by Melissa Branyan
Stephen Griffin, director of clinics in the Office of Clinical Affairs, Baylor College of Dentistry
(Dallas)—Texas A&M Health Science Center Baylor College of Dentistry in Dallas recently completed the digitalization of its patient records following nearly two years of preparation and implementation.
The first phase of the project, which was completed in January, included converting radiographs to a digital format and installing computers in each operatory for speedy viewing. In the past, computers were located at strategic locations in clinic and student-use areas. Clinicians are now able to serve patients more efficiently with nearly immediate access to radiographic images.
“The transition was virtually seamless to the patients as radiographs are taken much the same way as before, just processed through a digital scanner rather than a film processor,” said Stephen Griffin, director of clinics in the Office of Clinical Affairs. “The imaging software provides many ways to enhance an image, which results in less retakes of radiographs that otherwise might not have been of diagnostic quality.”
The second phase of the project, the Electronic Health Record (EHR), consisted of replacing current patient charts with fully electronic files and was completed in time for the start of summer clinic in June. Students have quickly adapted to the new technology and have been able to help patients acclimate themselves to the new clinic protocols as well.
“The Electronic Health Record provides an opportunity to improve quality of care and patient safety,” said Griffin. “The EHR can decrease charting time and errors and eliminate mistakes made from unintelligible notes. Chart chasing is eliminated as is duplication of data entry on various forms.”
The faculty and staff at HSC-BCD have been learning the new system along with the students and are already seeing benefits.
“The EHR streamlines the chair-side assessment process, which facilitates better clinic management for the faculty and reduces the amount of time patients spend in the clinics,” said Griffin. “The new procedures also have taken some of the workload off of the clinic staff, allowing them to concentrate on other duties.”
Griffin assures that patient privacy is not compromised with the introduction of the new software. Though patient information is more easily accessible, it actually is more secure because access is granted based on necessity.
“Students can only access a record for a patient that has been assigned to them for treatment,” said Griffin. “In addition, certain staff members have restricted privileges to view and/or make entries in only the portions of the record they need access to for their job.”
Comprehensive patient records including dental, medical and prescription drug history, appointment records, radiography and billing are accessible from any workstation, which allows better communication between the clinician and the patient or conferring clinicians. With the new software in place, faculty supervisors in the clinics are better able to manage the progress of student clinicians and digitally document student assessment.
“While the main goal in this project is to improve patient care, it is also an important educational experience for our students, as the industry in general is moving toward digital radiographs and patient records,” said Griffin. “Most of our students will graduate into positions using this technology.” 