Information Technology System at The Marian Centre
The Marian Centre implemented a comprehensive state-of-the-art information technology system facilitating effective information flow between the different sites of the Centre (West Perth, Murdoch and Subiaco), and referring medical and non-medical specialists.
The main access to this information technology system is through The Marian Centre website. Each element of the system could be also accessed independently. It is a web-based system which is rigorously guarded with security protocols similar to internet banking. These security measures are currently used in the health-care industry and have been medico-legally tested.
The goals of developing the Information Technology systems at The Marian Centre were:
- maintaining effective pathways for critical decision making processes
- monitoring consistency of clinical data entries
- improving communication between all members of the multidisciplinary team
- providing integrated clinical care
- creating appropriate protocols for quality assurance and further research in the area of information technology used in a mental health setting
During the process of implementation of the unique IT solutions at The Marian Centre, the Centre has established close links with IBA Health, a major provider of information technology in Australia and the Australia-Pacific region and its subsidiary Monet Health – Clinical Solution.
The Marian Centre integrated all aspects of hospital operations into one IT system. These elements, regardless of their operating system and types of applications, would exchange information through robust and well tested H7 messaging systems. Disseminating information from one source - Patient Administration System (PAS) - will allow all the applications used at the Marian Centre to provide the clinicians and other members of the team with consistent clinical and operational information, thus avoiding duplication of information entry. This process will prevent any possible mistakes and human errors arising from maintaining comprehensive databases of unique types of codes and information.
The Marian Centre Information Technology system will significantly reduce the time of data entry and, as a result of this, will create a major cost reduction in operations of the Marian Centre.
Monet Clinical Solutions (Electronic Health Care System)
Monet Clinical Solutions used generally product, but in its original design was suitable only for primary medical care outpatient settings – General Practice Medical Centres. Complex modification to this application and developing a new interface between the hospital systems allowed utilisation of Monet Clinical Solutions in impatient and outpatient settings. In its emerging form the application can be used by a variety of mental health professionals, not only medical practitioner. Recently developed and tested template configuration wizards, allows individual practitioners to:
- set up their own data entry templates
- individualize and customise their own electronic healthcare records
Despite some differences in individual templates, the clinical data collected during the clinical care uses consistent coding for further processing.
Content Management System (Intranet)
All regulations, policies, protocols, procedures, process models, legislations etc. are easily accessible on-site as well as off-site on the Content Management System (Intranet), designed and developed by the leading Website design company – Webfirm.
Virtual Private Network
This significant innovation introduced at the Marian Centre is a creation of virtual private networks, which is “firewalled” from any external access or interruptions. The individual clinicians can “log-in” to it remotely and have access to all of the required information. The communication between clinicians, i.e., nursing staff and medical practitioners is also occurring electronically through an encrypted, secured web mail server. All of the documents and operational instructions, such as policies and protocols, are stored offsite in a secure location and are also accessible remotely through a system of highly secure “log-ins”.
Data Warehouse
All the information collected through different elements of the information technology network is stored in a data warehouse, creating a secure source of de-identified information for future analysis – Generalised Data Management System.
The data warehouse allows regular real-time monitoring of this information and produces real- time operational reporting. This process is an important pre-requisite to effective quality control measures as well as real-time risk monitoring ensuring the highest clinical care with appropriate safety measures in place.
Voice Over-Internet (VOIP) Telephone System
The extension of The Marian Centre’s IT system is its novel application of VOIP with a traditional PABX system allowing further improvement and flexibility in maintaining communication between the sites. This set up also gives The Centre’s patients free and easy access to local calls as well as heavily discounted STD/IDD calls.
Security Systems
The Information Technology has also assisted the staff in maintaining the highest level of personal security at the Centre for all patients, visitors and staff. Apart from the standard security measures such as CCTV cameras in public areas, the Centre provides a wireless duress system, with notifications available on electronic notice boards and all the computers. The system provides specific location of the duress alarms and crisis intervention protocols most appropriate for the presented situation.
The Marian Centre StartPage
Sitting above all components of The Marian Centre's IT systems is the StartPage. More a collection of mini-applications and links than a single webpage, this system provides a user-friendly gateway to all of the most commonly used resources and applications of the Marian Centre Intranet.
The StartPage is accessible from any Internet-connected computer via a password-protected entry point. This makes it ideal for everyday tasks as diverse as checking your email or printing policies - all from one location.
Some of the features of this system provide the ability to:
- Search the Content Management System for documents, forms or policies
- Rapidly share news and announcements across the organisation
- Create & process surveys for staff or other users of the Intranet
- Request maintenance or stationery supplies
- Look up (& contribute) phone numbers & contact details from a growing user-built database
- View & print clinical or administrative forms
- Check email without opening a separate program
- Upload & manage Nursing Careplans (and later - any type of knowledge such as Clinical Case studies)
- Connect to eMims
- Create, modify & distribute rosters for all divisions within the organisation
- Look up Internet & community resources
- Manage 'To Do' lists for any Doctor or staff member
The StartPage system recognises that any computer system used by non-technically trained operators must be intuitive and practical in its implementation. Apart from numerous tools and resources created specifically for The Marian Centre, a key benefit of the StartPage is that it provides a single entry point to the other major applications of The Marian Centre Intranet, such as the Patient Administration System (PAS) and the Content Management System (CMS). As with the PAS and CMS, StartPage is based on web technologies, making it flexible & universally accessible from any Internet-connected computer. The end result is a simplified, integrated user experience across all Intranet systems.
Hardware
The Centre invested considerable resources in setting up adequate hardware infrastructure with robust in-built contingencies supporting the Information Technology System.
- The Centre is self-sufficient for many hours at times of power failures, which are not infrequent in our State.
- The patients have easy access to the public (non-secure) wireless system as long as their computers are appropriately configured for that form of Internet access. All patients are able to use two Internet stations free of charge.
- The staff use multiple desktops, some of which have large displays (42 inches) for easy viewing and sharing the information among all users.
- The therapists use similar displays during the group therapy sessions.
- The Centre is currently testing the functionality of tablet computers allowing the staff to collect clinical information at the bed site and access the relevant reference materials such as policies, procedures, protocols and process models, outside the offices.
For any details regarding this specific IT setup and installation at the Marian Centre, please do not hesitate to contact Dr Jaroslaw Komeda-Hryniewicki.