HOMIS PROJECT

Hospital Operation and Management Information System

PROJECT STATUS REPORT

Project Location: Laguna Provincial Hospital (LPH)
J. De Leon St., Santa Cruz, Laguna

OVERALL STATUS:

1. The hospital is technically prepared and technically capable to implement HOMIS.

2. Currently on the process of initial HOMIS implementation at OPD, Admitting Unit, ER
and ER-DR Departments.
3. On-going system utilization and operation at OPD and Admitting Unit.
4. HOMIS at ER and ER-DR (Delivery Room) is seldom used due to unavailability of
personnel to operate HOMIS.
5. Almost all hospital HOMIS users were already trained to use and operate HOMIS.
6. There were so many activities in the hospital that causes delays in HOMIS
implementation and user’s system adaptation (e.g. Preparation for PGMA’s arrival,
transfer of different offices to the newly renovated and constructed areas, series of
medical-surgical missions and preparation for Hospital Week Celebration).
7. There are HOMIS implementation requirements that are still not yet complied by the
hospital (e.g. Data Entry Operators at ER and ER-OB; completion of other needed supplies;
materials and equipment for HOMIS; policy and memorandum to oblige the users).

SIGNIFICANT ACCOMPLISHMENTS:

1. Prepared the hospital technically by:

a. deploying, installing, configuring, testing and maintaining the new and old
computer units and server for HOMIS module I and Attendance Tracking
System (ATS) implementation;
b. installing, securing and maintaining the hospital’s Local Area Networks (LAN);
c. building and updating the HOMIS reference tables and parameters;
d. managing the hospital database and HOMIS program;
e. ensuring data integrity and security through temporary security programs
and updates, and disabling all external point of entries.

2. Prepared the Users and Hospital Designated System Administrators in using and
managing the HOMIS by:

a. providing hands-on and on-site trainings;

b. guiding and coaching each user in using the HOMIS;
c. conducting individual and group trainings, meetings and consultations;
d. prepared and proposed HOMIS policy on procedures.

3. Continuous consultation and coordination with the hospital officials and other staff,
especially to the Chief of Hospital (COH) and Nursing Service Office.
 4. Provided insights and suggestions to improve hospital workflow and staff
performance.

5. Consulted other agencies like the Department of Health (DOH) and PHilHealth on
hospital matters that need their opinion and approval (e.g. implementation of E-
logbook; implementation of Master Patient’s Index (MPI); handling of issues
concerning OPD patients seen and consulted at the Emergency Room).

6. Performed other related technical functions such as implementing, maintaining and

providing technical support to Attendance Tracking System (ATS), troubleshooting
and repair of other hospital computers.

PROJECT ISSUES AND OTHER CONCERNS:

1. The hospital and MISO has no sufficient manpower to manage and support
some HOMIS functions:

a. There is no available full-time and back-up technical person in the

hospital to manage, supervise and provide technical support, independently.

b. The hospital designated System Administrators were not capable of

providing full-time HOMIS supervision and administration and has no technical
capacity to provide full technical and administrative support because they’re
also performing their regular hospital functions and has a very limited
experience and knowledge in technical matters.

c. Not all patients’ data are being obtained and captured in real time
due to insufficient manpower at ER and OB-ER to operate the HOMIS.

d. There is no available hospital staff to monitor, supervise and control

HOMIS operation 7at night time and holidays to ensure user compliance on those
duty hours. The request to assign hospital personnel to perform the task is not
yet approve.

e. Manpower constraints at Management Information Systems Office

(MISO):

• resignation of the HOMIS Overall System Administrator;

• resignation of the HOMIS Overall Database Administrator;
• expiration of Contract of Service of Computer Maintenance Technologist I;
• expiration of Job Order Contract of Network Technician;
• expiration of Job Order Contract of Computer Technician;
• expiration of Job Order Contract of MISO Driver;
• and there’s no available Project Secretary to perform some project
administrative and clerical tasks.

Action Taken:

a. We requested the hospital management to designate temporary System

Administrators who will manage the day to day operation of HOMIS, but the
assigned personnel still needs more time, experience and knowledge to
manage the HOMIS effectively.
 b. We trained the Designated System Administrators in managing the HOMIS
and in providing technical support.

c. We assigned some MISO employees in different hospital areas during the

initial part of HOMIS implementation, but they were also the same staff
assigned to implement HOMIS and ATS in other hospitals.

Recommendations:

a. There must be at least one (1) hospital technical person to support and
manage HOMIS operation, independently.

b. To capture all patients’ registration and obtain all patients’ records in real
time, the hospital must assign or hire personnel for ER and ER-OB
department in each shift.

c. The hospital must assign a monitoring officer in each shift to supervise,

monitor and control HOMIS operation round-the-clock.

d. Hiring of new and needed personnel and contract renewal of current MISO
HOMIS Staff.

2. There is no written order, memorandum or hospital policy to compel the

users and other hospital staff and officials to participate and carry out their
responsibilities in HOMIS implementation and operation.

Action Taken:

a. Prepared and proposed the Executive Order creating the HOMIS organization
to the Provincial Administrator.

Status: for approval

b. Prepared, presented and discussed the HOMIS policy and procedure to the
hospital users and decision makers.

Status: for review and approval

Recommendations:

a. Approve and implement the proposed HOMIS Executive Order in all hospitals
currently implementing and using the HOMIS.

b. Approve and implement the proposed HOMIS hospital policy and procedure to
compel the users and other staff to participate and perform their individual
and office functions.

c. Issue administrative order and user compliance agreement to each

office/section heads and employees mandating their responsibilities and
functions for HOMIS operation.

d. Formulate, sign and implement a Memorandum of Agreement (MOA) to clear

each agency’s responsibility, commitment and understanding in
implementing the HOMIS Project.
 3. There are several hospital activities that affected the HOMIS implementation
and user’s system adaptation:

• Preparation for PGMA’s arrival

• Transfer of different offices to the newly renovated and constructed areas
• Series of medical-surgical missions
• Hospital Week Celebration

Action Taken:

a. Continuously reminding the Chief of Hospital and other concerns on

the needs of implementing HOMIS in their hospital despite hospital’s busy
schedule.

b. Flexibility in scheduling HOMIS trainings and other HOMIS activities.

Recommendations:

a. Mandate all HOMIS users, including the Heads of each hospital department/
section to use HOMIS and perform their responsibilities in implementing
HOMIS even if the hospital has other ongoing activities.

b. Consolidate schedules of hospital and HOMIS activities.

4. There are still some HOMIS requirements that the hospital and sponsor
needs to comply and provide.

a. In hospital manual operation:

• Centralized management of patient’s bed and room

accommodation by the Admitting Section.
• Notification of the Admitting Unit by the Guard on Duty upon
every patient’s discharge.

b. In HOMIS technical requirements:

• Provision of desk fan in each HOMIS system unit operating 24/7

(e.g. ER-OB and Admitting Section).
• Provision of 24/7 electric power source (generator) to all HOMIS
equipments.
• Provision of the following HOMIS equipments and license
software to be provided by the Provincial Government (please see the
attached request).
• Provision of HOMIS supplies and other HOMIS needs as
requested to the Chief of Hospital dated July 10, 2008 (please see the
attached request).

Recommendations:

a. Comply with all the requirements in hospital manual operation as stated

above.
b. Provide all the needed HOMIS technical requirements as early as possible for
a smooth and effective HOMIS implementation.
PROPOSED HOMIS ACTIVITIES (UPCOMING):

Activities Start End

1. Hands-on re-training session, meeting and consultation with
08.20 08.20
HOMIS OB-ER users.
2. Consultation meeting with Admitting and OPD staff with the Chief
08.21 08.22
of Medical Records section.
3. Re-training, meeting and consultation of MSS, PHIC, Billing,
08.25 08.31
Cashier, Medical Records Unit Staff.
4. System adaptation, practice and parallel running in all HOMIS
08.27 08.28
implementing areas
5. Consultation meeting, presentation and discussion of HOMIS
policies and procedures to the members of Hospital Management
Committee and other section heads.
6. Completion of other HOMIS technical requirements.

7. Preparation for HOMIS launching and inauguration. 09.01 09.01

8. System and policy approval. 09.04 09.05

9. Final preparation for HOMIS launching and system live.

10. HOMIS launching and inauguration. 09.08 09.12

11. HOMIS SYSTEM LIVE! 09.15 09.26

Prepared and Submitted By:

JEFFREY A. VILLASEÑOR
HOMIS Project Manager
Members of the MISO-HOMIS Team:

Name Position / Designation Employment Status

Expired Contract of Service
Alexander Abrasaldo Computer Maintenance Technologist I
(for renewal)
Rommel Talubo Administrative Assistant I permanent employee
Over-all Network and Hardware
Audie Cada permanent employee
Administrator
System Analyst II / Part-time HOMIS
Analee Vergel Contractual employee
Technical Support
Contract (J.O.) expired
Rodney Boy Reyes Computer and Network Technician
(for renewal)
Computer and Network Technician / Contract (J.O.) expired
Allan Abasola
Driver (for renewal)
Programmer/ System Analyst I/Overall
Marnie Garbo Resigned Contractual Employee
System Administrator
Programmer/ System Analyst I/Overall
Willard Macay Resigned Contractual Employee
Database Administrator

Project Status Report / Signatures:

Project Name: HOMIS PROJECT (Hospital Operation and Management Information
System)

Project Site: Laguna Provincial Hospital, Sta. Cruz, Laguna

Project Jeffrey A. Villaseñor

Manager:
I received and reviewed the information contained in this HOMIS Project Status
Report:

Name Title Signature Date

Dennis S. Lazaro
Guillermo C. Trinidad
Valentin P. Guidote
Dr. Alsaneo S. Lagos
Jaime M. Garcia
Dr. Rene P. Bagamasbad
Dr. Ignacia M. Flores
Mrs. Victoria C. Mag-iba
Mr. Gerardo R. De Leon
Provincial Administrator
Deputy Prov’l. Administrator
Prov’l. Planning & Dev’t. Officer
PHO II
ITO II – MISO Head
Chief of Hospital - LPH
Chief of Clinics
Chief Nurse
Supervising Administrative
Officer