Authors (including presenting author) :
Leung WY (1), Mok CT (2), Katie Cheung (2), Charles Wong (2), Crystal Leung (2), Lam W (1), Ng KP (3), Mike Wong (4), Lui CT (1)
Affiliation :
(1) Accident and Emergency Department, Tuen Mun Hospital
(2) Information Technology Department, NTWC
(3) Accident and Emergency Department, Tin Shui Wai Hospital
(4) Accident and Emergency Department, Pok Oi Hospital
Introduction :
In the Accident and Emergency department (A&E), the efficient management of patient records is vital. However, the antiquated method of using physical patient gum labels may result in mishandling or loss. These labels, containing sensitive patient information, pose a risk to privacy and security, potentially allowing unauthorized access. Addressing these issues necessitates a comprehensive solution.
Objectives :
The primary aim of the Case record system is to transition to digital storage of patient records, emphasizing administrative efficiency and heightened security. The goal is to streamline operational workflows and ensure secure data storage. Additionally, the system intends to allow for customization of permission settings for various users, ensuring that data access aligns with the principles of “organizational need to know” and “patient under care”.
Methodology :
The Case Record System mandates a secure login mechanism and operates exclusively within the intranet, limiting access to authorized personnel only. Advanced permission settings provide control over data accessibility. Accessibility is a key feature, enabling users to access the system from any
device. This flexibility facilitates efficient patient care while maintaining safety and protecting privacy. The system has developed different case types such as “Interfacility transfer” and “Designated response team record” to serve specific purposes, streamlining workflows and enhancing efficiency.
As no identifiable patient data such as name, sex, age, and Hong Kong identity card number will be stored, and only the registration numbers of A&E attendance will be retained, individuals' identities remain protected and users will not be able to directly or indirectly identify the individuals concerned. Furthermore, a defined data retention period for purging cases will be implemented to enhance security standards.
Result & Outcome :
After implementation, the digitalized case record system is poised to transform record-keeping practices significantly. As one of the enablers of a paperless Emergency Department, the system enhances operational effectiveness. Overall, the envisioned system promises a fundamental change in managing patient records, guaranteeing regulatory adherence and improved operational effectiveness.
