(EMR) in care delivery development in developing countries: a systematic review Faustine Williams MS Researcher, Health Management and Informatics Suzanne Austin Boren PhD MHA Assistant Professor, Health Management and Informatics School of Medicine, University of Missouri, Columbia, USA Introduction Most countries in Europe and the USA are increasingly using an electronic medical record (EMR) due to the belief that it can help improve healthcare quality. Especially after Hurricane Katrina in2005 the importance of EMRs has been re-emphasised, since the hurricane destroyed or left inaccessible the medical records of an untold number of people. This focused new attention on the need for computerised medical records health ABSTRACT Objective Most countries in Europe and the USA are increasingly using an electronic medical record (EMR) to help improve healthcare quality. Unfortunately, most developing countries face many challenges ranging from epidemics and civil wars to disasters: they also lack a robust healthcare infrastructure in the formof information and com- munications technology (ICT) to ensure continuity of patient health which many research studies con- sider a lifesaving resource. The aim of this system- atic reviewis to examine the benets of an EMRand its contribution to the development of healthcare delivery in developing countries. Methods We searched MEDLINE, PubMed, CINAHL, COMPENDEX and Academic Search Premier as well as systematically searching the reference lists of included studies and relevant reviews. Inclusion criteria were that studies should relate to the importance and challenges of an EMR system, paper-based medical records, development and implementation of an EMR system in devel- oping countries or EMR impact on care delivery in developing countries. Results A total of 23 articles were identied that met the eligibility criteria. Articles identied were grouped into ve non-exclusive areas: EMR benets (n=4), challenges (n=6), transition from paper- based to EMR (n=5), EMR in developing countries (n=8) and pilot projects (n=5). Nine articles were excluded because three were not published in English and six were studies on EMR in developed countries. Conclusions The potential of EMR systems to transform medical care practice has been recognised over the past decades, including the enhancement of healthcare delivery and facilitation of decision- making processes. Some benets of an EMR system include accurate medication lists, legible notes and prescriptions and immediately available charts. In spite of challenges facing the developing world such as lack of human expertise and nancial resource, most studies have shown howfeasible it could be with support from developed nations to design and implement an EMR system that ts into this en- vironment. Keywords: computerised medical records systems, developing countries, information systems Informatics in Primary Care 2008;16:13945 # 2008 PHCSG, British Computer Society F Williams and SA Boren 140 records that follow patients, even if their doctors oces no longer exist. A disaster does not mean re- starting care from scratch. Unfortunately, most developing countries faced with challenges such as epidemics, civil wars and disasters, also lack robust healthcare infrastructure in the form of information and communications technology (ICT) to ensure the continuity of patient health which many research studies consider a lifesaving resource. Good health is not only important for individuals, but also for governments because it plays a central role in achieving sustainable economic development and growth as well as eective use of resources. 1 Un- fortunately, we live in a world where two thirds of the population lives in so-called developing coun- tries under conditions grossly dierent from those in thericher industrialisedcountries. 2 TheOkinawaCharter on the Global Information Society, adopted by leaders of the G8 countries at their summit in 2000, re- emphasised the importance of ICTs in the global development agenda. 3 To ensure the Millennium Development Goals (MDGs) are achieved by 2015, the Socialist International has challenged the Organ- ization for Economic Cooperation and Development (OECD) countries to focus rst on delivering Goal 8 i.e. with additional and more eective aid, directed mainly to poor countries, and also more sustainable debt relief and more trade and technology oppor- tunities for these countries. The Socialist International has pointed out that for poor countries to realise the MDGs, an additional US$50 billion is needed in aid from OECD countries. Further urgent measures must be taken to x the problems in the international trade systems that continue to prevent the worlds poor countries from trading themselves out of poverty. 4 In spite of the importance of ICT and EMR systems in developing clinical care and policy in developed countries, there are still some problems or challenges that must be overcome. Among them are hardware and software compatibility, training, lack of quality control andantiquatedinfrastructure. 5 Some researchers also believe data collected in developing countries are incomplete, inaccurate, unreliable and not timely, therefore the potentials of EMRs may not be realised. 6 There is the fear that the use of an EMR system might expedite the dissemination of wrong or poor data which does not represent the truth, hence the slow pace of development. 6 Irrespective of these challenges the aimof this study is to examine EMRbenets to the patients, physicians and other care providers as well as its ultimate contribution to development of health- care delivery in developing countries. Methods Data sources Medline (19662007), CINAHL (19822007), COMPENDEX (19802007) and Academic Search Premier (19842007) were searched using combin- ations of the following search terms: electronic medical records OR informatics computerised OR informa- tion storage and retrieval OR medical informatics OR computer-assisted decision making OR information systems OR hospital information systems ANDdevel- oping countries. We also systematically searched the reference lists of articles retrieved. There was no limit- ation of publication date in the search; however, the earliest eligible article was published in 1995. Inclusion and exclusion criteria Our inclusion criteria were studies relating to the importance and challenges of an EMRsystem, medical records, development and implementation of an EMR system in developing countries, and EMR impact on care delivery in developing countries. We excluded studies that were not published in English as well as those that were not on developing countries. Results While there have been many papers on EMRs or computer-based patient records, there exists only a few articles signicant to this research area in devel- oping countries. In all, 32 articles were identied, but based on the aforementioned selection criteria 23 articles were considered eligible. 2,526 Benets of EMR systems As already noted, EMRs and other decision support tools like computerised physician order entry (CPOE) help to reduce medical errors. 7 For example, some clinical information systems (CIS) are able to check for drug allergies, drug doses and appropriateness of medication, thereby eliminating the need for phys- icians to write orders by hand in the patients chart. According to Levesque every time someone ina practice or hospital touches a chart, it costs the organisation nearly $3. 8 Therefore one main advantage of an EMR The role of EMR in care delivery development in developing countries 141 is that care givers never have to worry about nding a chart, since information concerning the patient is already input into the computer. Another important element of an EMR is legibility of clinical notes. 79 An EMR provides documentation in a computerised format that allows for data or records to be printed in text form rather than hand written. Also the computer makes spelling, validity and range checks which prompt users when data entry error is detected. An EMR also increases eciency of healthcare providers workow. Thus, data entered into the hospital information system (HIS) can be used to refer a patient to a specialist. Also, epidemiologists, researchers, physicians andother clinicians canextract information from HISs to protect and promote the health of the population through ecient surveil- lance, investigation, prevention and control of com- municable diseases of public health importance. Further, an EMR allows care providers an opportunity to be abreast of patient health status. For instance, by creating shortcuts to documents warning about abnormal laboratory examination results, prescriptions and drug administration, physicians are able to quickly provide feedback to patients without any diculties. Other benets of EMRs include data accessibility by multiple users and continuous data processing as well as auto- matic data back up and stored at dierent locations outside the hospital or clinics so that in case of disaster access to the record will not be denied. 7,9 Challenges of EMR systems Despite EMRs importance there are some challenges that must be considered when designing and imple- menting EMR systems. One limitation is lack of hard- ware and software standardisation. Although standards reduce development costs, increase integration and facilitate the collection of meaningful aggregate data for quality improvement and health policy develop- ment, 5 due to the complexity and dierent needs of each of the units/departments within the healthcare industry, maintaining technological standards is always dicult. As a result, each department usually imple- ments its own technology pertaining to the needs of that unit, which makes it impossible for all systems within the hospital system to communicate. Further, lack of such standardisation makes it harder to auto- matically generate the alerts which are necessary for decision making. 10 Similarly, a survey of US primary care physicians identied 264 dierent EMRs in use. 7 Consequently, EMR systems development has had problems of proprietary and incompatibility. Other limitations include too many data sources, privacy, condentiality and security issues and cost. 5,1014,27 Security is a very important issue, but it is essential that the appropriate users are not denied access when the information is needed. It is true that hospitals need robust ICTinfrastructures, particularly in terms of hardware and software, but the cost of such technology is highly capital intensive, therefore small hospitals and developing countries especially nd it dicult to embark on. Also, due to the heavy cost involved, any decision to implement an EMR should be a strategic one involving all leaders from every segment of the healthcare institution to facilitate the design, implementation and maintenance of the sys- tem. Further, due to fear, change is often considered a threat. Yet without adequate involvement of the users of the system, the project can never be developed, implemented and maintained successfully. 28 Transition from paper-based to EMR systems Converting from a paper-based to an EMR system is complex and dicult because it represents a paradigm shift for the work of physicians and other sta. The transition requires a systematic activity and must be managed from many aspects clinically, administrat- ively, culturally, and organisationally. The transition must include not only the process changes inherent in the use of a new tool, but also the technical and procedural training, and the resultant changes to physician and sta roles within the oce. 15 Subse- quently, it requires a strong management commit- ment and motivation. 16 Secondly, involvement of all stakeholders, care providers and other users of the system right from the beginning is necessary for survival and sustenance of the project. Involving the stakeholders will help them to have a clear understand- ing of why the organisation is making the change. Involvement and understanding also helps users (care providers) to identify themselves with activities that will make the transition very smooth to achieve desir- able outcomes. During this process, care must be taken not to impact the patientphysician relationship or the in- tegrity of the clinical processes covered. Some factors to be considered during the process include: (i) cost of training, hardware and software; (ii) type of hardware and software; (iii) security of patient information; (iv) maintenance of patient privacy and condentiality; (v) maintenance and integrity of medical record con- tent and (vi) continuity and quality of care must be maintained through the transition period. 15 EMR systems in developing countries Although the need for EMR systems is felt in most third world countries, they lack nancial and human F Williams and SA Boren 142 resources vital for strategic policy making to either acquire, train, or accommodate informatics profes- sionals to handle the design and implementation of systems to meet their needs. 1719 Again due to lack of funds and high costs of repair, developing countries are not able to draw up maintenance plans to sustain the few computers and other equipment donated by philanthropists. Some researchers believe data collected in devel- oping countries are incomplete, inaccurate, unreliable andnot timely, therefore the potential of EMRsystems may not be realised. 6 It is also suggested that the use of an EMRmight expedite the dissemination of wrong or poor data which does not represent the truth, hence the slow pace of development. 6 Further, it is assumed that technology architectures designed for developed countries are appropriate and can easily t into devel- oping countries environments. However, considering the diering cultural, organisational and environmental factors, it is essential for systems analysts anddesigners to research into these areas to design equipment per- taining to the needs of these countries. Finally, EMR implementation in developing countries requires human resources, funds, systematic collection of data and eective monitoring of the existing system. Gov- ernments, health managers and administrators have to exercise strong commitment, and invest in HISs to improve the health delivery status of their citizens. To bridge the digital divide between the north and south, it is essential for international agencies and corpor- ations to assist developing countries in the areas of technology and manpower developments in order to meet the demand of 21st century healthcare delivery. Implementation of EMR systems in developing countries Availability of good quality data for continuity of care, decision making and allocation of limited resources in most developing countries, and especially sub-Saharan Africa, remains a mirage. Table 1 provides anoverview of the designandimplementationof three EMRprojects. These projects illustrated the potentials of imple- menting EMRsystems in developing countries despite the challenges. To facilitate eective and ecient data collection for policy making, evaluation, disease man- agement and quality care delivery, collaboration and involvement between developing countries and the developed world is required. EMR impact on care delivery in developing countries EMR systems have been shown to be feasible and important in developing countries in spite of some challenges. Some immediate benets on care delivery development are as follows: Patient care An EMR promotes eective and ap- propriate management of cases leading to quicker recovery without undue hospitalisation. The econ- omic impact can be seen in terms of speedy storage and retrieval of patient records thus reducing un- necessary costs of repeating diagnostic examinations over and over. 14,18 Planning and management Incomplete and incor- rect information is leading to defective health plan- ning and management in most developing countries. Healthcare programs are failing because inaccurate data is used for planning. Access to accurate, correct and timely information could be a good source of data to plan and prepare for epidemics or disasters to prevent undue loss of life. 7,18 Research An eective HIS is indispensable in furthering medical research. 16 Availability of quality data enhances identication of problems in treatment and nds solutions to prevent extra costs due to ineec- tive treatment, thus making care delivery less expensive. Discussion and conclusion The potential of EMR systems to transform medical care practice has beenrecognisedover the past decades including their ability to enhance healthcare delivery and facilitate decision-making processes. Consequently, EMRsystems and other clinical decision support tools are currently used in both primary and secondary healthcare facilities in most developed nations. How- ever, implementing an EMR system or any HIS in a clinical practice is a daunting task. It requires good planning, strong management, clinical leadership and supportive sta. The most immediate benets of EMR systems include accurate medication lists, legible notes and prescriptions, immediately available charts, de- creased chart pulls, lower transcription costs, medical errors reduction and improvement in quality care and standards in patient safety. Unfortunately, most devel- oping nations lack the experts, funds and ICT infra- structure necessary for the implementation of such modern healthcare technology to ensure continuity of care. Another challenge facing the developing world relates tosustainable energy, a key indicator for socio-economic development. Availability of and reliable access to electricity is essential in healthcare delivery develop- ment. Despite this, most countries in sub-Saharan Africa and other countries in the developing world depend on hydroelectric dams as their main source of electricity. This usually becomes a problemduring dry seasons when the water level drops, therefore leading The role of EMR in care delivery development in developing countries 143 Table 1 EMR pilot projects Cameroon 20 Haiti 22,24,25 Kenya 2225 Background MEDCAB is a locally designed electronic health record (EHR) system for primary healthcare (PHC) practitioners in Cameroon. It was released at the beginning of 2003. It is important to note that as with any other place in sub-Saharan Africa, the public sector is the principal healthcare provider. Non-governmental organisations, Partners In Health (PIH) and Zanmi Lasante, have collaborated to launch a community-based HIV treatment programme in Haitis impoverished area. The Mosoriot Rural Health Center comprises six separate clinics; adult medicine, pediatrics, well children (infants and children <5 years of age), antenatal care, family planning and sexually transmitted infection (STI) clinics. Collaboration between Indiana University School of Medicine and the Moi University School of Medicine led to Mosoriot Medical Record Systems (MMRS) in 2001. Design MEDCAB was designed after in-depth observations and interviews, and modeling of the providerpatient encounters (PPE). Using the International Classication for Primary Care (ICPC-2) disease classication, and Visual Basic 6 (VB) programming language, the system development platform was Microsoft Windows, i.e. MS-Access and MySQL as the systems databases. It is a web-based system using satellite internet connectivity, hosted on a server in Boston, USA. It is bilingual (English and French) with an open source system backed by an Oracle database. Categories of data collected in the HIV-EMR are patient demographics, previous treatment and any adverse eects, symptoms, physical examination, laboratory investigations, drugs etc. The MMRS consists of a paper encounter form, based on an IBM-compatible microcomputer powered by a UPS with solar battery back-up and programmed in Microsoft Access using the following modules; registration, encounter data, reports and data dictionary. Functions The system consists of many user interfaces with multiple functionalities including; users administration, medical encounter, patient registration, appointment management, report generation, patient card generator, diagnosis, etc. Healthcare professionals enter all clinical and drug information using a standard patient registration form. The system checks for drugs and their doses, administration procedures, allergies. It also has an inbuilt mechanism to detect errors such as prescribing zidovudine and stavudine together. The MMRS assign a unique registration number to patients. The report module generates monthly reports required by the Kenyan Ministry of Health. The data dictionary provides information on all diagnoses necessary for treatments. Implication/ signicance After four months of implementation, there was a signicant decrease in coding time and consultation and better management of patients. Also there was a signicant increase in best practices, i.e. system prompting for measurement of parameters and checking for unusual values (temperatures, blood pressures etc.), reminders for conditions requiring special attention and making data from previous contacts readily available. Successful implementation and use of the system has proved the importance of EMR in rural impoverished areas. Despite the digital divide, logistical and cultural problems, this simple inexpensive system is serving the needs of the Kenyan rural population by improving on the quality of care, research and training for the local medical school. F Williams and SA Boren 144 to power rationing. 2325,29 Meanwhile, without reli- able and relevant HIS, healthcare providers cannot eectively plan, assess health needs of populations and groups, make decisions to allocate scarce resources to implement programmes, improve the quality of health, or address the numerous health issues facing them especially HIVAIDS, tuberculosis, malaria and civil wars. In spite of these challenges, implementation of computer-basedmedical recordsystems inHaiti, Kenya, Rwanda and Cameroon, using web-based systems with satellite internet connectivity and IBM compat- ible microcomputers powered by an uninterrupted power supply with solar battery back up, have shown how feasible it could be with support from developed nations to design and implement systems that t into the developing world environment. 20,2225 Finally, to avoid problems with ineciencies and tie-in to ex- pensive software vendors regarding intellectual property rights andmaintenance, developing countries cantake advantage of various open source software (OSS) solutions that are available. Free and open-source software is not only a useful and signicant tool for the developing countries, but clearly has the potential to help reduce the costs associated with IT investment because these codes are freely available for public use. They can easily be modied and tailored towards the needs of less developed countries, hence helping nd solutions to the most pressing problems faced by the populations in these countries. 2426,30,31 REFERENCES 1 Godal T. Do we have the architecture for health aid right? Increasing global aid eectiveness. Nature Reviews Microbiology 2005;3:899903. 2 Tolmie CJ and Plessis JP. The use of knowledge-based systems in medicine in developing countries: a luxury or a necessity? Methods of Information in Medicine 1997; 36:1549. 3 United Nations ICT Task Force. Tools for Development: using information and communications technology to achieve the Millennium Development Goals. 2003. 4 Socialist International. Declaration on the Millennium Development Goals. 2005. www.socialistinternational. org 5 Shortlie EH and Perreault LE (eds). Medical Informatics: computer applications in health care and biomedicine (2e). New York: Springer, 2001. 6 Simba DO. Application of ICT in strengthening health information systems in developing countries in the wake of globalization. African Health Sciences 2004;4:1959. 7 Fraser HSF, Biodich P, Moodley D, Choi S, Mamlin BW and Szolovits P. Implementing electronic medical rec- ord systems in developing countries. Informatics in Primary Care 2005;14:8395. 8 Levesque Y. Going Paperless with Minimal Pain. 2001. www.chmonline.ca/issue/article.jsp?content=20010201_ 270128_9928 9 Powsner SM, Wyatt JC and Wright P. Opportunities for and challenges of computerization. The Lancet 1998; 352:161722. 10 Tomasi E, Facchini LA and Maia MFS. Health infor- mation technology in primary health care in developing countries: a literature review. Bulletin of the World Health Organization 2004;82:86774. 11 McDonald CJ. The barriers to electronic medical record systems and how to overcome them. Journal of the American Medical Informatics Association 1997;4:213 21. 12 Bates DW, Ebell M, Gotlieb E, Zapp J and Mullins HC. A proposal for electronic medical records in the US pri- mary care. Journal of the American Medical Informatics Association 2003;10:110. 13 Dick RS and Steen EB(eds). The Computer-based Patient Record: an essential technology for health care. Washington, DC: National Academy Press, 1991. 14 Miller RH and Sim I. Physicians use of electronic medical records: barriers and solutions. Health Aairs 2004;23:11626. 15 College of Physicians andSurgeons of Alberta Guideline. Transition to electronic medical records. 2005. www. cpsa.ab.ca.publicationsresources/attachements_policies/ Transition%20t0%20Electronic%20Medical%20Records. pdf 16 Ginneken AM. The computerized patient record: bal- ancing eort and benet. International Journal of Medical Informatics 2002;65:97119. 17 Jayasuriya R. Health information from theory to prac- tice: lessons from a case study in a developing country. Medinfo Proceedings 1995;8:16037. 18 Osunlaja AA and Olabode JA. Role of an eective Hospital Information System in a depressed economy. Methods of Information in Medicine 1997;36:1413. 19 Azubuike MC and Ehiri JE. Health information systems in developing countries: benets, problems, and pros- pects. The Journal of the Royal Society for the Promotion of Health 1999;9:1804. 20 Kamadjeu R, Tapang EMand Moluh RN. Designing and implementing an electronic health record system in primary care practice in sub-Saharan Africa: a case study from Cameroon. Informatics in Primary Care 2005;13: 17986. 21 Fraser HSF, Jazayeri D, Nevil P et al. An information system and medical record to support HIV treatment in rural Haiti. British Medical Journal 2004;329:11426. 22 Tierney WM, Rotich JK, Smith FE, Nii J, Einterz RMand Hannan TJ. Crossing the digital divide: implementing an electronic medical record system in a rural Kenyan health center to support clinical and research. Proceed- ings of the AMIA Annual Symposium 2002;7925. 23 Rotich JK, Hannan TJ, Smith FE et al. Installing and implementing a computer-based patient record system in sub-Saharan Africa: the Mosoriot Medical Record System. Journal of the American Medical Informatics Association 2003;10:295303. 24 Tierney WM, Rotich JK, Hannan TJ et al. The AMPATH medical record system: creating, implementing, and sustaining an electronic medical record system to sup- port HIV/AIDS care in western Kenya. Medinfo 2007; 12:3726. The role of EMR in care delivery development in developing countries 145 25 Allen C, Jazayeri D and Miranda J. Experience in implementing the OpenMRS medical record system to support HIV treatment in Rwanda. Medinfo 2007;12: 3826. 26 Bergsj P, Mlay J, Lie RT, Lie-Nielsen E and Shao JF. A medical birth registry at Kilimanjaro Christian Medical Centre. East African Journal of Public Health 2007;4:14. 27 Goedert J. Finding the HIPAA mix. Health Data Man- agement 2005;12:48. 28 Leonard KJ. The role of patients in designing health information systems: the case of applying simulation techniques to design an electronic patient record inter- face. Health Care Management Science 2004;7:27584. 29 Davidson O, Kitiyi E, Nkomo J, Turner Cand Sebitosi B. Sustainable energy in sub-Saharan Africa. 2007. www. icsu-africa.org/sustainable_energy_rep_2007.pdf 30 Jayasuriya R. Managing information systems for health services in a developing country: a case study using a contextualist framework. International Journal of Infor- mation Management 1999;19:33549. 31 Noronha F. Developing Countries from Free/Open Source Software. 2003. www.linusjournal.com/article/6884 CONFLICTS OF INTEREST None. ADDRESS FOR CORRESPONDENCE Faustine Williams School of Medicine University of Missouri Columbia MO 65211 USA Tel: +1 (573) 7710 346 Email: few4h8@mizzou.edu Accepted April 2008