison. The system would collect and store medical diagnostic reports and test results, medical history, vaccinations, and allergic reactions (Sligo et al., 2017). The system also eased the transfer of medical records to other hospitals if the patients needed more advanced health care than the prison hospital could provide. Electronic health records also facilitated the transfer of inmate health information to probation officers upon completion of jail terms and re-entry to society.

  Electronic health records also improved patient safety since the inmates' medical data is stored in a cloud and shared across various databases. This meant that medics could be alerted if inmates had previously experienced adverse reactions to a previously prescribed medication (Sligo et al., 2017). For instance, EHRs prevented the prison's dentist from administering a local anesthetic injection to a patient who had previously developed adverse effects from the drug.

   

   

  Challenges of Adopting a Health Information System

  The correctional facility experienced various challenges when implementing patient electronic health records. For instance, implementing the prison's EHR was costly as it required setting up the hardware, software costs, network fees, and periodic maintenance (Kuo, 2011). In addition, the prison had to hire additional staff who facilitated the migration from paper to electronic records. Financing and implementing this process was challenging. However, the prison received monetary support from the federal government to implement this system.   

  The top-level management at the prison resisted the change from paper to cloud technology (Kuo, 2011). Some of the prison's medical staff also opposed this change since they believed they would lose their jobs. However, they acquiesced once they were educated on the benefits of HIS.

  Since most physicians and nurses had not acquired the proper skills set to manage HIS technology, the prison administration had to educate its medical staff upon implementation (Kuo, 2011). Besides, the medical fraternity requires regular retraining to keep up with the latest innovations due to the ever-changing information technology landscape. 

  Maintenance of Health Information System

  The prison ensures that inmate health data are adequately collected, recorded, stored, processed, and accessed. To ensure that the EHR process operates seamlessly, the prison hired a team of health information technology specialists, whose role includes maintaining and implementing patient health records and analyzing and reporting patient data (Iwata et al., 2015). The specialists perform system maintenance by setting up the health information system by purchasing the necessary hardware and software and configuring the network. They also train medical personnel to enter and access patient medical records, and whenever they update technology systems. 

  In addition, the health IT specialists practice preventive maintenance such as providing medical personnel with passwords, backing up data, scanning the network for viruses or infringements, setting up firewalls, and securing servers and replacing those that become obsolete (Iwata et al., 2015). The team also backs up and restores patient records and establishes manual contingency plans for recovering this information in cases of loss. Besides, the IT team sets up anti-malware tools that prevent viral attacks. 

  Release of Patient Information

  Patient medical records are private and confidential. As result, medical staff and other personnel should respect the information stored. However, there exist instances in which this information is released to other individuals, such as when referring patients to other healthcare facilities. Such circumstances require the prison medical facility to adhere to the regulations in the Health Insurance Portability and Accountability Act (HIPAA) privacy rule that addresses the release of patient information (Harman et al., 2012). The prison's medical wing records the date and time and confirms the person who makes this request. It also reviews the content of the patient's record and verifies the patient and the reason for making the request. Once the request has been approved, patient records can be released to the appropriate personnel (Harman et al., 2012).

  Conclusion

  Implementing health information systems in correctional facilities guarantees continuity of patient care and safety of patient data. Health facilities experience various challenges when implementing a HIS, including the high cost of setting up the process and resistance from personnel. Maintaining patient data requires relevant computer hardware, software and the internet. To access confidential patient data, authorized medical personnel should follow procedures laid down by the HIPAA privacy rule that addresses the release of patient information.