Health Data Management

DoYou Need to UpdateYourApproach?

Sharon Campbell BScHIM MHSM

Data

Data outlives facilities, devices and people and is the longest lasting asset in any organisation.

Data governance manages the approach

Data governance is defined as ‘a set of processes that ensure that important data assets are formally managed throughout the enterprise’ (Sarsfield 2009, 23)

Governance Principles-Record KeepingThe Basics…………….

• Compliance• Availability• Accountability• Integrity• Retention• Protection• Disposition• Transparency

Enterprise Information Management (EIM)

“The acquisition, organisation, analysis, storage, retrieval, and dissemination of information to support decision-making activities”(Kloss 2016, 45)

Enterprise Information Management (EIM)-Building Blocks for Information Governance

Privacy, Confidentiality and Security

Integrity and Quality

Design and Capture

Contents and Records

ManagementAccess and Use

Challenges affecting healthcare in 2018…….

• Financial challenges• Healthcare reform• Government mandates• Patient Safety and Quality-HACs • Patient satisfaction• Clinician-hospital relations• Population health management• New Technology• Personnel shortages• Implementing accountable care• Legal Challenges • My Health Record

Is your health data managem

ent robust enough to m

eet these challenges?

NSW Government launch archive audit after confidential medical records found in abandoned building

Canadian pharmacist fined for routinely accessing health records of acquaintances

Phishing attack breaches 38,000 patient records at Legacy Health

Third-party vendor error exposes data of 19K patients for 2 months

What would happen if you had to face these challenges?........

Legislation

• Aged Care Act 1997/2009

• Electronic Transactions Act 1999

• Evidence Act 1995, Evidence Amendment Act 2008

• Human Tissue and Transplantation Act

• Mental Health Act

• Privacy Act

• State Records Act

Privacy and Security Risks1. Access and Disclosure

1.1 An unauthorised user gains access1.2 An authorised user violates the appropriate use conditions

2 Information Integrity2.1 Mislabelling, misfiling2.2 Degradation, destruction or loss 2.3 Technology obsolescence

3. Fraud 3.1 Insider 3.2 Malware 3.3 Cyber-attack

4. Technology4.1 Mobile 4.2 Embedded devices

5. Organisational Negligence6. Human errors and negligence

Disconnect between businesses complying

with their legal privacy legal obligations, and

what individuals expect businesses to do with

their data.

Privacy and Security

“[Patients are] more likely to give permission to sharetheir data if they understand how

their data will beused”

- The Consumer’s Health Forum

Trust and Transparency

Businesses need to be more transparentabout their data handling practices

Transparency ensures businesses areclear about their practices and are givingproper consideration to what the customer should expect.

Trust and Transparency

By giving patients the ability to have

their say in regard to how their data is

handled, businesses are building

consumer trust.

Patient Choice

Consider what happens at the point of collection of

any personal information like health data and ask:

− What information are we collecting about ourpatients?

− How do we intend to use that information?− What information of our patients might we share

with others and what will they do with it?− What information and choices are we giving our

patients about personal information we collect?

Patient Choice

Understanding Data Processing Obligations

• Personal data• Type of data • Security obligations • Nature and purpose• Release of information • Responsibilities

The cost of poor data quality

It costs ten times as much to complete a unit of simple work when the data are flawed in any way compared to when they are accurate.

What is the actual ‘source of truth’??

How, What, Where & Why

How-Establish an Information Governance CommitteeCreate a charter to support members in their roles

What-Set the terms of reference Clear, consistent and transparent

Where-Within your organisations hierarchy – stakeholders Engage your Executives and leaders

Why-Health Data Governance Transparency Demonstrate clear, consistent secure management of all

information & processes

How, What, Where & Why Continued

Policies, Standards

and Legislation

Create and

Capture

Store and

Protect

Find, Use and

Share

Keep or Destroy