Food-Service-Manual-for-Health-Care-Institutions

een entered into the menu, each item can be priced. Menus can be printed on a computer
screen, and where patients choose from a menu on the screen in their rooms, the program will
tally the needed portions for each menu item. Data can be stored for catered events, special holidays,
kosher foods, and so forth.
Special Reporting
Minimum data sheets are forms that must be completed for assessment and care screening of
residents in skilled-nursing facilities.
Food service software that is entirely appropriate for an individual department’s use may
not have all of the features listed above, but all are available.
Information from nutrition screening and assessment that has been performed by dietitians
and dietetic technicians can be entered and compared with standards to determine the need for
additional follow-up. Analysis of drug–nutrient interactions is a dual program between the pharmacy
and clinical nutrition services. The pharmacy department sends to the nutrition manager
a list of specific drugs that may cause an interaction with certain foods. From this information,
the nutrition clinical staff can revise menus as applicable and provide instructions to the patient.
Management Issues
Policies and procedures need to be developed concerning employees’ use of computers and computer
software while on duty. The food service manager needs to monitor how the programs are
used. Game playing, excessive Web search, nonbusiness e-mails, and pornography should not be
allowed. The policy and procedures must be specific in the authorization of computer use.
Persons authorized to use a computer should be provided with a password that will need to be
changed frequently. Passwords should not be written down or passed on for others to use.
A systems manager should be designated with a specific job description and the authority
to oversee all operations. Back-up personnel need to be trained to assist the manager and train
other users. The system manager should be on the alert for viruses or spam to the system and
devise a system to run virus-detection software at least weekly. Viruses can wipe out programs
and damage the computer’s hard drive (see Appendix 10.1).
The systems manager will need to back up programs and data. Backup provides security
in the event of a hard-drive failure, natural disasters, and terrorist activity. All backup data
should be stored in a secure container and off-site. Backup should be run regularly according
to the organization’s policies. The backup data should be tested periodically to determine if the
data are viable and if the staff knows how to load and use the data. Another concern that needs
to be addressed in policies and procedures is downtime. Downtime may be due to power failure,
hardware failure, disasters or emergencies, or other problems. If the downtime lasts for an
extended time, manual procedures will need to implemented.
Software Review
Because of the critical role that software plays in a computerized MIS, its performance should
be reviewed carefully. For instance, a problem would arise if the system were designed to value
inventory by an average cost method and the operation specified the standard cost method.
Problems identified during this process may require modification of customized or full-featured
programs. Usually this is best done by the program developers. However, in the case of generic
software, most problems can be resolved by users.
Hardware and Telecommunications Review
Existing equipment, hardware, and telecommunications systems must be evaluated for
their efficiency and effectiveness. Input and output devices (such as bar-code readers and
Management Information Systems
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