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Chapter-2
Special Study-Role of MIS implemented by ICT Health
An information system is an organized combination of people, hardware, software, communications
Networks and data resources that collects, transforms, and disseminates information in an
organization.
INTRODUCTION
MIS-Management Information System-
The MIS is defined as a system based on the database of the evolved for the purpose of providing
information to the people in the organization.
An MIS provides managers with information and support for effective decision making, and provides
feedback on daily operations.
Outputs or reports are usually generated through accumulation of transaction processing data.
Each MIS is an integrated collection of subsystems, which are typically organized along functional
lines within an organization.
Generic role of MIS-
 The role of MIS in an organization can be compared to the role of heart in the body.
 The information is the blood and MIS is the heart. In the body the heart plays the role of supplying
pure blood to all the elements of the body including the brain.
 The MIS plays exactly the same role in the organization.The system ensures that an appropriate
data is collected from the various sources, processed, and sent further to all the needy destinations.
 The system is expected to fulfill the information needs of an individual, a group of individuals, the
management functionaries: the managers and the top management.
 The MIS satisfies the diverse needs through a variety of systems such as Query Systems, Analysis
Systems, Modeling Systems and Decision Support Systems.The MIS helps in Strategic Planning,
Management Control, Operational Control and Transaction Processing.
ROLE OF MIS IN KOTHARI MEDICAL HOSPITAL(KMC)
INTRODUCTION- KMC mainly uses the software named HINAI which is implemented by ICT
Health to carry out the pivotal functions of each and every work of the hospital starting from

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admission procedure uptill the discharge procedures.Other than this software they also use their
own coded software i.e. KMC Central of Foxpro which runs on DOTS programme, a programe of
Microsoft. The Foxpro software is widely used in HR department, Time keeping department and
Payroll as well.The Hinai software is implemented by ICT Health which is a third party software
but is customised by the IT team of KMC based on the users requirements. Regarding the usage of
the software when a problem is faced in any of the departments it is totally handled by the IT
Department.The user after facing any problems first contacts the IT team about the issues and with
the help of the Hinai Portal (Help centre) the issues are updated and thereafter the team contacts
the ICT Health. After going through the issues ICT customer sevice proides the favourable
solutions for it.In Finance department, the software which is used is known as Tally but bridging is
done where the Hinai plays a major role for the financial department progress. As Hinai stores all
the information of the hospital workflow but a speck of information is transferred to Tally software
where the user modifies the downloaded information and thus reports are generated.
Working Procedure of MR in KMC
Documented Policies and Procedures exist to meet the information needs of
the care providers, Management of the organisation as well as other
agencies that require data and information from the Organization.
MIS helps to store a complete and accurate Medical Record for every patient.
Documented Policies and Procedures are kept in place for maintaining
confidentiality, integrity and security of record data and information.
Documented Policies and Procedures exist for retention time of
records, data and information.
MIS regularly carries out review of Medical Records.
MIS consists of the process in place for effective management of Data.
The Medical Record reflects continuity of care.

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The information needs of the organization are identified and were appropriate to the scope of the
services being provided by the organization & the complexity of the organization.Documented
policies and procedures to meet the information needs exist.These policies and procedures are in
compliance with the prevailing laws and regulations. All the information and technology
acquisitions are in accordance with it. The organisation contributes to external databases in
accordance with law and regulations.
Formats for the data collection are standardized and hence there are necessary resources which are
available for analyzing the data. The documented procedures are laid down for timely and accurate
dissemination of data. The documented procedures exist for storing and retrieving data. Appropriate
clinical and managerial staffs participate in selecting, integrating and using data.
In all hospitals every medical recordhas a unique identifier. Organization policy identifies those
authorized to make entries in medical record. Each entry in medical record are named, signed, dated
and timed. The person who made the entries can be identified as the data stores the sample
signature.The content of the medical records are identified and documented. The record provides a
complete, up-to-date and chronological account of patient care. Provision is made for 24 hours
availability of the patient’s record to the hospital database to ensure continuity of care.
The medical record contains information regarding reasons for getting admitted, diagnosis and care
plan. It also contains the result of the tests carried out and the care provided.Operative and other
procedures which are performed are incorporated in the medical record. When patient is transferred
to other hospital they need to fill up a form which is later documented consisting the date of
transfer, reason and the name of the patient. In case of death, the medical record contains a copy of
the issued death certificate. Thus with the help of database they have access to current and past
medical records.Documented policies and procedures exist for maintaining confidentiality, integrity
and security of record data and information. The organization has an effective process for
monitoring compliance of the laid down policy and procedure. The medical records are reviewed
periodically which uses a representative sample based on statistical principles. The review is
conducted by internal auditors which focus on the timeliness, legibility and completeness of the
medical record. It includes the record of both active and discharged patients. Appropriate corrective
and preventive measures are undertaken with a defined period of time.

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Detail of the Assigned Task:-
For the MIS part of the project the assigned task was- with the help of a unique
identification and password the everyday process of converting the stored data from
database with the help of Hinai software and transferring the information to the Tally
software was done only for Finance Department every day. The steps were as
follows:-
Tally data import from Hinai (from IT department
To Finance department):-
Open Hinai
with unique
ID and
Password.
Put date in the
Finance
department
column and
click on search.
Previous
day data
inputed.
Clear
database and
download
from Hinai.
Downloaded
via locally
database.
Generate GRN
dates and copy to
clipboard.
Generate
sponsored data
and billing and
copy to
clipboard.
Generate GR N Note
Data and copy to
clipboard. If billing is
cancelled then it is send
to finance for further
procedure.
Work done in
Tally.