Authors (including presenting author) :
YEUNG PY (1), WONG SY (1), NG TK (2), LAM KS (3), WONG YL (2), CHEUNG Y (1), WU SF (1), MA KW (1), LEUNG SC, Dorothy (1), KAN WK (2), CHEN Wenying (1), LI Xueyun (1), CHEUK WY (1), LAU KM (3), WONG SM (2)
Affiliation :
(1) Department of Medicine & Geriatric, (2) Occupational Therapy Department, (3) Physiotherapy Department, Tung Wah Eastern Hospital
Introduction :
In pursuit of Smart Hospital strategy, Hospital Authority uses information technology to enhance patients’ experience and promotes paperless medical services. Apps like “Result Screening”, “e-Consent”, “e-Vital” and “GCRS-PLUS” system are some examples. Likewise, “HA Drive” and “HA Sign” promote paperless workflow. Over 21 000 sheets of paper saved since pilot.
Disadvantages of existing paper records :
- Difficulty accessing in emergencies
- Handwritten notes can be illegible, leading to numerous clinical errors
- Less secure because paper documents wear out easily and can be misplaced, lost or damaged
- Finding, storing, and managing paper records takes time
- Unnecessary expenses for hospital paper and storage place
Objectives :
Benefits of Electronic Documents (E-documentation):
- Flexible access capabilities allow everyone to access important information from one digital location anytime, anywhere. Save valuable time for emergency patients
- Reduce security risks with configurable restrictions on access
- Digitalization is efficient and sustainable for patient health record tracking and streamlined CMS. Save time by automatically updating patient charts, identifying patient lists for monitoring, ad hoc consultations and home visits
Methodology :
Going paperless requires a lot of work and time to fully transition into a digital environment.
- Stage transition and leverage existing CMS. First select Clinical notes for digital conversion, then proceed with appointment, training check-ins, medication prescriptions and billing, etc.
- Regularly review any bottlenecks in electronic filing process and make necessary changes to workflows to achieve a seamless transition.
- Build templates in CMS to enable simpler and standardized E-documentation and provide training to staff and allow them to ask questions and comments.
- Involve patients and their families throughout the transition process to avoid any complaints, as older patients take time to adjust to digital.
Result & Outcome :
Staff Satisfaction Survey reflects the success of RDH’s paperless practices. 1 doctor, 3 nurses, 4 therapists and 5 assistants participated in the survey, all responded positively and RDH should continue E-documentation.
Conclusion :
In a nutshell, electronic documents are relatively more secure, convenient, efficient, and adaptable. Paperless practices improve RDH performance and patient care.
