The Benefits of Electronic Records

Focus More Time on the Patient; Less Time on Manual Charting

SEPTEMBER 2007

Switching to an electronic Data Management system can seem daunting. Realizing the benefits – like electronic storage, shortcut keys, and bar code scanning – tends to ease the transition.

Carl Sheppard, CCP, staff perfusionist at Providence Portland Medical Center, became one of the first clinical customers of Terumo’s TLink™ data management System earlier this year. Carl has been documenting cases electronically for several years and has become dependent on electronic charting.

He recently answered questions about how the new software has assisted his practice.

How has the TLink system helped your practice?

Sheppard: It allows us to focus our attention on the patient and perfusion responsibilities, and spend less time manually charting. The TLink system’s ability to integrate with other devices to capture data automatically makes it effortless. The software gives us the ability to produce the necessary QA reports that allow us to stay in check with JCAHO.

Its ease of use has allowed visiting relief perfusionists to step right into our electronic system with no perceptible down time. The addition of the barcode has allowed our institution to easily and reliably identify our patients for integration into our hospital wide paperless system.

What are the benefits of maintaining an electronic record?

Sheppard: The neat, legible case reports are relied on for readability and accuracy. Pre-defined and JCAHO approved comments, labels, and abbreviations are clearly displayed by electronic records. In fact one of the JCAHO representatives made positive comments about our record keeping; they were also impressed with our security and ability to retrieve records.

Describe a helpful feature.

Sheppard: The shortcut keys are a great advantage; they are customizable and make charting a one touch function. We have chosen to assign certain events timers such as Pump On/Off, X-Clamp On/Off that usually occur at the moment your attention is needed elsewhere. Another frequently used shortcut key is for changes in FiO2 and sweep settings. There are 12 such keys that can cover a range of repetitive charting comments.

How has the integration of the OR monitor helped?

Sheppard: The integration of external data devices has allowed us to tap directly into our anesthesia equipment and capture such parameters as MAP, CVP, and core temperature. Any data on the anesthesia screen is accessible and eliminates our need to physically chart this information. We simply program how often we want this information logged and it’s done automatically – again freeing our attention from charting and back to the patient.

How does the barcode feature meet your hospital’s needs?

Sheppard: My institution has been after us for several years to barcode our reports. This allows our records to be accurately and efficiently catalogued into the hospital electronic records system. Barcode scanning is an essential first step in going paperless.

Why did you choose the TLink system?

Sheppard: Our policies and procedures change as the clinical practice changes, so it was clear we needed a software program that could change easily with our practice. Terumo is a solid company, backed with research and development, and we felt that Terumo has a vested interest in perfusion–related disciplines.

How easy is it to learn?

Sheppard: Our previous software program was developed in–house and we never considered training temporary help – it was just too confusing for short–term use. TLink software has changed that. Our last relief worker learned the system in one afternoon and moved right into using the program the very next morning. The automated data capture, shortcut keys, pre–filled selection boxes, and intuitive design allowed for this transition into immediate and effective use of the program.