1.Vital Records (10 Points)
Perform a web search for the state office of vital records or statistics for your state.
Explore the site and identify the type of information required by law that the site supports.
Does the site discuss protecting the privacy of health information or other information that is collected and maintained by the state
Include the link in your summary.
https://www.health.ny.gov/statistics/vital_statistics/
vs_data_research.htm
https://www.health.ny.gov/statistics/vital_statistics/
2.As a new HIM professional, address how you could persuade the CEO to implement an IG program. Write a one to two paragraph on why your need to implement an IG plan. (5 Points)
Introduction to
Information Systems
in Health Information
Technology
Chapter 14: Data and
Information Governance
© 2018 American Health Information Management Association
Learning Objectives
• Compare and contrast information governance (IG)
with data governance (DG) and their relative
significance.
• Explain the importance of enterprise information
management (EIM) and why it has become essential
• Explain the reasons why health information has
become a valued strategic asset.
• Summarize the eight key principles of Information
Governance Principles for Healthcare (IGPHC).
• Identify tools that can be used to assist a healthcare
organization in implementing an IG program.
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© 2018 American Health Information Management Association
Data Governance (DG)
• Overall management of the
availability, usability, integrity, and
security of data employed in an
organization or enterprise
– It is a specific enterprise information
management (EIM) function that
supports coordination among all other
EIM functions
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Information Governance (IG)
• Organization-wide framework for
managing information throughout its
lifecycle and for supporting the
organization’s strategy, operations,
regulatory, legal, risk, and
environmental requirements
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Data and Information Governance
• DG and IG programs rely on quality
data and information
– To make informed decisions
– To evaluate patient care and population
health
– To evaluate business processes
– To evaluate financial stability
– To reduce security breaches
– To control e-discovery costs
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Data and Information Governance
• Effectiveness is the degree to which
stated outcomes are attained
• Efficiency is how the desired outcome
is achieved or produced, particularly
without wasting resources such as
time, personnel, and money
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Data and Information Governance
• DG is a subset of IG as data is the
foundation upon which information is
built
– GIGO: “Garbage in, garbage out,”
• Metaphor for the importance of effective DG
—“garbage” data provides “garbage”
information. This “garbage” or inaccurate
information leads to poor decisions.
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e-Discovery
• Pre-trial activities wherein participants
acquire and analyze any electronic
data that could be used in civil or
criminal legal proceedings
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Data and Information Governance
• DG and IG are examples of the “little
picture, big picture” concept
• Smaller aspects of DG provide the “little
picture” while supporting the “big picture” of
IG.
• IG is the “big picture,” the allencompassing information management of
the entire healthcare facility.
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© 2018 American Health Information Management Association
Data and Information Governance
• DG is in many ways is the foundation for
HIM because it includes:
– Data modeling: Process of determining the
user’s information needs and identifying
relationships among the data
– Data mapping: Allows for connections
between two systems; allows for data initially
captured for one purpose to be translated and
used for another purpose
– Data audit: Organizational procedure for
monitoring quality of data by analyzing reports
for anomalies, inaccuracies, and missing data
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© 2018 American Health Information Management Association
Data and Information Governance
• Data quality controls: Tools such as edits and field
types used in information systems that help ensure
data quality
• Data quality management: Business processes that
ensure the integrity of an organization’s data during
collection, application (including aggregation),
warehousing, and analysis
• Data architecture: Development and maintenance of
specifications about data that reside in electronic
databases
• Data dictionary: Descriptive list of the names,
definitions, and attributes of data elements to be
collected in an information system or database whose
purpose is to standardize definitions and ensure
consistent use
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© 2018 American Health Information Management Association
Data and Information Governance
Benefits
•
•
•
•
•
•
Improved data quality
Reduction of duplication
Improved trust in data
Efficiencies
Cost savings
Risk mitigations
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© 2018 American Health Information Management Association
Metadata
• “Data about data”
– Common definition oversimplifies the
concept
– Better definition: Structured information used
to increase the effective use of data
– Includes the electronic time stamp of when
data was created, accessed, or manipulated.
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© 2018 American Health Information Management Association
Metadata
• Identifies when an entry was created,
who created it, from where it was
accessed, and all changes made to
the file or document
• During information breach
investigation, a single employee’s
electronic activity or activity that
occurred at a single workstation or
terminal can be evaluated
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© 2018 American Health Information Management Association
Types of Metadata
• Descriptive Metadata
• Structural Metadata
• Administrative Metadata
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© 2018 American Health Information Management Association
Descriptive Metadata
• Addresses specific data elements
acquired and used by the IS
– Data dictionary established for all
datasets within the IS
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© 2018 American Health Information Management Association
Structural Metadata
• Process of acquiring, storing,
manipulating, and displaying data
– Data models are diagrammatical or
graphic tools used to help program the
system and to identify areas of
inefficiency
– Entity-relationship diagrams (ERD) and
dataflow diagrams (DFD)
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© 2018 American Health Information Management Association
Administrative Metadata
• Programmed in IS to generate data
about the usage of the information
system
– Audit trail and activity reports
• Audit trail identifies tasks such as who
accessed IS or when and where someone
performed a certain data function
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© 2018 American Health Information Management Association
Data Mapping
• Supports connections between two
systems
– Connection allows for data initially
captured for one purpose to be
translated and used for another purpose
• Source: The original data set that is being
mapped from
• Target: The data set that the source is
being mapped to
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Valued Strategic Asset
• Information
– Should be managed like people, processes,
money, and other resources
• Asset: Any resource that is useful and provides
valuable quality
– Value comes from its relative worth or importance
– Valued strategic asset due to role in planning for
future of healthcare facility, making sound
clinical and administrative decisions, and
managing the financial resources
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© 2018 American Health Information Management Association
Data Silo
• Separate database or system within a
department that does not integrate
into main IS nor can others outside of
that specific department access it
– IG addresses these issues by managing
information overall, not just data of one
type or in one location
– Information can then be used to meet
needs of the healthcare facility
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© 2018 American Health Information Management Association
Business Intelligence (BI)
• End product, or goal, of IG
• BI includes information technology
and procedures to analyze all aspects
of healthcare facility’s performance
– Patient care
– Healthcare services delivery,
– Personnel, clinical applications and
outcomes
– All administrative functions
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© 2018 American Health Information Management Association
Big Data
• Electronic health data sets so large
and complex that they are
difficult/impossible) to manage with
traditional software and/or hardware
– Difficult to manage with traditional or
common data management tools and
methods
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© 2018 American Health Information Management Association
Information Governance Steering
Committee
• Created and dedicated to IG
– Role could be assumed by an existing
committee
– Responsible for the oversight of the IG
program and it has many roles
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© 2018 American Health Information Management Association
Roles of IG Steering Committee
• Identifying the responsible individual
or department responsible for IG
functions
• Developing relationships between
individuals and departments
responsible for IG functions
• Creating an IG policy
• Coordinating IG efforts
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© 2018 American Health Information Management Association
IG Leadership Structure
• IG must have permanent leadership structure,
resources (human, monetary, equipment),
and executive level commitment
– Executive level personnel: the “C-suite”
• Jargon term that refers to positions with titles beginning
with “C”:
– Chief executive officer (CEO)
– Chief financial officer (CFO)
– Chief information officer (CIO)
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© 2018 American Health Information Management Association
IG Leadership Structure
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© 2018 American Health Information Management Association
Clinical Documentation
Improvement (CDI)
• Process an organization undertakes
that will improve clinical specificity
and documentation, allowing coding
professionals to assign more precise
disease classification codes.
• Improves and supports data quality,
availability, and usability—all key
aspects of DG
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© 2018 American Health Information Management Association
Information Governance Charter
• Charter: Document that identifies
purpose, scope, and functions of a
program
• Groundwork: planned activities for IG
– Identified in the IG charter
• With the work of existing committees, the
IG charter, plan, and personnel can be
launched
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© 2018 American Health Information Management Association
Sample Project Plan
• AHIMA developed an IG sample project plan
– Figure 14.5
– Assist healthcare facilities with incorporating IG
into their work
• Five-phased process with list of activities for
each phase
–
–
–
–
–
Initiation
Planning
Execution
Control
Close-out
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© 2018 American Health Information Management Association
SBAR
• Process for facilitating communication and resolving problems
that has been used by many healthcare facilities in their quest to
implement IG
ELEMENT
DESCRIPTION
S = situation
A detailed explanation of the issue or problem
B = background
Concise and significant facts surrounding the issue
A = assessment
Research and analysis of information and suggested options
R = recommendation
Action required to achieve the desired end result
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© 2018 American Health Information Management Association
Information Asset Inventory
• List of information resources throughout
the healthcare facility
– Should be stored in spreadsheet or other
tool to facilitate access and ongoing
maintenance
– Both paper and electronic records, reports,
medical imaging
– Both structured and unstructured data
• Critical to the creation of an IG program
because all data and information to be
managed must be known
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© 2018 American Health Information Management Association
Strategic Alignment
• Process and the outcome of linking
healthcare facility structure and
resources with healthcare facility
strategy and business environment to
achieve performance improvement
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© 2018 American Health Information Management Association
Promotion of IG
• AHIMA took an assertive/proactive role
in acceptance and promotion of IG
concepts
– Worked with ARMA International and other
key stakeholders to develop IG best
practices
• Information Governance Principles for
Healthcare (IGPHC)
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© 2018 American Health Information Management Association
Information Governance Principles
for Healthcare (IGPHC)
• Applies to all aspects of information
and subsequent business
transactions across all areas of the
healthcare industry organizations
• Stakeholder: Someone who has a
concern about identified issues and
healthcare facility’s data
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© 2018 American Health Information Management Association
Information Governance Principles for
Healthcare (IGPHC)
Eight key principles
•
•
•
•
•
•
•
•
Accountability
Transparency
Integrity
Protection
Compliance
Availability
Retention
Disposition
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© 2018 American Health Information Management Association
Information Technology Governance
(ITG)
• Subdomain of IG and is essential for
any organization using information
technology
• Management of all information
technology investments:
–
–
–
–
–
Selection
Implementation
Maintenance
Evaluation
Coordination
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© 2018 American Health Information Management Association
Information Technology Governance
(ITG)
• Encompasses every aspect of IT
infrastructure such as:
–
–
–
–
–
Hardware
Software
Communication
Technology tools
Policies and procedures: provide efficient
processes for all electronic activity within the
healthcare facility
• Typically led by the chief information officer
(CIO)
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© 2018 American Health Information Management Association
IG/DG/ITG Relationship
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© 2018 American Health Information Management Association
Enterprise Information
Management (EIM)
• Set of functions used to:
– Plan
– Organize
– Coordinate people, processes, technology, and
content
– Manage information as a corporate asset that
ensures data quality safety, and ease of use
• Ensuring that the processes are in place to
generate trust in the information being used
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© 2018 American Health Information Management Association
Data and Information Governance
• Continuous program that facilitates
the Triple Aim:
– Improve population health
– Enhance the patient’s experience within
the healthcare field
– Reduce the per capita cost of healthcare
services
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© 2018 American Health Information Management Association
Data and Information Governance
• Five building blocks are identified as
essential foundation pieces for
successful EIM
•
•
•
•
•
Privacy, security, and confidentiality
Integrity and quality
Design and capture
Content and records management
Access and use
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© 2018 American Health Information Management Association
Information Governance Adoption
Model (IGAM)
• AHIMA developed a prototype plan
– Assist healthcare facilities when
attempting to implement IG
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© 2018 American Health Information Management Association
IGAM Competencies
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© 2018 American Health Information Management Association
10 Core Competencies in IGAM
• IG structure: Creates information
governance program including executive
sponsorship, IG committee, and policies &
procedures to support program
• Strategic alignment: Ensures that IG
program strategy aligns with healthcare
facility’s strategy, mission, vision & goals
• Privacy and security: Protects information
across all types of information, all media,
throughout the lifecycle
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© 2018 American Health Information Management Association
10 Core Competencies in IGAM
• Legal and regulatory: Verifies proper, accurate,
reliable, efficient response to regulatory audits,
information requests, and e-Discovery
• Data governance: Ensures usable and reliable data
through comprehensive and proven data management
practices
• IT governance: Strives for risk reduction through an
integrated approach to technology selection,
evaluation, and use
• Analytics: Proves value of IG and contributes to datadriven decision-making culture in healthcare facility
through use of advanced tools and technologies
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© 2018 American Health Information Management Association
10 Core Competencies in IGAM
• IG performance: Measures the
performance and impact of the IG program
• Enterprise Information Management:
Guides practice for information through the
information lifecycle across healthcare
ecosystem
– Ensuring value of information assets, requiring
an organization-wide perspective of information
management functions; calls for explicit
structures, policies, processes, technology, and
controls
– Infrastructure and processes to ensure
information is trustworthy and actionable
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© 2018 American Health Information Management Association
10 Core Competencies in IGAM
• Awareness and adherence: Creates a
path for trusted information and safe
use of health IT through consistent
behavior with respect to information
use, sharing, handling, access, storage,
retention, and disposition
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© 2018 American Health Information Management Association
IG Program Implementation
• Approximately 12 to 18 months to
implement
– Depends on:
•
•
•
•
Size of healthcare facility
Personnel involved
Budget
Other resources
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© 2018 American Health Information Management Association
Collaboration
• Key imperative “people-skill” for the IG
leader because employees throughout
healthcare facility must be involved
– Collaboration involves bringing various
people and departments together, finding
common ground and solutions, and
coming to a consensus for a plan of action
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© 2018 American Health Information Management Association
Hard Skills
• Basic areas of technology
• Informatics skills
– Basic computer literacy
– Programming basics and languages (SQL
and HL7)
– Use of basic office application software
including databases, graphics, and
spreadsheets
– Decision support systems
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© 2018 American Health Information Management Association
Hard Skills (continued)
• Data analytics skills:
– Healthcare statistics and research
fundamentals
– Trend analysis and predictive modeling
– Financial data and budget analysis
• Data use skills:
– Application of secondary data
– Data visualization (display) techniques
– Ability to use any technology to collect,
store, analyze, and report a wide variety of
information
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© 2018 American Health Information Management Association
Soft Skills
• Subjective traits
– Communication skills:
•
•
•
•
Involve verbal and written forms
Interpersonal skills
Collaboration
Understanding what was meant in addition to
what was said
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© 2018 American Health Information Management Association
Soft Skills
• Critical thinking uses logic and reasoning:
– Interpret situations and people
– Apply principles to processes
– Creating new ideas
• Decision making and judgement aid the
ability to choose best options based upon
some type of cost benefit analysis
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© 2018 American Health Information Management Association
Data Stewardship
• Formalization of accountability and a
continuum of stewardship responsibilities
across data life cycle and across the
enterprise
• Carried out by network of designated
employees who are responsible for
managing, collecting, viewing, storing,
sharing, disclosing, and otherwise making
use of personal health information
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© 2018 American Health Information Management Association
Health Data Stewardship
• Management and responsibilities of an
activity according to:
– Established goals and objectives
– Regulatory and accreditation conditions
– Other organizational obligations
• Guarantees that health information is used
appropriately
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© 2018 American Health Information Management Association
Certifications
• Clinical documentation improvement
coordinator
– CDIP: Certified clinical document improvement
practitioner
• Health Data Analyst
– CHDA: Certified health data analyst
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© 2018 American Health Information Management Association