[Document management systems to support quality management systems at university hospitals - an interview-based study]

Abstract

In order to save and control the processes and quality of medical services, a suitable steering system of all relevant documents is essential from the point of view of clinical quality management. Systems supporting an automated steering system of documents are called document management systems (DMS), and they also enter the healthcare sector. The use of DMS in the German healthcare sector has hardly been investigated so far. To close this knowledge gap, interviews were carried out with German university hospitals over a six-month period and subjected to a qualitative content analysis according to Mayring. In total, 25 university hospitals agreed to participate in this study, 19 of which have been working with a digital DMS for about six years on average. There was a great variety among the IT systems used. Document management and usability of the DMS as well as its integration into existing IT structures were key decision-making criteria for the selection of a digital DMS. In general, the long-term usability of the DMS is supported by regular evaluation of one's own requirements for the system, administration and training programs. In addition, DMS have a positive effect on patient safety and the quality of medical care.

Keywords: CIRS; Critical Incident Reporting System; DIN EN ISO; DMO; DMS; Deutsches Institut für Normung, Europäische Norm, International Organization for Standardization; Dokumenten-Management-Organisation; Dokumenten-Management-System; Dokumenten-Management-System(e); KIS; KTQ; Kooperation für Transparenz und Qualität im Gesundheitswesen; Krankenhausinformationssystem(e); Qualitätsmanagement; document management organization; document management system; quality management.