Authors (including presenting author) :
Mak YM(1),Yau LYD(1),Ng YS(1),Ng HY(1),Pun TW(1),Tsang HL(1),Chu FY(1),Law WS(1),Yu KH(1),Wong MYA(1)
Affiliation :
(1)Occupational Therapy Department, Ruttonjee & Tang Shiu Kin Hospitals
Keyword 1: :
Electronic Clinical Documentation
Keyword 2: :
Occupational Safety and Health
Keyword 3: :
Improve work efficiency
Introduction :
The Occupational Therapy (OT) department at Ruttonjee & Tang Shiu Kin Hospital has traditionally relied on a paper-based system for storing patient records. With increasing patient volume, physical storage limitations and clerical workload have become critical challenges. To address these issues, the OT department has initiated a shift towards paperless operations in the outpatient setting by implementing Electronic Clinical Documentation (E-Doc) system.
Objectives :
1.Enhance clerical staff efficiency 2.Optimize physical storage space 3.Improve occupational health and safety (OSH)
Methodology :
Upon receiving OT referrals, patient records are initially created consisting of referral and patient’s Gum Label. Patient records are stored in box files instead of individual paper-based folders. After the initial therapy session, records were uploaded to the Clinical Management System (CMS) or properly disposed. Therapists received only patient name lists for follow-ups rather than physical files. The project piloted in 30% of service types in December 2024 and fully implemented across all services types starting January 2025.
Result & Outcome :
The shift to E-Doc has markedly improved workplace ergonomics and safety. By reducing the daily handling of physical case files by 70%, E-Doc system has significantly decreased the physical strain on staff caused by repetitive hand movements, frequent manual lifting, and awkward work postures. This ergonomic benefit is reflected in the reduction of the Rapid Upper Limb Assessment (RULA) score from 7 to 4, indicating a substantial decrease in the risk of musculoskeletal disorders. Physical file elimination also released valuable storage space, enhanced the tidiness of office and storage areas, and removed fall hazards associated with retrieving documents stored at elevated heights. Besides, work efficiency of clerical staff has improved substantially, with time spent filing and organizing physical case files saved for 75%. Human errors in filing patient records could be minimized. More clerical resources could be allocated to optimize patient flow and service delivery. For example, managing patient scheduling, facilitating Telehealth service, uploading clinical documents into the CMS and other essential tasks. The introduction of electronic clinical documentation in the OT outpatient department has been positively welcome by staff . It successfully enhanced work efficiency, improved patient record access, optimized storage, and promoted a safer workplace.
