Electronic system for clinical information management for dental schools: digital integration of teaching and service

The present study aimed to develop and implement an electronic information management system at a dental school of a public university in Brazil. Workflow mapping was carried out using the business process model and notation (BPMN) methodology and the Miro platform. The macroprocess was patient-centered, covering the journey from clinic admission to discharge. Subprocesses were detailed by user type and validated with involved professionals. The system was initially tested with fictitious data and, after adjustments, applied in specific courses. User perception was assessed via questionnaire. The mapping enabled a detailed organizational chart, identifying bottlenecks and improvement opportunities. Users received specific access levels; implementation involved data migration, academic system integration, and features to prevent pending tasks. The system's self-assessment collected 150 responses: 76% agreed on its usefulness, while 94% highlighted the need for ongoing training. Despite challenges, the system promoted significant progress in process digitization, faster communication, and traceability of clinical activities, with potential for waiting list control and academic tracking of students.