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 I (Projects aiming to improve efficiency and effectiveness of care delivery to meet international standards)
Authors (including presenting author) :
Kwok PHM(1), Lau FCA(1), Cheung TYJ(2)
Affiliation :
(1)Occupational Therapy Department, Pok Oi Hospital (2)Occupational Therapy Department, Tuen Mun Hospital
Introduction :
The management and storage of sensitive data in Hospital Authority have historically relied on manual record-keeping systems. However, with increasing concerns regarding data security, privacy and the need for streamlined processes, the Corporate direction is progressively shifting towards electronic documentation (e-documentation) methods. This abstract highlights the pilot implementation of an e-documentation system to replace manual record-keeping practices for sensitive data.
Objectives :
The primary objective of this initiative is to enhance data security while improving operational efficiency in the handling of sensitive information.
Methodology :
The Occupational Therapy (OT) Department in Pok Oi Hospital chose the application form of special grant for commonly prescribed rehabilitation items under CSSA scheme (Form3) as the pilot adoption of the e-documentation. Before this quality improvement project, colleagues write up “Form3” in different ways such as hand written and using patient gum label. After sending out the “Form3” to the Social Security Field Unit (SSFU), a physical copy will be kept in case further enquiries were raised from patient and SSFU. An average of 60-70 “Form3” were sent out per year by OT Department of Pok Oi Hospital. However, this method has the following pitfalls: 1. Non-uniform written format of “Form3” and less neat and tidy in legibility; 2. Time consuming to input all the data, write up the “Form3” and retrieve old records to answer enquiries; 3. Difficult to carry out data analysis and audit on the application; 4. Production of physical copies inducing risks of sensitive data loss, damage, or unauthorized access. Conversely, files created in the e-documentation system in Word and Excel format are encrypted. After inputting the information in the Excel file, the Word file will generate the “Form3” automatically with the “Merge Print” function. The adoption of e-documentation was first launched in the OT Department in Pok Oi Hospital in Sep 2023 and then extended to the OT Departments in NTWC including CPH, TMH and TSWH in Oct 2023.
Result & Outcome :
The transition to e-documentation eliminates the risks associated with physical document storage, such as loss, damage, or unauthorized access. It significantly improves accessibility and data sharing capabilities. Authorized personnel can retrieve and review records regardless of their physical location. Moreover, the conventional method takes 5 minutes to 10 minutes to retrieve the old record of applications but now it only takes 5 seconds to find the target record with the “search” function in Excel after adopting e-documentation. Furthermore, the e-documentation system eliminates manual paperwork and time-consuming tasks. Other features in Excel enhance efficiency and accuracy. As previously mentioned, it was difficult to carry out data analysis and time consuming to carry out audit on the application with the previous method. With the e-documentation, data analysis and audit can be carried out in 5-10 minutes to ensure the quality of the applications. Preliminary results indicate several positive outcomes from the adoption of e-documentation for sensitive data which was also highly recognized by colleagues. Out of 22 Staff satisfaction surveys received, all of the colleagues agree that the e-documentation enables them to retrieve old application records faster, makes the “Form3” neater and more legible and enhances the consistency of the format of the “Form3”. Over 75% of them are more confident to keep the sensitive data safe and agree e-documentation is easy to learn and use and they spend less time to write up the “Form3”. In conclusion, the e-documentation improves data security, reduces errors associated with manual record-keeping, enhances productivity, and streamlines workflows. The transition to e-documentation represents a significant step towards enhancing data security and operational efficiency in the management of sensitive information.
