Business intelligence transforming small clinics (part one)

Business intelligence refers to a concept where raw data is processed and refined into more applicable forms. In simpler terms, business intelligence examines past and present data and displays it in more readable forms, either qualitative/quantitative  such as graphs, charts, tables, images and text. Without a doubt, this concept is very important in the healthcare system, especially in small clinics. Primarily, the provision of excellent healthcare lies on the key foundations of recording and consistently updating data including expenses, stock, patient diagnosis, treatment plans and outcomes over prolonged periods of time. Business Intelligence tools aid in lightening this constant burden of upkeeping data. Making it mutually beneficial for the patient with faster access to healthcare services and healthcare professionals can be more serviceable with immediate access to information, as quick as the click of a button. 

Notably, advancements in healthcare technology continually promote more advanced approaches to simple tasks in a clinical, administrative and medical background. As such, technological Business Intelligence tools are seen to promote digital transformation from paper based environments to solely electronic environments within the healthcare system. However, this transition is not instantaneous so it is found that some hybrid between systems commonly exist.  

Firstly, a paper based clinic utilises the most traditional means of data entry and refers to one in which data is recorded and stored in solely a physical, tangible state. For example, a patient’s clinical, financial, and medical data may be recorded on paper such as physicians’ notes, patients’ invoices, and patient prescriptions. The use of paper is most preferred by the user who may not have a certain level of computer literacy as well as the fact that paper-based documents are required and considered ‘official’ by law.  

For example, taken from RioMed’s market research, 71.8% of the surveyed doctors still utilize more traditional means of recording whilst only 28.2% utilize electronic recording. This shows that a vast majority of practitioners still prefer paper-based documentation in more technologically advanced times. 

Paper-based documentation carries the challenges of requiring physical storage space, restriction to sharing of documents (couriered or faxed), difficulty to edit and the susceptibility to damage. Based on RioMed’s survey, only 89 of surveyed doctors in Trinidad and Tobago utilise electronic patient records in comparison to 165 who do not utilise this feature. In addition, 125 doctors stated they currently hold over 4000 patient records. Surely, managing and navigating such an enormous amount of data, specific to each patient, can become tedious. As such implementing technological Business Intelligence tools can improve efficiency of this ongoing documentation process. Even more so, paper-based documentation is cost inefficient as stationary items must be bought to utilise this system. These downfalls have birthed the electronic documentation environment. 

Electronic-based data capture is a more innovative means of data entry and refers to one in which data is recorded and stored on a digital system where it can easily be represented as text, images and even audio. This form of documentation holds substantial benefits that overcome the downfalls of that of a paper-based environment. One major advantage is the cost-effectiveness. Electronic documentation requires a one-time investment in a technological device such as a laptop whereas paper-based documentation requires consistent replenishing of materials such as paper and ink. Additionally, electronic documentation is time efficient as data can be recorded, easily updated, searched and shared within seconds. Data can be secured from prying eyes by use of passwords for authorised users, a feature not so easily accomplished when documented on paper. However, this system also has shortcomings. Users must be computer literate to effectively navigate the electronic environment. Moreover, data is susceptible to corruption by malware, but it is easier to retrieve lost or damaged  files electronically compared to that of paper-based documentation. 

Lastly, electronic documentation is not always accepted to be ‘official’ or and ‘original’ by law. Thus, some establishments choose to utilise hybrid documentation where they utilise electronic data entry with some paper based elements only when required. 

Observing the progression of technology currently in the world and having weighed out the pros and cons of each type of documentation, it is obvious that business intelligence will become more prominent in the years to come. 

More specifically, Business Intelligence is quite influential in determining key data trends that are necessary for decision making for different aspects of a small clinic management.  

Part two of this blog outlines in detail how Business Intelligence is necessary in successfully managing a small clinic. For further details on how Business Intelligence can be utilised in your business contact us at RioMed Ltd.