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

Area of Science:

• Healthcare Management
• Clinical Informatics
• Information Systems

Background:

• Effective clinical quality management necessitates robust document control systems.
• Document management systems (DMS) are increasingly adopted in healthcare.
• The utilization of DMS in the German healthcare sector remains under-researched.

Purpose of the Study:

• To investigate the current state and impact of digital document management systems (DMS) in German university hospitals.
• To identify key factors influencing the selection and long-term usability of DMS in healthcare settings.

Main Methods:

• Qualitative content analysis of interviews conducted with 25 German university hospitals.
• Data collection over a six-month period.
• Analysis followed Mayring's qualitative content analysis methodology.

Main Results:

• 19 out of 25 participating hospitals utilize digital DMS, with an average implementation of six years.
• Significant diversity exists in the IT systems employed.
• Key selection criteria included document management capabilities, usability, and integration with existing IT infrastructure.

Conclusions:

• Document management systems positively influence patient safety and the quality of medical care.
• Long-term DMS usability is facilitated by continuous requirement evaluation, administration, and training programs.
• Further research is needed to fully understand DMS integration in German healthcare.