Medical Information Data Systems

1. MDD and Medical Information Systemssoftware as medical deviceHeikki Teriö, Ph.D.Department of Clinical Engineering

2. Medical Information Data Systems • is a system which records information from a patient and connects it through a network to a server, data base etc. MIDS

3. Medical Information Data SystemsMIDS

4. Medical Information Data Systems

5. Medical Information Data Systems

6. Medical Information Data Systems Responsibility for IT-systemsin patient environment in co-operation with IT- organisation e.g. Roentgen, PACS, CT, Digital storage, PDMS Ultrasound systems

7. Work station RIS Investigation room Reception Control room

8. Medical Information Data Systems 8 Heikki Terio, 2009-05-08

9. Medical Information Data Systems

10. Comments in January 2007 PDMS/Clinisoft-Centricity is not today a completed system, but a system under development by the supplier. PDMS and its all system parts have no written classification by authorities (Medical Product Agency and National Board for Health Welfare). Therefore, the Administration to be set up should work in a project. There should also be a crystal clear improvement of the support agreement with GE. MT can by all means continue to monitor the PDMS application and processes via Patrol as today. Last but not least, a System Management must be set up with all the necessary roles and managing elements according to SLL and Karolinska, management model. Both IT and MT are included as service and product providers (management elements).

11. Challenges • Workstations (mix of ordinary and medical PC) • 150 Office clients for care planning and consultation

12. Proposal to share the support

13. Challenges Safety IT Patient Confidentiality Integrity Availability Accountability ME Soft ware Net work Care

14. Challenges • To retrieve physiological data or to control the function of medical devices, IT-systems and software have obtained more crucial importance for the treatment and care of an individual patient. These systems are often even life supporting. Shortcomings and defects in the software can constitute a risk of harm to the patient.

15. Challenges • Quite often the servers and databases used in MIDS are not of the latest design. This means that one has to use operative systems that are not approved by the IT-department. • The manufacture can also demand that the database is installed on a separate physical server. In all cases it is required that verified and validated anti-virus software is used. Likewise, the patches used must be verified and validated for the application software.

16. Challenges • Different actors are involved in patient care where Medical Equipment and IT is included • Locally at the hospital • Regionally between the hospitals • Nationally/Internationally between the centres of excellence The use of MIDS increases the requirements for higher competence for those who handle these systems. It is also necessary to develop the co-operation between clinical engineers and IT-engineers.

17. Solutions The Swedish Society for Medical Engineering and Medical Physics have published Guidelines for MIDS in September 2008 The Guidelines give a proposal for national requirements for competence that engineers working with MIDS should have and also for co-operation between Clinical Engineering (CED) and IT departments in order to fulfill the demands that directives and legislation state. http://www.mtf.nu/MIDS_Rapport_Eng_2008_web.pdf

18. Solutions • Classification of computers used in MIDS make it easier to point out who is responsible for the support. • All the computers, no matter if it is a thin client, server or workstation, have been divided in three main classes: • ordinary computer with standard configuration, • ordinary computer with standard configuration, but with a medical application, and • medical device with configuration in accordance of the regulations.

19. Solutions • Special MIDS-domains are created for the clients and servers at larger hospitals. • In smaller hospitals Organizational Units in Microsoft Active Directory environment can be used. • CED is proposed to be responsible for the MIDS-domain or the AD-environment for MIDS, whereas the IT-organization would be responsible for the general IT-infrastructure in the hospital.

20. Solutions • To increase the safety when using MIDS, segmented network with Access Control List are used. • Also labeling of the cables and workstations/clients are used in order to separate MIDS and ordinary IT-systems. The cables used for MIDS are proposed to be green and for the IT-systems white. The labeling of the computers should follow the same convention.

21. Why is the MPA interested? • We see an increasing number of incident reports involving Medical Information Systems • and • We receive many qualification and classification questions regarding these systems • Most Medical Information Systems are now unregulated.

22. The definition of a MD Valid March 21,2010! ‘medical device’ means any instrument, apparatus, appliance, software, material or other article, whether used alone or in combination, including the software intended by its manufacturer to be used specifically for diagnostic and/or therapeutic purposes and necessary for its proper application, intended by the manufacturer to be used for human beings for the purpose of: — diagnosis, prevention, monitoring, treatment or alleviation of disease, — diagnosis, monitoring, treatment, alleviation of or compensation for an injury or handicap, — investigation, replacement or modification of the anatomy or of a physiological process, …

23. The task given to the SE group • to identify: • what kind of software systems would be of concern and why • regulations that may be applied • standards that may be applied • discuss • how to interpret the definition of a Medical Device • Medical Devices classification rules that may be applied • terms and nomenclature that can be useful at, for instance, procurement of systems • suggest • possible need for follow up and handling of systems where safety is of importance although the device is not regarded as a medical device.

24. Swedish position • Swedish stakeholders have agreed that the items in the previous picture are the main issues • Consensus has been reached among SE stakeholders that • Medical Information Systems that match the definition of a MD should be classified as Medical Devices • the MDD verification methods have to be clarified for medical device software, particularly for classes IIa and IIb. • The SE report is available on • http://www.lakemedelsverket.se/english/product/Medical-devices//

25. OTS software used in combination with Medical Device software Off the shelf (OTS), non medical device software, like MS Windows, are often used in combination with Medical Device software The safe function of the Medical Device may be dependent on non medical devices The manufacturer is responsible for the entire combination of software (the product)!

26. Use of software- based Medical devices in complex environments • Connection to data networks give rise to new questions • The manufacturers risk management plan has to address how the network environment can affect the application • Some critical systems might have to stay disconnected from data networks!

27. Wrap up • The responsibility for the safe and correct function for a Medical device is with the manufacturer • this is true as long as the product is used according to the intended purpose.

28. Thank you for your attention