Proposed Topic (Most preferred): :
Staff Engagement and Empowerment (motivating staff / teamwork / work revamp tackling manpower issue / staff wellness / OSH / retention)
Proposed Topic (Second preferred): :
HA Young Investigators Session (Projects to be presented by HA staff who had joined HA for 10 years or less)
Authors (including presenting author) :
Kwong MK, Au KM, Ho CM, Wong SY, Tang LM, Wong MY, Tse LC
Affiliation :
Occupational Therapy Department, Tai Po Hospital
Introduction :
Clinical documentation is vital for providing quality patient care. Healthcare professionals have a crucial responsibility to accurately record patients’ progress. This helps with case management and communication among members in the healthcare team.
Therapists currently spend a lot of time on written documentation and often end up working overtime. This can lead to increased stress, as they try to produce detailed, accurate, and easy-to-read notes, especially after long hours.
The large number of written documentations takes up a lot of storage space and makes it harder to transfer them. This increases the workload of the staff.
Objectives :
Therefore, a migration of documentation from written to electronic version was carried out with the following intended outcomes:
1. Improve efficiency of daily documentation
2. Improve documentation clarity and accuracy
3. Reduce staff manual handling effort for document transfer
4. Facilitate inter-disciplinary communication
Methodology :
The migration process was divided into the following stages:
1. Template preparation: Create CMS Allied Health Record templates for various clinical reports
2. Staff training: Staff training to standardize the documentation procedures and style
3. Hardware enhancement: Purchase necessary accessories to facilitate e-Documentation entry with clinical iPad
4. Pilot and evaluation: Pilot run to evaluate the smoothness of the process and collect feedback. Amendment on documentation procedures and templates before full implementation.
Result & Outcome :
Staff feedback on the effect of e-Documentation on the intended outcomes has been collected using 10-point Likert Scale.
1. Time spent on documentation reduced by 30%. Over 75% of the colleagues rated 7 or above out of 10 in agreeing that e-Documentation reduces amount of time for daily documentation
2. Over 80% of the colleagues rated 7 or above out of 10 in agreeing that e-Documentation with standardization training significantly improve documentation accuracy
3. Over 85% of the colleagues rated 8 or above out of 10 in agreeing that e-Documentation reduces the misunderstanding due to illegible handwriting
4. Bulkiness of the patient records has been significantly reduced by nearly half. Over 85% of the colleagues rated 8 or above out of 10 in agreeing that e-Documentation reduces staff manual handling effort for document transfer.
5. Overall speaking, over 90% of the colleagues are satisfied with the e-documentation with score 7 or above out of 10.
