Hospital Inpatient Admissions Statistics: Why the Need to Gather and Track, What Data and How
Reynaldo O. Joson, MD, MHA, MHPEd, MSc Surg
February 12, 2012
Why the Need to Gather and Track
All hospitals, both government and private, should keep track of their inpatient admissions.
First of all, there is a requirement from the Philippines Department of Health for all hospitals to submit annual hospital statistics (Hospital Statistical Report –http://www.doh.gov.ph/system/files/statform3_hosp_82010.pdf). Statistics on inpatient admissions is one of the data to submit.
Even without the requirement from PH DOH, all hospitals, again both government and private, should keep track of their inpatient admissions. There are at least two reasons for this tracking activity, one is for use in performance evaluation and the other is for use in the business development program.
In both government and private hospitals, the number of inpatient admissions should be used as one of the parameters for performance evaluation, whether the number is below, on, or above target for the year.
In both government and private hospitals, there must be a business development program to promote an optimal utilization of the inpatient beds. Thus, targets of inpatient admissions should be set at the start of each year and then evaluated at year-end. To be able to evaluate the effectiveness of the formulated business development program on inpatient admissions, statistics should be gathered.
What Data to Gather and Track
In tertiary hospitals, both Level 3 and Level 4, there are various medical specialties and subspecialties grouped into departments, centers, and clinics. All these contribute to the inpatient admissions of the hospital.
Hospitals, both government and private, should collect at least the following data:
- Total inpatient admissions of the entire hospital per year and per month.
- Total inpatient admissions of each department, center, and clinic with inpatient bed facilities.
- Total inpatient admissions of each medical consultant with privilege to admit patients to the hospital.
- Classification of the inpatient admissions, such as charity or pay patients; self-pay, HMO, or corporate account patients; PhilHealth or non-PhilHealth.
How Data Should be Gathered and Track
First of all, it is recommended to have an IT system to gather and track the data for efficiency reason.
Second, there must be policies and procedures on how to assign or credit admissions to the various departments and medical consultants of the hospital.
- There must be clear identification of departments, centers, and clinics that have admitting privileges and that are expected to contribute to the optimal utilization of the inpatient beds.
- There must be clear identification of the medical consultants who have admitting privileges and who are expected to contribute to the optimal utilization of the inpatient beds.
- There must be clear policies on what types of patients (what types of medical conditions) each medical consultant can admit.
- Each medical consultant must have an assigned department, center, or clinic to which his inpatient admission shall be credited.
- 5. The medical consultant who issues the admitting order should be the one given the credit for an inpatient admission and automatically, his assigned department, center, or clinic should also get the credit.
- The staff of the Admitting Service should be oriented to and implement the above policies and procedures.
Note: In the DOH Hospital Statistical Report Form, statistics on inpatient admission are being asked for in the following departments:
Recommendations: A hospital should decide on how to comply with the DOH reporting requirements at the same time making its own data gathering and tracking comprehensive and useful in terms of business development and performance evaluation.
In XYZMC, for example, the departments, centers, and clinics expected to contribute to optimal utilization of inpatient beds are the following (thus, statistics on inpatient admissions should be tracked in each
- Department of Surgery
- Department of Orthopedics
- Department of Otorhinolaryngology
- Department of Ophthalmology
- Department of Obstetrics and Gynecology
- Department of Internal Medicine
- Department of Pediatrics
- Department of Dental Medicine
- Industrial Medical Services Department
- Pain Management Center