Optimising workflow in andrology: a new electronic patient record and database.

Area of Science:

• Urology
• Health Informatics
• Medical Technology

Background:

• Traditional paper-based patient records present workflow and usability challenges in clinical settings.
• Implementing electronic patient record (EPR) systems is crucial for modernizing healthcare data management.

Purpose of the Study:

• To enhance workflow and usability through the implementation of a novel electronic patient record (EPR) and database system.
• To evaluate the performance and user acceptance of an open-source EPR system in a tertiary care setting.

Main Methods:

• Developed an EPR system utilizing open-source technologies (MySQL, PHP) at a university clinic's andrology center.
• Conducted workflow analysis, system performance benchmarking, and user surveys for usability and ergonomics.
• Compared the new EPR system against the previous paper-based or legacy system.

Main Results:

• Achieved significant workflow optimizations, including electronic lab ordering and automated referral letters, reducing data entry time by 71% (P<0.05).
• Demonstrated a substantial performance increase, with system startup times improving from 11.1s to 1.3s (P<0.01).
• User surveys indicated a significant preference for the new EPR system, rating it at least two ranks higher than the predecessor across all evaluated areas (P<0.01).

Conclusions:

• The implemented open-source EPR system effectively improved workflow, reduced workload, and enhanced user satisfaction, indicating its potential to replace paper records.
• Versatile, adaptable, and workflow-oriented EPR systems are essential for maximizing benefits in clinical practice.
• Customization during rollout is recommended for purchased ready-made software to ensure optimal integration and user adoption.