Modernization of the Communicable Diseases Information System Saves Time and Ensures Efficiency
Although gradually, the management of state–held health data is becoming increasingly efficient, and information on critical health areas is reaching the public faster. One of the recent successful projects is the modernization of the Communicable Diseases and Their Pathogens State Information System (CDPSIS), implemented by the National Public Health Centre under the Ministry of Health of the Republic of Lithuania (NPHC) and the State Data Agency (Statistics Lithuania).
Sometimes, not much is needed – just kind collaboration between two institutions to ensure that data fulfils its true purpose: enabling the timely generation of necessary reports and analyzing the situation – this case, in the field of communicable diseases and vaccination.
The NPHC is responsible for managing communicable diseases in Lithuania. Until now, information about communicable diseases received from personal healthcare institutions (PHCI), supplemented with epidemiological data (symptoms of the disease, circumstances of infection, illness duration, contacts, etc.), was manually entered into CDPSIS. Reports on vaccinations, most laboratory tests, information on applied HIV treatment, and other data were also entered into the system manually.
Since 1 January 2024, the modernized information system has become operational. It has introduced solutions that reduce the need for manual work and optimize the workflow of the NPHC specialists working in the field of communicable diseases.
According to Vaida Mitkuvienė, Head of the Communicable Diseases Management Division at the NPHC Tauragė Department, the modernization of CDPSIS leveraged the opportunity to collaborate with the State Data Agency and utilize available state resources.
Greater Efficiency, Lower Costs
Saulė Greičienė, Data Analyst at the State Data Agency, emphasized that the key goals of the aforementioned project were related to enhancing the system’s operational efficiency. The objectives included optimizing data analysis, shortening data submission processes, and reducing the likelihood of human errors. The core task of the project was to ensure that statistical reports generated from CDPSIS data would be prepared more quickly and efficiently.
“Currently, work in this area is proceeding more efficiently, significantly reducing costs. Together with the NPHC, we have achieved this result by directing CDPSIS data to the State Data Management Platform, where reports on communicable diseases and vaccination are now generated. This solution not only saves public health specialists’ time but also eliminates manual work," notes S. Greičienė.
“This project can be considered a success story. It is exemplified by the typical workday of the NPHC specialist in the field of communicable diseases. Previously, generating a monthly report could take half a day, while sometimes even an entire workday. Now, generating a report takes just a few minutes”, states V. Mitkuvienė. “I would like to highlight that the NPHC prepares more than a hundred such reports every month.”
S. Greičienė provided an example of how processes were simplified. Previously, connecting new users required additional human resources: an administering enterprise had to be involved to perform installation and connection tasks. Now, the NPHC specialists access the State Data Management Platform directly through a browser. “Once we receive the contact information, we connect the NPHC specialist within just a few hours, without any involvement from third parties. This type of user management costs the NPHC nothing.”
Intuitive Tools Simplify Work
Viktoras Bumšteinas, Computer Systems Administrator of the Communicable Diseases Management Division at the NPHC, who was directly involved in implementing the modernization solutions, highlighted the flexibility and adaptability of the technology used by the State Data Agency.
“When legal regulations change or new user needs arise, implementing new or updated report functionalities does not require ordering additional programming work. The NPHC solution within the State Data Management Platform is designed so that the NPHC specialists could independently make all necessary changes using already existing competencies”, explains V. Bumšteinas.
Both the State Data Agency’s team that implemented the project and the representative from the NPHC noted that reports are now created and edited using intuitive tools and preconfigured modules. Since these tools are intuitive (user-friendly), they do not require advanced IT specialist skills. As a result, programming tasks are handled by the NPHC IT staff, avoiding additional costs for such work.
“Data remains integrated and accessible in real time, meaning any changes are immediately reflected. This allows the NPHC to use available resources more efficiently and respond to changes more promptly. The standout feature of the solution is the speed of report creation, enabling rapid and efficient generation of reports even from complex CDPSIS data. The NPHC specialists utilize pre-designed analytical modules, which allow them to easily select desired data views, filters, and have results presented in real time”, explains V. Bumšteinas.
Reducing Administrative Burden for Healthcare Institutions
V. Mitkuvienė, Head of the Communicable Diseases Management Division at the NVSC Tauragė Department, highlighted that the second phase of the CDPSIS modernization is currently underway. This phase aims to eliminate manual work and automate vaccination data reporting through the State Data Management Platform, thereby reducing the administrative burden on PHCIs.
“Currently, reports are prepared by PHCIs and submitted to the NPHC, where specialists manually enter the received data into CDPSIS. By leveraging the solution capability to integrate data from different information systems, vaccination data will be automatically retrieved from the E. Health and the National Health Insurance Fund Information System. Automatically receiving data through the State Data Management Platform saves time for both healthcare institutions and the NPHC specialists, avoids process duplication, and reduces human errors, thereby decreasing the administrative burden on institutions”, emphasizes V. Mitkuvienė.
According to her, using the State Data Management Platform ensures that the public is promptly informed on the epidemiological situation in the country.
“The project has only been running for a year, and we are still newcomers to working with this platform. However, as we began collaborating with the State Data Agency, we discovered more opportunities. As a result, data on communicable diseases is now publicly available, easily accessible to both the public and researchers”, says V. Mitkuvienė.
S. Greičienė, Data Analyst at the State Data Agency, emphasizes that even after joint projects are completed, the Agency continues to support institutions: “We always encourage reaching out if there is a need: we offer training, consultations, and comprehensive assistance. This ongoing connection is crucial in all projects.”
She added that success of the work completed was due to the NPHC’s openness to innovation, determination to overcome technological challenges, and close collaboration with the State Data Agency. “To all institutions, we send this message: explore our capabilities – efficient and practical solutions may be closer than you think”, mentions S. Greičienė.
Rimantas Skališius and Indrė Narkevičienė, specialists of the State Data Agency, who implemented the project, expressed their satisfaction with the smooth collaboration, which enabled the modernization work to be completed in a short timeframe of just a few weeks.