Authors (including presenting author) :
Ng E (1), Cheng HL (1), Wong JWL (1), Ku BPS (1), Tang WC (1), Chan SSC (1), Ho WKH (1), Lam JCK (1), Woo RBK (1), Chan JKY (1), Hui HL (1), Pang JYW (1), Cheung NT (1)
Affiliation :
(1) Information Technology and Health Informatics Division, Hospital Authority Head Office
Introduction :
eScribe is an innovative tool, acting as a digital assistant, integrated into the Clinical Management System (CMS), designed to streamline the process of prescribing Medical Certificates and Attendance Certificates for clinicians. With over 1 million certificates issued annually, eScribe aims to improve operational efficiency by automating clinical documentation and reducing the time and effort typically required for repetitive tasks.
Objectives :
The primary objective of eScribe is to achieve clinical automation during documentation and enhance operational efficiency by streamlining the process of certificate issuance, simplifying documentation workflows, and increasing speed and productivity in clinical settings. eScribe aims to minimize the repetitive burden, allowing clinicians to focus more on direct patient care.
Methodology :
Designed to align with clinical workflow, eScribe is integrated into the CMS under the Consultation Note section. Frontline staff were engaged in workflow studies to ensure the functionality meets its intended purposes. eScribe’s generic technical design allows for easy application to other CMS functions. Traditional methods of issuing certificates involve navigating through several tabs, activating different functions, and manually inputting data, which can be time-consuming and prone to interruptions. eScribe simplifies the process by enabling clinicians to issue certificates using simple commands within the Consultation Note, with a pop-up window for inputting the period and reason for leave. The system automatically saves and processes these tasks, bypassing the manual steps, and completes the documentation with a sentence stating the period and reason for leave. Using the data in 2019, the estimated time saved in issuing certificates by eScribe is about 800 working days, which equates approximately 4 doctors per year.
Result & Outcome :
eScribe underwent a successful pilot implementation at TKOH ENT in September 2023. Positive feedback highlighted improvements in clinical workflow efficiency and time savings in repetitive tasks. Since November 2023, the implementation of eScribe has been expanded to all hospitals, with an enhancement in October 2024 to allow more flexible input. Over 30,000 certificates have been issued using eScribe and an upward trend in its usage is observed. Looking forward, eScribe aims to extend its functionality to support more repetitive tasks. Plans include applying it to FM Note and Discharge Summary, promoting usage among allied health and nursing staff, and extending its application to other CMS functions such as prescribing investigation orders and issuing referral letters.
