Running head: CHANGING PAPER DOCUMENTATION TO ELECTRONIC IN HEALTHCARE

Changing Paper Documentation to Electronic in Healthcare

Name
Institution
Date

Introduction

Changing Paper Documentation to Electronic in Healthcare

Changing from paper documentation to electronic documentation is just like switching from
analog to digital television. Rigidity in institutions may prevail but at the end all the institutions
conform to one documentation method the electronic documentation. An electronic document is
any media content other than computer system files or programs used in either soft copy form or
paper as a print out (Yu, 2006). With technological advancement, the use of written documents
has reduced because it has become easier to distribute and display documents in screens
(AWARE, 2005). The method has an impact on reducing paperwork and space for storage of
these materials.
Documentation of activities involving purchases, sales, distribution, drug administration, patient
health record, finance and other relevant activities of any organization is a primary issue in
maintaining efficiency in operations (AHIMA, 2010). The use of paper documentation is
somehow a far behind the method and rather tedious and inefficient. A more reliable and efficient
way of keeping health records is thus a necessary change that may help reduce the demerits
associated with the paper documentation method. Technologically advancement has brought with
it more efficient and easy way to record and maintain a company or organizations documents
(AWARE, 2005). Changing from paper to electronic file documentation is thus a primary factor
in ensuring that all inefficiencies associated with paper documentation are reduced and
eliminated.
Discussion
Electronic documentation has found its place in many organizations including health agencies
worldwide. Its intensive use not only associated with technological advancement but rather many
other factors. The reasons for changing from paper managed documentation to an electronic one

Changing Paper Documentation to Electronic in Healthcare

include the following. There is an easy document access the files stored electronically since no
manual searches are done as in the case with paper documentation. Since these electronically
saved documents occupy a small memory of an electronic device, less space is used for storage
of files. Thus, it reduces the cost incurred for storage and purchase of papers for printing the
documents (Yu, 2006).
Documents saved in electronic devices are more secure than those in papers. Documents
encrypted with access codes limiting its access by many people, unlike the files that require
secure cabins with manual access systems. Searching for documents can also be enhanced
through the electronic system. With a single click on the keyboard of a computer, the person
interest with an individual material can easily access it. It also provides more reliable backups for
documents and ensures more consistent contents as files are updated and reviewed (Yu, 2006). It
is thus important to change the face of health services right from record documentation to direct
services provision. Efficiency in the literature directly impacts the quality and timing of
attending to patients by practitioners.
The transition from paper to electronic health records/documents (EHR) is a more complex
undertaking that involves different and sophisticated levels: financial, cultural administrative,
technological and institutional (AHIMA, 2010). The transition from the paper to electronic
documentation passes through three stages; paper, hybrid and finally to the electronic phase. In
the hybrid phase, both paper and electronic documentation are in function and in most cases the
stage or the practice is an expensive one. Fr effective transition consideration has to be made on
certain factors.

Changing Paper Documentation to Electronic in Healthcare

The EHR must initially exist in the organizations vision and strategic plan. For smooth
implementation, the institution staff must be prepared for the change and strive to make it
happen. Adequate consultation, leadership, equipment provision, staff training and policies and
other resources should be put in place (Drazin & Van, 1985). Legal health record committee
should be established to guide the organization from paper to an electronic environment. The
committee should have risk and quality compliance management, nursing, IT and medical staff
as its members. The committee should develop and publish the policies and procedures used in
the three stages of transition and other long-term retention, archive and destruction guidelines.
Health information managers (HIM) should actively participate in the development and
implementation of the electronic health documentation (AHIMA, 2010). The reason for their
participation is their role as custodians of legal health record and effect of workflow within their
jurisdiction (AHIMA, 2010).
A formal process for testing and approving EHR hardware and software to ensure they can
support the needs of the organization for paper, hybrid, and the electronic stages is of great
importance. The formal process of writing policies and procedures addressing access, security,
confidentiality, print control, and disclosure and spoliation mitigation should be developed.
Maintenance of a complete record inventory of existing management paper, storage, hybrid and
electronic documents must be enhanced for an efficient transition. Finally developing a policy
for destruction and retention of health records regardless of whether they are electronic, hybrid
or paper is an important aspect that should be followed to ensure that transition from paper to
electronic works.
In the implementation of the change, a democratic leadership style should be embraced to ensure
that decisions arrived at from discussions from all the employees in an institution and all other

Changing Paper Documentation to Electronic in Healthcare

affected persons. Creation of the committees is one of the ways to enhance decision making.
According to the contingency theories, people should merge with system dynamics that come
with changes in the nature and advancement of technology and other factors. Focusing on a
particular issue in our lives, that affects our livelihood should be a primary concern for every
person both in out of leadership docket (Drazin &Van, 1985). Health organizations heavily
depend upon the EHR in ensuring efficiency in operations and provision of healthcare services.
The process of changing from paper to electronic record keeping is a slow and gradual process. It
requires intensive investment in technological tools like computerization of an organization,
educating the staff on how to use the improved technology and developing the necessary policies
and procedures to be followed in the new system. The process can take a minimum of 2years of
the medium institution and consequently a longer period in large organizations given the
necessary personnel and equipment. It should follow the flow below starting from planning after
identification of a problem and ending at full implementation of the process

ACT: changing paper documentationPLAN:

to electronic
Improvedocumentation.
documentation system.
Reduce documentation cost

Implement
the
from
paper to electronic
documentation
STUDY: the change enhances security, costDO:
minimizing,
ease
onchange
searching
documents
and control
of records .

Changing Paper Documentation to Electronic in Healthcare

Summary
Changing documentation of an institution from paper to electronic is one of the upgrades that
come with time and technological changes. The advantages of electronic documentation
outweigh that of paper system making it an even better way to use in record keeping. The chain
of change from paper to electronic involves an intermediate method which incorporates both
paper and electronic documentation. Successful transition has major impacts on performance of
the institution especially healthcare institutions. It is therefore a global or rather a multiinstitutional goal to achieve the change.

Changing Paper Documentation to Electronic in Healthcare

References
AHIMA (2010). Managing the Transition from Paper to EHRs. Retrieved from
http://library.ahima.org/xpedio/groups/public/documents/ahima/bok1_048418.hcsp?
dDocName=bok1_048418
AWARE, W. T. A., DOCUMENTATION, T. P. S., & LOGICAL, C. (2005). Information
technologySecurity techniquesInformation security management systems
Requirements
Drazin, R., & Van De Ven, A. H. (1985). Alternative Forms of Fit in Contingency Theory.
Administrative Science Quarterly, 30(4).
.
Yu, P. (2006). Electronic versus paper-based nursing documentation systems: the caregivers
weigh in. Faculty of Informatics-Papers, 659.