CHAPTER FIVE
5. INTRODUCTION
5.3 INFORMATION MANAGEMENT ACTIVITIES
5.3.1 Methods used to capture and the format in which health information is stored
respondents indicated that they were unable to name a particular service, as information in the hospital is disseminated haphazardly.
In analysing the "other" option, the following results were obtained: 12 (8.5%) said they get information from the Medical Representatives (Medical Delegates), 5 (3.5%) from the Provincial Delegation of Public Health, two (1.4%) from seminars, workshops and conferences and OCEA, respectively, two (1.4%) from the radio and television and 11 (7.8%) no response. Medical representatives play a significant role in disseminating information.
5.3.2 Information exchange activities
In order to keep abreast with the volume of scientific literature (information), there should be some sort of information exchange, or sharing of activities. According to Cronin (1985b:120), a new article is published in a medical journal every 26 seconds. Consider what this means in terms of keeping up to date. It is impossible for any single library or information centre to do so and therefore, the exchange of information among medical practitioners, both within and beyond the hospital, is very essential.
One of the objectives of the study was to propose recommendations to improve the management of health information.
Before proposing any recommendation, it is necessary to understand the current information exchange activities. To this end, several questions were designed to identify the existing information exchange activities and the mechanisms used by the medical professionals.
5.3.2.1 Methods used to exchange information
Respondents were asked to indicate the ways used to exchange information within their service and beyond. Alist of methods used to exchange information was provided. To find out the respondents' frequencies of exchanging information, afrequency scale was provided. Table 5.4 gives adetailed description of the responses obtained. Just as the culture of accessing information is still practised in a rudimentary fashion, so, too, is the way in which information is exchanged or shared among medical professionals in the survey. The results obtained revealed that interaction with colleagues, one-to-one and to two-or-more, was the most frequently used information exchange method among medical personnel. Surprisingly, workshops and/or seminars and conferences were not frequently used. However, it is very rare to have workshops or seminars and conferences on a monthly basis. Of interest is the non-utilisation of
revolutionised the way information is being exchanged throughout the globe. But the results reveal that this tool is less frequently used the medical professionals in the survey.
Table 5.4: Methods of exchanging health information and the frequencies of use (N=141)
Frequency 1to 5 6 to 10 11 to20 21 to30 Never
times a times a times a times a
month month month month
Methods of exchanging information
Conferences 45 (21.9%) 12 (8.5%) / / 84 (59.5%)
Electronic discussion group(s) 9 (6.3%) 5 (3.5%) / / 127 (90%)
Face-to-face interaction (one-to-one) 18 (12.7%) 24 (17%) 48 (34%) 11 (7.8%) 40 (28.3%) Face-to-face interaction (to two-to-more) 19 (13.4%) 27 (19.1%) 42 (29.8%) 6 (4.3%) 47 (33.3%)
Interest groups 15 (10.6%) 4 (2.8%) 2 (1.4%) / 120 (85.1%)
Internet 19 (9.2%) 3(2.1%) 11 (7.8%) 1 (0.7%) 107 (75.8%)
Workshops /seminars 45 (26.9%) 13 (9.2%) 3 (2.1%) / 80 (56.7%)
5.3.2.2 Satisfaction with the methods used to exchange information
For proper planning, it is important to evaluate the current methods used to exchange information in terms of members' (users) satisfaction, review the problems faced in the existing method and determine whether or not introducing the new or supplementary method is necessary. It was therefore important for the study to establish the levels of satisfaction of the medical personnel with the current methods of information exchange activities.
5.3.2.3 Degree of satisfaction
The respondents were asked to rate the extent of satisfaction with the ways information is exchanged. Ascale of "very satisfied", "satisfied", "no opinion", "dissatisfied" and "very dissatisfied" was provided. Out of138respondents who answered, the majority81 (57.4%) were either dissatisfied or very dissatisfied with the method used to exchange information. See Chart5.2below.
Chart 5.2: Degree of satisfaction with the method used to exchange information
9 70 60 50
40 31
"30 20
20 10
o
~~d1>~
b,p#' ~r ,,,
~ -.I *,ca .~~
~tlI ~\,> (;)~
~tlI
5.3.2.4 Factors that hinder information exchange activities
17
Respondents were also asked to indicate the factors that hinder the process of exchanging information among health professionals. A list of options was provided and respondents were allowed to select more than one response.
The results in Table 5.5 indicate that the main factors that hinder the exchange of information among medical professionals are lack of information support services57 (80.2%), irregular distribution of information 52 (73.2%) and poor co-operation and collaboration among medical professionals49 (69%).
Table 5.5: Factors that hinder health information exchange activities (N=141)
Factors Frequencies and%
Lack of information support services and activities 57 (40.4%) Information distribution activities are no reqularly done 52 (36.8%) Lack of co-operation and collaboration amonq staff 49 (34.7%) Lack of finance to subscribe for journal 27 (19.1%)
Lack of relevant information 25 (17.7%)
Information overload 6 (4.2%)
Poor packaqinq of information 6 (4.2%)
5.3.2.5 Solutions to overcome problems of information exchange.
To assist the researcher provide recommendations to the problem of information exchange, respondents were asked to propose measures that could be taken to overcome or solve these problems. Being an open-ended question, and with respondents providing more than one solution, content analysis was used to quantify the responses. The results are presented in Table 5.6 below.
Table 5.6: Suggestions to overcome the problems of health information exchange activities (N=141)
Categories of responses Frequencies and%
Train and encourage the use of ICTs among medical personnel. 67 47.5%
Information on conferences, workshops and seminars should not be restricted to a 58 (41.1%) particular Qroup of medical staff.
Organise regular inter-departmental meetings and forums, whereby medical staff would 57 (40.4%) be able to meet colleaQues and share their experiences in an amicable way.
Provide a service to oversee Professional Continuous Education and this should be 55 (39%) obliQatorv.
Provide a common computer room with Internet facilities. 54 38.2%
Provide an independent service in charge of information management, which should be 32 (22.6%) an integral part of the hospital.
Improve communication channels in the hospital. 30 21.2%
Create a library with Internet access and subscribe to electronic journals. 27 19.1%
Create awareness of the importance of information. 27 19.1%
Waiver tax on medical material and equipment. 19 13.4%
Increase subvention and subsidies to government hospitals. 19 13.4%
Create a local health databank and encourage local researchers to publish their findings. 18 12.7%
Reduce the cost of Intemet services. 16 11.3%
Create an electronic database for the health system. 11 7.8%)
Multiple responses wee received.
A long list of 14 solutions indicates the magnitude and variety of the problems. From the list (table 5.7), the largest number of respondents 67 (47.5%) suggested training and encouragement in the use of leTs among medical staff.
Fifty-seven (40.4%) proposed the organisation of regular interdepartmental meetings and/or forums, whereby medical staff from the various services within the hospital would have an opportunity to meet with colleagues, exchange ideas and experiences and network in a calm and amicable atmosphere. Furthermore, 58 (41.1 %) mentioned that information about conferences, workshops or seminars should be made available to everybody and not restricted to a particular group of staff. Fifty-four (38.2%) each suggested the creation of a common computer room with Internet
facilities in the hospital and 55 (39%) requested the creation of a separate department or service in charge of Professional Continuous Education (PCE) and it should be obligatory.