eHealth Key Issues in Portuguese Public Hospitals
Ricardo Cruz-Correia
José Carlos Nascimento,
Rui Dinis Sousa
Henrique O‘Neill
Fac. Medicina Universidade Porto
(CIDES / CINTESIS),
Al. Prof. Hernani Monteiro ,
Porto, Portugal
rcorreia@med.up.pt
Algoritmi Centre, Information Systems
Department,
Universidade do Minho
Campus de Azurem,
Guimarães, Portugal
{jcn,rds}@dsi.uminho.pt
Instituto Universitário de Lisboa
(ISCTE-IUL), ADETTI-IUL,
Avª das Forças Armadas,
Lisboa, Portugal
henrique.oneill@iscte.pt
Abstract
Hospital managers, health and IT Professionals
have their work increasingly supported and dependent
on information systems and technologies. To be more
effective and efficient in the way health care is
delivered, considerable improvements in health
information systems and technologies still have to be
made at the local and national levels. This is a study
that seeks for a deeper understanding of the
Portuguese hospitals main stakeholder’s concerns
regarding their interaction with Information
Technology, so opportunities for improvement can be
later identified. Seven public hospitals have been
selected to participate in this study. In each hospital,
managers, IT and health professional were interviewed
leading to the discussion of some global and shared
perceptions that resulted in a list of eHealth key issues
in public Portuguese hospitals.
1. Introduction
At the turn of the century, it was difficult in
Portugal to devise nationwide Health Information
Systems. IS solutions deployed in each Hospital or
primary care unit were mainly devoted to support
locally performed operational tasks and implemented
without an integrated perspective. Even when provided
by central administration, these solutions were short on
perspectives about national integration, the value of
data for healthcare management or the relevance of
information for clinical decision-making. If this sounds
strange in present times, it reflected the health services
model of that moment: each unit proceeded as an
isolated provider, solving most of their own problems
in an autonomous way.
1.1. Change of national paradigm
In the last decade, health services’ organization
experienced significant changes and enormous pressure
was set on the IS side. Major opportunities echoed a
new paradigm that tends to put the citizen at the center
of the health system, demanding for wider perspectives
and for organizational models that foster integrated
health networks and discourage isolated health units.
1.2. Challenges at the hospital level
The pressure to improve the efficiency of the health
organizations
requires
better
understanding,
communication and coordination of all stakeholders [14]. Therefore, new tools are needed to support
innovation and to facilitate improving existing
management and working processes. We are now in an
period that requires (1) trans-national HIS-strategies,
(2) to explore new trans-institutional HIS architectural
styles and (3) education in health informatics and/or
biomedical
informatics,
including
appropriate
knowledge and skills on HIS [5].
Despite the positive effects of Electronic Patient
Records (EPR) usage in medical practices, the
adoption rate of such systems is still low and meets
resistance from some sectors of healthcare
professionals. The barriers perceived by physicians to
the adoption of EPRs are many and diverse [6].
In hospitals, information technologies tend to
combine different modules or subsystems, following a
best-of-breed approach [7]. Integration of healthcare
Information Systems (IS) is essential to improve health
services in hospitals by using scarce resources in a
better way, to provide proper care to mobile
individuals and to make regional healthcare systems
more efficient. However, to integrate clinical IS in
such a way that communication and data use for
healthcare delivery, or research and management, will
improve requires many issues to be addressed in a
different way [8-10]. Information Systems have
evolved to meet people's needs by implementing
regional networks, allowing patient access and
integration of an increasing number of patient data
items. However many distinct technological solutions
coexist to integrate patient data, using different
standards and data architectures which may difficult
further interoperability [11].
1.3. Central concern with local problems
As a result of national and local challenges,
hospital managers and professionals need to behave
and act in a complex environment, under the influence
of multiple trends. Organizational, professional,
financial, technological, institutional or social drivers
continuously raise new challenges to those in charge of
managing and using IT to assure that the hospital
provides better health services to the citizens.
Aware of the dimension of the problem, the
Portuguese Central Administration for Health Services
(ACSS) sponsored a research initiative aiming to better
understand the nature and dimension of the challenges
that Portuguese hospitals face on the e-health domain.
It also wants to identify improvement opportunities in
technology usage to assure better access to services,
more qualified services and resources optimization.
ACSS is aware of the specific characteristics of the
different hospitals belonging to the National Health
Service network, that may be critical for the success of
renewal initiatives: their geographical location, the
populations they serve, their size and level of
specialization, the different roles of their healthcare
professionals, their IS professionals and their managers
[12].
2. Aim
Driven by the global goals stated here above, this
paper presents a study carried out with a representative
group of Portuguese hospitals. It aims to define a set of
key issues on health informatics as perceived by the
main stakeholders: health professionals, managers and
IS/IT professional. In particular, these key issues
should describe the main IS/IT related concerns these
stakeholders recognize as being critical to address the
challenges their institutions face.
This project is a contribution to a wider research
initiative. As detailed ahead, it presents findings that
being important for their intrinsic value may also be
appreciated for the support they provide to the
subsequent stages of the research initiative concerning
the role of IS in the healthcare improvement process.
3. Methods
Since we are looking for a deep understanding of
hospital stakeholder’s concerns coming from their
interaction with health information systems and
technology, the ontological and epistemological
principles of interpretative research [13] [14] seemed
adequate to guide our study.
3.1. Study design and setting
The study was conducted in the first semester of
2011 seeking reasonable coverage of the territory and
representativeness of public hospitals. According to
these criteria, an invitation was sent to the
Administration Board of seven selected public
hospitals and all agreed to participate in the study:
As representative of university hospitals
• Hospital de São João in Oporto (HSJ)
As representative of district hospitals in interior
regions
• Centro Hospitalar Trás-os-Montes e Alto
Douro in Vila Real (CHTAD)
• Unidade Local de Saúde da Guarda (ULSG)
As representative of district hospitals in littoral,
highly populated regions
• Centro Hospitalar Vila Nova de Gaia
(CHVNG);
• Hospital Fernando da Fonseca (HFF)
• Centro Hospitalar de Setúbal (CHSetúbal)
As representative of district hospitals in the south
• Hospital Distrital de Faro (HDF)
3.2. Participants
At each hospital, we applied for the participation
of two groups of professionals regarding their main
role in using or providing health information systems
and technology at the public hospitals: health
professionals and management and IT professionals. In
each group, two main stakeholder representatives were
invited to participate:
• Health professionals
o Clinical director
o Head of nursing
• Management and IT professionals
o Head of IT department
o Administration board member
responsible for IT
3.3. Data collection
The perceptions of the main stakeholders in the
selected public hospitals were collected using a semistructured type of interview. Given the distinct
professional nature of each group of professionals, two
separate interviews were conducted for each group
with the two main stakeholder represenntatives.
Each interview lasted for about onne hour, and was
addressed in a fairly open manner to enable the
stakeholders to express their thoughtss and priorities.
Starting by recalling the objectives of the study, the
interviewers asked the stakeholder reepresentatives to
comment on their concerns, barriers tto overcome, or
opportunities to seize in order to impprove the use of
health information systems and technnology regarding
the following issues [6]:
• Financial constraints
• Technical difficulties
• Time constraints
• Psychological (e.g. attitudess from users/
administration towards technologgy)
• Social (e.g. relation between IT and health
professionals)
• Ethical, security and legal
• Organizational difficulties
• Change process
Written notes were taken duringg the interviews
and, to enable further analysis, all iinterviews were
recorded, after asking for permission annd ensuring their
confidentiality to the participants. At least two
researchers out of a team of four carriied out each one
of the interviews at the seven public hoospitals. To limit
for possible bias in the way the staakeholders were
interviewed and questions were raaised, the first
interview was conducted with the partticipation of the
four interviewers.
Figure 1. Location of Hospitals
3.4. Data analysis
The analysis of the interviews to uncover key
issues on health informatics was performed
p
according
to the following steps:
• The written notes taken during
g the interviews were
gathered;
• The written notes were reviewed while hearing the
recorded interviews;
• A single set of issues stressing the four
interviewers’ agreements was created.
c
4. Results
4.1. Global perception from in
nterviews
A global set of issues emerged
d spontaneously as a
result of the perceived relevance of the topic to the
interviewees and due to its persisttency across several
interviews.
First of all it is clear that docctors and nurses are
aware that health services changed
d significantly in the
last decade and their profession
ns are increasingly
dependent on information system
ms and technologies.
To make better decisions and pro
ovide better services
professionals need to access assortted information from
different sources, such as medicall devices, healthcare
diagnostics, prescriptions systemss, patient historical
information or information made available by other
health units and services. Healthcare activities are no
longer isolated acts and, as such, health and
v
aware of the
management professionals are very
growing dependence on effective and accurate IS to
support integrated healthcare proceesses.
4.1.1. Lack of integration at the Hospital level
Related to the previously men
ntioned, many of the
clinical directors stated that a gro
owing need to fetch
data in different systems, using disssimilar applications
and interfaces and getting diverse formats is probably
the major difficulty to the efficientt accomplishment of
everyday tasks. The need to “man
nually” integrate all
the information is shown to bee very timing and
resources consuming, potentially in
naccurate and mostly
“non-reusable”. The high levell of fragmentation,
boosted by the lack or incompleteness of
interoperability platforms, was identified as an
important concern to the health professionals’ daily
activities and also a demanding challenge to the IT
departments.
Due to these difficulties it was
w not surprising to
find that the adoption of EPRs, at
a the hospital level,
emerged as the envisaged sollutions to all the
interviewees. Furthermore, professsionals perceive EPR
as the solution to the actual lack on
n integration, both in
Hospitals without any experience and
a in Hospitals that
are ahead in the process of implemeentation of an EPR.
4.2. Key issues
4.1.2. Lack of central leadership and planning
From the interviews resulted that Management and
IT professionals are strongly concerned with the lack
of leadership and regulations defined by central
authorities. During the last decade, national authorities
were challenged by significant changes in health
services organization. Nevertheless, no clear answers
were given in terms of IS national policies, despite the
high expectations that were raised to the role of IT in
the health sector. Interviewees stressed that, due to the
fact that today’s Hospital is no longer an isolated
health unit but a member of a network of health
services providers, lack of guidance raises serious
concerns.
4.1.3. Unclear model for HIS sourcing
The sourcing models for health IS solutions are
still very unclear. IS core solutions to Public Hospitals
and Primary Care units were traditionally provided by
the health central administration, at no cost and with a
service level based on a “better effort” approach.
Today the data integration between public “free”
applications and market solutions is not an easy task.
Due to the technical obsolescence of state owned
systems and without a real clarification about the IS
Solutions sourcing models, selecting a new solution is
always a difficult task, due to the high level of
uncertainty the IS sourcing processes presents in this
context.
4.1.4. Central authorities get data from hospitals
without a “win-win” attitude
At a different level - but probably with the same
underpinning roots - the interviewees expressed a great
concern about the process used by central authorities to
collect data from hospital, which is generally done in
an uncoordinated and even in intrusive way.
Interviewees stated that due to the growing
demand for performance indicators and benchmarking
data at the higher levels of decision, central authorities
tend to enforce web based applications to collect
diverse sorts of operational data that is produced at the
hospitals level. With a few honorable exceptions, these
procedures tend to ignore already existing data and
current hospital procedures, depending more on
hierarchical power rather than collaboration to the
development and implementation processes. In spite of
the perceived relevance of nationwide data, all
professionals raise serious concerns about how the
collecting process is implemented, causing work
redundancy, data misalignment and little benefits to the
hospital.
A more detailed analysis of the interviews leads us
to define a clear set of key issues (see Table 1). These
key issues were grouped in the following classes:
I. Technical and Administrative issues addressed
the suitability of available resources, not only from
a technical point of view (computers, networks,
applications but also from a financial, technical
support and performance points of view.
II. Clinical issues covering problems and concerns
that relate with daily clinical activities and the use
of health data and applications in the Hospital,
including EPR.
III. Integration and Regulation issues, covering
more formal aspects of systems integration,
business processes, national policies (including
standards and certification), global interoperability
and integration (including national systems and
applications) and role of diverse stakeholders and
suppliers in the sourcing process of Health IT
solutions.
IV. Professional issues, such as managers and health
professionals’ awareness to IS problems, literacy
in IS issues, commitment and readiness to change,
among others.
Table 1. List of identified key-issues grouped by the
defined classes
Technical and Administrative
1.
2.
3.
4.
5.
IT networks are slow and/or sometimes unavailable.
Health professionals are obliged to use too many IT
applications on daily activities.
Information systems management in the Hospital
lacks reliability and maturity.
With today’s IT solutions it’s not easy to produce
statistics or to get performance indicators.
IT department services are slow or inadequate in view
of Hospital needs.
Clinical
6.
7.
8.
9.
10.
11.
12.
13.
14.
Health information systems lack integration and/or
interoperability.
Hospital needs a EPR (Electronic Patient Record) to
provide an integrated view of patient information.
The co-occurrence of paper and electronic clinical
records causes incoherencies and redundant work.
With today’s systems, confidentiality is not
guaranteed in a suitable manner.
Health coding and classification systems are rarely or
weakly used.
IT solutions are tricky to use due to very
heterogeneous “look and feel”.
Today’s electronic health records don’t support
clinical research in a suitable manner.
Existing IT solutions are mainly “all-purpose” and
don’t address clinical specialties.
Access to patient health data stored in other health
institutions is very difficult or even impossible.
15. Some IT health solutions demand too much data
and/or useless details.
16. Hospital management has very low awareness about
IS importance to Hospital’s strategy.
Integration and Regulation
17. IT services provided by health Central administration
are scarce and/or inadequate to the Hospital needs.
18. IT services provided by IT companies don’t suit
Hospital needs.
19. Quality and assortment of eHealth solutions available
from IT companies are unsatisfactory.
20. Organizational processes are poorly defined, raising
significant difficulties to IT projects.
21. The lack of national adopted standards and IT
certification mechanisms defies IT management in
Hospitals.
22. Lack of national leadership concerning IT causes
uncertainty and trouble to hospital IT management.
23. Web solutions are too often enforced by central
authorities, without bearing in mind hospital
processes or local existing data.
24. Difficulties and obstacles to the integration of market
IT solutions with core public solutions restrains
acquisitions.
25. Uniqueness of patient identification and data
integration are very problematic tasks due to the lack
or insufficient use of national master indexes.
26. The absence of a national EPR raises serious barriers
to the development of a citizen-centered health
system.
Professional
27. Health professionals are poorly committed to use IT
systems.
28. It’s difficult to gain health professionals contributions
during the specification and deployment of health IT
solutions.
29. The ratio between “time spent using IT solutions” and
“resulting benefits to health care” is still exceedingly
low.
5. Discussion
Contributions from this exploratory study clear fit
research goals. First, the resulting list of key issues in
health informatics provides a solid foundation to
subsequent stages of the research initiative under way.
Second, relevant preliminary prepositions have
emerged reinforcing the need for a national
corroboration of the theoretical assumption.
5.1. Examining the key issues
The resulting list of key issues in health
informatics is in line with the literature and researchers
expectations, exception made to some specific aspects
that will be discussed ahead.
In fact, the set of key issues shows a good balance
with the concerns identified during the literature
review, ranging from technical to ethical, including
also financial, organizational or professional issues,
among others. However, it is important to state that the
influence of actual Portuguese eHealth process is well
sensed in the final results.
For instance, this research found that immediate
and practical issues deserve more attention from
professionals than those “softer” issues that deal with
ethical or more theoretical aspects. Appearing to be a
“maturity problem”, it probably relates to the fact that
the adoption of new paradigms is yet in early stages
and, consequently, professionals tend to focus in basic
and operational needs. For instance, easiness of access
and process integration are seen as crucial for doctors’
day-by-day activities, while issues like data
confidentiality, adoption of standards or the need of
more structured data are perceived as “important” but
not as “immediately critical”.
Supporting
these
propositions,
gathered
information also expressed that two processes of
integration run in parallel in Portugal: a process that
deals with the integration at a national level and
another process that aims to integrate Hospital’s
systems and processes. Although global concerns were
indicated by all participants, it is clear that internal
issues go up in the professionals’ priorities, both from
health professionals and managers in Hospitals.
Due to the amount of IS problems that need to be
solved at hospital level and the huge impact that they
have to daily activity, professionals tend to focus on
internal problems. As such, external problems, at a
national level, earn some awareness – which is good but no real attention or commitment.
5.2. The non-issues
In spite of our findings in line with the literature,
further discussion is due to some specific topics. In
truth, during this stage of the research, despite the
alertness of researchers, the interviewed stakeholders
raised no special concerns about some issues that are
mentioned in literature and that, therefore, where part
of researchers’ previous referential and expectations
In effect, all health professionals and managers
from the seven hospitals expressed no particular
concerns regarding issues like health professionals’ IT
literacy and motivation, scarceness of financials
resources or even limitations on available technical
resources (except for national health data network).
When mentioned by researchers, these subjects
were acknowledged as essential to implement
successful health information systems but no
interviewee selected any of them as a major issue in his
own context. From their understanding, other issues
rather than these can be accountable for projects that
fail or don’t see daylight.
5.3. Limitations of this stage
References
Even if the number of key issues (n=29) and
seniority of participants in this stage were relevant, it is
important to bear in mind that only seven Hospitals
(from a total of 56) were included in this exploratory
research.
Additionally, even if some precautions were taken
during Hospital selection to minimize bias, the
maturity of the selected group may be above the
national average. This maturity, for instance, could be
an explanation for the “non-issues” problem that was
identified and, as such, further research is required.
Finally, it is important to take note that changes in
the eHealth scenario in Portugal are occurring very
fast, which gives the interviewed professionals almost
no time to acknowledge them and process all the
occurring phenomena. Nevertheless, this should be
seen not as a limitation but as a feature of the current
change process.
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5.4. Research’s next steps
The list of key issues, the brief rationale for each
issue and the insights on the problem provide an
important framework to the prosecution of a research
that aims to develop a national perception on health
informatics.
Following this work, a Delphi study will be
conducted at a national level, in order to provide a
consensual and ranked list of key issues, both from IT
and clinical perspectives.
These two perspectives of eHealth key issues in
Portuguese Public Hospitals and the subsequent
analysis will be relevant to the knowledge in this area
and “to identify improvement opportunities in
technology usage to assure better access to services,
more qualified services and an optimization of
resources”, as commissioned by the Portuguese
authorities.
Acknowledgements
The authors would like to thank the Central
Administration for Health Services (ACSS) of the
Portuguese Health Ministry for sponsoring this study.