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Realizing Standardization of Medical Information Systems in Over 10 Prefectural Hospitals Through Cloud Computing and Bulk Procurement
Implementation of Medical Information Systems (ICT)

A Prefectural Hospital

~Achieving Standardization of Medical Information Systems in Over 10 Prefectural Hospitals Through Cloud Integration and Bulk Procurement~

Prefecture A operates over 10 hospitals, ranging from large to small and medium-sized hospitals, as prefectural hospitals.
The introduction of medical information systems had been promoted based on the judgment of individual hospitals, with procurement specifications created for each hospital, resulting in a lack of cohesion among the prefectural hospitals as a whole.

(1) Formulation of a Master Plan for Standardizing Medical Information Systems

Each prefectural hospital adopted a common system for medical administration, leading to the development of medical statistics information for the entire prefectural hospital system.
However, for clinical information, each hospital used different electronic medical record (EMR) system vendors, making it difficult to utilize clinical information across the 10+ prefectural hospitals.
Therefore, Prefecture A formulated a “Master Plan for Standardizing Medical Information Systems” as a guideline for future medical information system implementations in each prefectural hospital.
Specifically, the plan identified items to be standardized as medical information systems, organized the structure and status of related standards, master and communication protocols based on the Ministry of Health, Labour and Welfare’s standards, and the standard data exchange regulations set by the Japan Association of Healthcare Information Systems Industry (JAHIS). It also established guidelines for standardizing system connection criteria and master data formats.
Subsequently, the requirements aligned with these construction guidelines were included as basic requirements in the procurement specifications for medical information systems at each prefectural hospital.

(2) Introduction of Cloud-Based Electronic Medical Record Systems to Small and Medium-Sized Hospitals

Among the 10+ prefectural hospitals, six small and medium-sized hospitals had not yet introduced electronic medical records (EMR) or ordering systems.
While it was possible to introduce medical information systems individually for each small and medium-sized hospital, securing staff for medical information systems was challenging. Therefore, a unified approach was taken to introduce EMR systems with common specifications for the six hospitals, leveraging the benefits of bulk procurement.
The EMR system involved placing the servers in a data center, with no servers in the hospitals, leading to efficient use of hospital space and reduced staff burden.

(3) Reducing Procurement Costs Through Grouping and Bulk Procurement

Prefecture A covers a large area, with prefectural hospitals widely dispersed. There was a support system among the hospitals, with doctors being dispatched from large central hospitals to smaller hospitals.
Given this situation, hospitals within a certain distance were grouped to explore the feasibility of standardizing EMR systems and operations.
Through these considerations, the first step towards standardizing the operation of medical information systems across prefectural hospitals was taken by bulk procuring systems for several medical institutions.

Key Success Points

POINT1
Clarifying the Purpose of Information System Implementation
Building an information system involves using intangible software, often leading to a focus on “how to implement the software” rather than “what to achieve with the software,” resulting in unmet expectations.
To avoid such failures and ensure successful information system construction, we first summarize the project’s purpose, goals, budget, and schedule as a basic plan. Based on this, we proceed with detailed specifications, procurement, implementation, and evaluation consulting.
ITEC Strengths

ITEC handles not only information system implementation but also hospital development and management improvement, allowing us to view medical information systems from multiple perspectives.
We support “clarifying the purpose of implementation” based on the current state and desired future of the hospital.

POINT2
Formulating a Basic Plan to Address Current Issues
First, in the current situation survey, we confirm the hospital’s management philosophy and management plan, which are higher-level elements of the information system. We also survey the currently implemented systems, operational status, and ancillary equipment environment.
Based on the results of the current situation survey, we consider solutions to current issues and concretize contributions of the information system to the management philosophy and management plan. These contents are set as the purpose and achievement goals of the information system implementation.
Furthermore, we organize the investment costs, construction deadlines, staffing, and other conditions for the information system implementation, align them with the achievement purposes and goals, and summarize the system implementation scope, budget, period, and structure as a basic plan.

ITEC Strengths

ITEC has extensive experience in supporting the implementation of medical information systems, and we are well-versed in how to utilize these systems to solve issues within hospitals.
We avoid excessive investments that deviate from the purpose and support the formulation of a basic plan that addresses current issues and realizes the management vision from perspectives such as “improving patient services,” “enhancing medical quality,” “improving management efficiency,” and “streamlining operations and reducing workload.”

POINT3
Creating Requirement Specifications to Achieve Goals
Since information systems operate with both operations and systems working together, we organize basic operations as flows of people, goods, and information. The perspective of organization is the operations necessary to achieve goals, not the retention of current operations.
We formulate the various requirements of the information system necessary to achieve the purposes and goals set in the basic plan. We develop detailed requirements for basics (general), hardware, software, network, data, migration, education, support, maintenance, etc.
We align the formulated requirements with market products and services through requests for opinions and adjust the content.
ITEC Strengths

The formulation of requirement specifications needs to detail the functions of each system, including electronic medical records.
ITEC supports the creation of requirement specifications to achieve hospital goals from perspectives such as “creating procurement specifications that promote competition and do not favor specific vendors,” “creating comprehensive specifications,” “formulating requirements that enable the procurement of optimal systems at minimal cost,” and “proposing specifications based on industry trends.”

POINT4
Support for Smooth System Implementation
In procurement support, we provide the necessary assistance for procurement, including public solicitation materials, scoring criteria, evaluation methods, and other support to promote and implement appropriate and fair competition.
To smoothly implement the decided system, we provide system construction support, master creation and management support, operational simulation, rehearsal support, and operational support.
Additionally, we create operation manuals for new operations resulting from the information system implementation, detailing work content and workflows. This improves the efficiency of operations and enhances the effectiveness of the information system implementation.
ITEC Strengths

In this hospital-wide project, ITEC supports the smooth progress of the project and reduces the workload of stakeholders by overseeing the entire project, managing the review organization, setting milestones, and managing project progress and issues, thereby preventing rework and delays.

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ITEC Ltd.
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