What Is a Public Health Information System — and Why You Need One

Public health departments sit at the heart of community well-being. You track vital statistics, manage outreach programs, coordinate care, administer grants, and ensure accountability — often with limited resources and high stakes.

To do all of that effectively, you need more than hard work. You need a system.

Enter the Public Health Information System (PHIS) — a platform designed to streamline how you manage, measure, and deliver public health services.

In this post, we’ll explain exactly what a PHIS is, how it’s different from other systems like EMRs, and why it’s essential for any modern health department.

What Is a Public Health Information System?

A Public Health Information System is a secure digital platform used by local, county, and state health agencies to manage programs, track services, report outcomes, and coordinate operations across teams.

It’s not an Electronic Medical Record (EMR) or Electronic Health Record (EHR) — those are built for clinical care. A PHIS is built for programs, cases, and community impact.

A strong PHIS acts as a central nervous system for your department. It typically includes:

• Case Management: Track client services, referrals, and outcomes across public health programs like CalWORKs, NFP, or CHDP.
• Time Study Tools: Automate claiming for federal reimbursement programs like MAC and MAA.
• Grant and Contract Management: Monitor deliverables, expenditures, and compliance documentation.
• Data Collection & Custom Forms: Capture consistent, reportable information — even across diverse programs.
• Dashboards & Reporting: Quickly generate the reports you need for funders, audits, and internal review.
• User Access Controls: Ensure secure, role-based access across your team and partner organizations.

The goal is simple: help your department spend less time wrestling with data and more time making a difference.

Why Public Health Departments Need a PHIS

Many departments still rely on a patchwork of spreadsheets, shared drives, aging databases, and stand-alone tools. But that approach comes at a cost — in time, accuracy, and impact.

Here’s why a modern PHIS isn’t just nice to have — it’s essential.

1. You’re Drowning in Silos

When each program uses its own tracking system, data stays locked away. That leads to:

• Duplicate data entry
• Conflicting reports
• Poor visibility across teams

A PHIS creates a single source of truth, connecting your data across programs, funding streams, and stakeholders.

2. Reporting Shouldn’t Take a Week

Grants, audits, and compliance requests are constant. But if reporting requires digging through folders and stitching together spreadsheets, you're wasting hours — and increasing risk.

A PHIS enables real-time reporting with built-in logic and compliance rules. That means less scrambling and more confidence in your numbers.

3. You Might Be Losing Reimbursement Money

Federal claiming programs like MAC, MAA, or RMTS require precise tracking and documentation. Without automation, it’s easy to under-claim or make errors that delay payment.

With a PHIS designed for public health finance, you can:

• Maximize reimbursements
• Stay audit-ready
• Reduce administrative overhead

4. Your Staff Deserves Better Tools

Clunky interfaces and manual processes don’t just slow down work — they increase burnout. A PHIS simplifies workflows, automates repetitive tasks, and helps your team focus on what matters: serving your community.

5. Your Community Expects Impact

Ultimately, your mission is to improve lives. That requires better coordination, better insights, and faster action. A PHIS gives you the data and structure to deliver on that mission — even in a fast-changing world.

PHIS vs. EMR: What’s the Difference?

Public Health Information Systems (PHIS) and Electronic Medical Records (EMRs) both handle sensitive data, but they serve different purposes:

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If your organization runs non-clinical programs or relies on state/federal funding, an EMR won’t meet your needs. You need a system purpose-built for the structure and nuance of public health.

5 Signs You Need a Public Health Information System

If you're not sure whether it’s time to invest in a PHIS, here’s a simple checklist:

✅ You rely on spreadsheets or paper forms to track services
✅ Staff often re-enter the same data in multiple systems
✅ Reporting takes more than an hour per program
✅ You’re not confident you’re capturing all eligible reimbursement
✅ Onboarding new team members takes more than a day or two

If you checked two or more, it’s time to seriously consider a platform built for your reality.

FAQs: Public Health Information Systems

Q: Is a PHIS expensive to implement?
A: Not necessarily. Many cloud-based platforms offer modular pricing, allowing you to start with just what you need. Plus, increased reimbursement and staff efficiency can offset the cost quickly.

Q: How long does it take to implement?
A: Typical implementations range from 4–12 weeks, depending on complexity. A good vendor will walk with you every step of the way — from setup to training.

Q: Does it support compliance requirements?
A: Yes. A quality PHIS will support HIPAA, 2 CFR 200, and state-specific claiming rules — with documentation to back it up.

Q: Can it integrate with our existing tools?
A: Many PHIS platforms (including Persimmony) offer APIs and data export/import tools to work alongside other systems.

How to Get Started

Upgrading your systems can feel overwhelming. But the cost of doing nothing is higher — in lost time, missed funding, and staff frustration.

At Persimmony, we make the transition smooth. We’ve spent over 20 years working with public health departments at every level — from small counties to large metropolitan areas. Our platform is purpose-built to help you serve your community better.

Want to see how a Public Health Information System could work for your department? Contact us to learn more.

Because public health deserves software that’s as committed as you are.