Record Keeping

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Does anyone have experience with any of the computerized
record keeping systems available ? Also, if using computerized record keeping, is it necessary to have hand written records as well? Any advice appreciated.

 

hope not I haven't kept any hand written notes for 2 years
Apart from the first paper which pts have to fill out with medical conditions etc.

my file drawers are slowly getting thinner!!!

 

Hi Pauline,
Can you tell me how that works?
Do you kepp the computer in the surgery and update the notes/record treatments while the patient is in the surgery? Don't you need some kind of a back-up in case the system "crashes"?
Does anyone else have access to the notes and how do you ensure confidentiality?

Thanks

Dido

 

Hi,

We use a system called PPS or Private Practice software. As well as a fully functional diary system it has a clinical notes function.

All notes are completed by the practitioner and once completed are date and time stamped and then "signed off". This means that they cannot change them at all.

Access to the system is by login only and the system can be set up so that only certain users only have access to the clinical notes function.

We started the switch over to electronic notes in 2008 and are still moving across. It's a mammoth project moving years of patients records!

As for backup, the system has a built in backup function which we run every evening and copy this encrypted on to a flash drive. If the computer ever went "bang" we would have everything up to the previous day.

I hope this helps

Des

 

it was difficult before i got a second computer(lap top). one is in the reception and the second in the surgery .

i "type" the notes after each Pt. new ones i do after the surgery for all the extras e.g medical conditions.

back up at the end of each day, onto the system and also onto a memory stick.

confidentiality?? only me and the receptionist have access with a password.

i do not take the lap top out of the building.

also pay !! to the data information dept each year

 

Hi Debalem

I use Podiatry Practice Pro, which is deigned by John McCall a Diabetic specialist podiatrist ( and computer wizard).

Because I cannot type quick enough, I still take notes on the initial visit in hard copy and then transfer onto the system ,which whilst duplicating work in the first instance it saves a lot of time one the data is on the system as the reviews can be updated very quickly.

The system can be modified to your requirements but the standard is primary assessment, Biomx, Nail surgery, Diabetic assessments, accounts,diary CPD record with the ability to add diagrams /images, print letters etc.

I believe you can download a trial copy for free for 200 patients from the PPpro site http://podiatrysoftware.co.uk/products .

John is a very approachable chap and will help if you need it.

Oh and yes you will have to register as a data controller with the Data protection agency if you decide to keep electronic records. There is a requirement for separate back up ( I use a separate hard drive which backs up my whole hard drive continuously), and I also use a flash drive to back up all of my gait scanning/ patient records daily as an added protection.
The whole thing is 128 bit encrypted for security.

Hope that helps
Cheers
Derek

 

Thanks all

 

I too can vouch for John McCall at Pod Practice Pro and his system. For the amount you pay, there is a lot of system to use. Customisation tools are handy and it is very user friendly software.

It is worthwhile downloading the free trial and trying to use the system concurrently with your paper records. It will obviously take twice as long but it helps to figure out all the things you may wish customising and whether or not the information it can take is right for the way in which you practice. Once you are sure it is the system for you, you can download the license and transfer all the data you have already taken on to the full version.

I have a PC in the office which acts as a server for which only my secretary and I have access to. I can then work on LogmeinFree or a similar remote access set up either from my clinic room or from home.
https://secure.logmein.com/login.asp

I back up daily to an external hard drive and for ease of browsing through notes, I do also keep a paper copy. The PodPro system makes printing off notes, letters, envelopes etc all very easy.

Hope this helps

Robin

 

What program are you typing into though?

 

I use PPS and have done for years.

What I find best is the follow up they are so helpful and will explain things really simply which is ideal for a computer simpleton like me.

however i'm aware i dont get the most put of the system and am going on a 1 day course they are running next month