Source: Hudson, N.R. (2006). Management practice in dietetics (2nd ed.). Belmont: Thomson Wadsworth Information Management FCS 485

Source: Hudson, N.R. (2006). Management practice in dietetics (2nd ed.). Belmont: Thomson Wadsworth

Information Management

FCS 485


Definition

• “The effective production, storage, retrieval, and dissemination of information in any format and on any medium”

• New Discipline

• Management Specialty


Overview

• Types of information

• Techniques for managing information in an organization

• Information access and security

• Types of systems designed for nutrition professionals


Types of Information

• Information Technology (IT): The use of computer technology in managing, processing, and accessing information.

• Two types handled IT systems



• Intrinsic information:– Information that is processed– Includes data that are entered (input) and

date that are produced (output)– Examples:

• Libraries• Search Engines• Diet order (input) → meal ticket (output)• Food diary → nutritional analysis• Delivery and usage of goods → Inventory reports



• Extrinsic information:– Information stored in the system for the purpose of

processing intrinsic information– Includes the database and the program

• Food list and nutrient database in a nutrient analysis program

• When information systems fail to produce results – faulty intrinsic data– Inaccurate nutrient analysis almost always traced to

input errors



• Use of information – The value comes from using information– Review types of information a system will

generate

• Information overload– Determine what information is needed to

complete a job

• Information shortage– Anticipate information for the future


Information in an Organization

• Standardization– Computers systems and programs can

communicate with one another– Institutionalized programs: word processing,

spreadsheet, graphics, and presentation software

– Systematic method for identifying data files– Consistent format for all forms



• Information Flow– Changes to the traditional vertical flow– Take advantage of increased information flow but

insure direct person-to-person communication is not lost

– Internal information • Protected by a firewall

– External information • Website is essential to provide information• Provide internet access



• Internet– Both useful and detrimental to an

organization

– Electronic monitoring of computer use

– Measure productivity • More acceptance with increase in telecommuting



• Training is an important IM function

• User manuals – Simple language– Customized for facility– Specify downtime procedures


Security

• Limit flow of information between internal and external information– IM responsibility

• Tools:– Log-on identity and password– Security guidelines


Access to Information

• Determined by individual managers – Diet clerks → patients’ diet orders – Dietitians → lab test results – Managers → financial information

• Limited access for patient confidentiality

• Standard practice for organizational Information


Information Systems

• Variety of information systems for dietetic practitioners

• Managers must determine criteria and evaluate program or system to use


Information Systems

• Hardware– Terminals connected to patient information

systems (internal communication)

– Notebook or handheld computers• Nutritional screenings• Placing patient food orders• Taking inventories


Information Systems

• Software– Generic programs

• Word processing, spreadsheets, accounting programs, presentation software, etc.

– Organization-based systems• Patient information• Purchased by IM with collaboration from several

departments


Information Systems

• Nutrient Analysis Programs– Extrinsic information: list of foods and

nutrient data– System constraints:

• Size of food list• Number of nutrients• Source of data• Missing data• Ability to add new foods


Information Systems

• Patient Services Programs– Process information related to patient meals

and meal service - diet orders, food preferences, menu selections, snacks.

– System constraints:• Does not communicate with patient information

system• Interface with nutrient analysis programs or other

foodservice programs


Information Systems

• Foodservice Programs– Manage purchasing and inventory– Produce food production forecasts– Generate quantity recipes– Compute costs– Analyze use– Calculate waste


Information Systems

• Foodservice Programs– System Constraints

• Expandable and ability to integrate with other program modules

– Inventory system– Production control system– Point-of-sale system– Patient services system


Information Systems

• Additional programs/modules:– Scheduling employees– Screening patients for nutritional risk– Calculating therapeutic diets– Conducting nutritional assessments– Computing kilocaloric requirements– Identifying food/medication interations


Purchasing Systems

• Take a realistic look at present and future needs of the facility– Expensive to purchase– Time consuming to install– Likely to be used for a long time

• Process:– Needs assessment– List of system requirements– Identify and evaluate programs


Purchasing Systems

• Other considerations:– Available upgrades– Customer support– Data entry– Training of staff– Development of policies and procedures– Available office space– Disruptions to facility

Documents

Source: Hudson, N.R. (2006). Management practice in dietetics (2nd ed.). Belmont: Thomson Wadsworth Information Management FCS 485