Smooth Transition from Paper Based Documentation to Electronic Documentation in New Kwong Wah Hospital Paediatric Intensive Care Unit (PICU) and Neonatal Intensive Care Unit (NICU)

Abstract Description

Proposed Topic (Most 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) :

So HY(1), Tam WS(1), Kwok LY(1), Ng CM(1), KWH Paed CIS workgroup (1)

Affiliation :

(1)(1) Department of Paediatric & Adolescent Medicine, Kwong Wah Hospital

Introduction :

Electronic documentation is the gold standard for documentation. There are many benefits of electronic documentation such as improved data quality, increased operational efficiency, better traceability and accountability. Kwong Wah Hospital (KWH) Paediatric Intensive Care Unit (PICU) and Neonatal Intensive Care Unit (NICU) had implemented electronic documentation after move-in to New KWH. All nursing observation chart, nursing note, doctor note and allied health note were changed to Clinical Information System (CIS) electronic documentation.

Objectives :

To ensure smooth transitional from paper documentation to electronic documentation when move-in to New KWH.

Methodology :

A. Preparation Phase
Started from Nov. 2022, a group of doctor and nurse from General Paediatric, PICU, NICU, clinical information system and management met to develop a project and the system of CIS in PICU and NICU. Identify the specific needs and develop comprehensive plan to address them. Develop the workflow of electronic documentation system.
B. Training Phase
Provide comprehensive training programs to familiarize all staff with the electronic documentation system. Started from April to May 2023, we provided 2 train the trainer courses for 16 nurses as trainer, trainer need to provide training course and site support when transit to electronic documentation. Then we have hand on training for 4 sessions to doctor and 12 sessions to nurse. There also has demonstration laptop for doctor and nurse trial to use the electronic documentation.
C. Move-in transition phase
In the first week of move-in and implementation of electronic documentation, vendor and nurse trainer provided site support. Supervisor checked all electronic documentation daily. Planning all document has double charting in five months.
D. Maintain Phase
All amendment of system need to endorse by CIS working group and inform the vendor by coordinator.

Result & Outcome :

From Jan 2022 start the preparation phase and total 127 nursing staff and 25 doctor was trained before 12/5/2023. NICU and PICU move-in to New KWH and started to use electronic documentation on 23/5/2023 and 25/5/2023. After implementation 3 months, all staff feel confidence and proficient in using electronic system and we can cancel double charting and continuous supervisor daily checking. The transitional period 2 months faster than expected.
A well-planned approach can increase successful transition from paper-based documentation to electronic documentation. Its benefits for improved efficiency, collaboration, information access, and compliance.