Proposed Topic (Most preferred): :
Clinical Safety and Quality Service II (Projects aiming to enhance clinical safety and outcomes, clinical governance / risk management)
Proposed Topic (Second preferred): :
Clinical Safety and Quality Service III (Projects aiming at quality service to patients and their carers)
Authors (including presenting author) :
Wong YM (1), Chu CC (1), Cheng HY (1), Au Yeung PY (1), Tin WY (1), Chan CY (1), Wong MC (1)
Affiliation :
(1) Clinical Oncology, Tuen Mun Hospital
Introduction :
The implementation of a folderless clinic, achieved through the elimination of physical paper folders and the adoption of digital documentation systems, presents numerous benefits for healthcare providers. Transitioning to a folderless clinic reduces paper-based errors, enables quick access to patient information and better collaboration among healthcare professionals that can be achieved through a folderless clinic. Therefore, TMH clinical Oncology palliative clinic implemented folderless clinic at Nov 2023.
Objectives :
1. To explore the implementation process of transitioning to a folderless clinic
2. To highlight the benefits of transitioning to a folderless clinic
Methodology :
Planning phase (May 2023- Sept 2023)
1. Equipment Acquisition: Acquire label printer and zip lock bags.
2. Document scanning and conversion: Utilizing a Document Scanning Application (DSA) for digital conversion
3. Tailored Inner Page for Transition Announcement: Design and create an inner page to be placed inside the outpatient folders for notifying staff about the transition.
4. Template Creation for Proper Documentation: Develop standardized templates for common patient inquiries, such as drug refill requests or appointment changes.
5. Utilization of Electronic Laboratory Results Screening
6. Staff Handover and Training: prepare the workflow and conduct training sessions for staff members to familiarize them with the new folderless clinic system.
Pilot Phase (Oct 2023)
1. Begin a trial period to allow staff to familiarize themselves with the new workflow and identify any potential issues or challenges.
2. Encourage staff to provide feedback on the effectiveness and usability of the folderless clinic system.
3. Address any concerns or suggestions raised during the trial period and make necessary adjustments.
Implementation phase (Nov 2023)
1. Send email communication to all staff members to officially announce and initiate the implementation of the folderless clinic.
2. Continuously assess the folderless clinic system's performance and make necessary improvements. This involves monitoring the workflow, gathering feedback from staff and patients, and making adjustments to optimize the system's efficiency and effectiveness.
Result & Outcome :
The implementation of a folderless clinic at the TMH Clinical Oncology Palliative Clinic demonstrated numerous benefits for healthcare providers:
1) By eliminating paper-based documentation, the folderless clinic minimizes the risk of errors associated with misplaced files or illegible handwriting. This could also help to reduce the manpower required for filing the folders and increase efficiency.
2) The standardized templates and electronic laboratory result screening integration further enhanced accuracy and completeness of patient records.
3) The folderless clinic system yielded cost savings by reducing the need for physical storage space and eliminating paper and printing supplies.
Overall, the implementation of a folderless clinic presented a significant step forward in embracing technology for a more efficient and sustainable healthcare environment.
