The DATA protocol: developing an educational tool to optimise note-writing in hospitals

Good clinical record-keeping is central in ensuring patient safety and effective communication between healthcare professionals. Poor communication is the root cause of many adverse events in medicine.

To assess the standard of notation for surgical inpatients, to create and pilot an educational tool to improve the quality of documentation, and to assess the adequacy of intern training in this area.

Healthcare records were retrospectively assessed during the first audit cycle for inclusion of basic criteria as per the current guidelines from the Health Service Executive. The intervention comprised a teaching session and an educational tool which was designed utilising the mnemonic DATA (date and time, addressograph, team, author details). A second audit cycle was carried out prospectively. Irish interns were also surveyed to assess the level of training they had received with regard to clinical record-keeping. Comparative analyses of quantitative data were performed using chi-squared test for categorical variables.

A total of 200 notes were analysed. Those written after the intervention were significantly more likely to contain patient details, time seen, author name, job title, bleep number, and medical council registration number. Of the 59 interns who responded to the survey, 78% had not received training on how to properly write a clinical note and many had simply copied the format of notes written by the previous team. Very few had been made aware of the national guidelines available for record-keeping.

The use of the educational tool and a formal training session significantly improved the quality of notes written for surgical inpatients. Junior doctors do not feel adequately trained in this area. The authors recommend that formal training in record-keeping be included in all hospital induction programmes.