The shift from traditional paper-based note-taking to digital systems is gaining momentum in the rapidly evolving healthcare landscape. The advantages are undeniable, but challenges are part of the journey as with any transition. Let’s explore the benefits, challenges, and transformative impact of healthcare professionals embracing online note-taking.
This is always a hotly debated topic on any forum, with counsellors and therapists often citing confidentiality, fear of breaches, and ‘we’ve always done it this way’ as reasons not to change.
Benefits of Going Digital:
1. Accessibility:
Digital notes provide healthcare professionals with unparalleled accessibility. Patient or client information is just a few clicks away, whether at the office, in transit, or at home. This accessibility fosters more informed and timely decision-making. It can help professionals manage their work/life balance as the notes are where they need them, not in one particular place.
2. Data Security:
Online systems offer robust security measures to protect patient and client data. Encryption, secure servers, and password protection ensure that sensitive information remains confidential. This level of security is challenging to replicate with paper-based systems. Systems using two-factor authentication (where the user needs to enter security information and then confirm either by text message or app) are widely available. New technologies, such as passkeys rather than passwords, are rapidly entering the tech marketplace.
3. Search and Retrieval:
Say goodbye to flipping through pages of handwritten notes. Digital systems allow for quick and precise searches, saving valuable time and ensuring no detail is overlooked. Depending on the software used, it takes moments to access last session notes.
5. Integration with Other Systems:
Digital note-taking systems can integrate or be part of other healthcare technologies, such as Electronic Health Records (EHRs) or billing systems. This integration streamlines workflows, reducing administrative burdens.
You can create your own notes templates to use so that you’re not repeating the same thing over and over.
Challenges to Overcome:
1. Initial Learning Curve:
Adopting a new digital system requires training and a period of adjustment. Healthcare professionals may initially find themselves spending extra time learning the ins and outs of the new technology. That said, you can use a familiar technology like Microsoft Word or Google Docs, and find a secure space to hold those documents. This reduces the learning curve and reaps the benefits listed above.
2. Data Migration:
Transitioning from paper to digital involves migrating existing records. This process must be executed meticulously to ensure data accuracy and completeness during the transfer. You may also want to approach this new way of working with a plan to stop taking paper notes on a particular day, and start taking digital notes. Your paper notes are still accessible and do not need to be fully digital.
3. Resistance to Change:
Some healthcare professionals may resist the shift due to familiarity with traditional methods. Overcoming this resistance requires effective communication about the long-term benefits of the digital transition.
4. Cost Considerations:
Investing in a digital note-taking system can involve upfront costs for software, hardware, and training. While the long-term benefits often outweigh these costs, the initial financial investment can be a hurdle for some in private practice.
The Transformative Impact:
1. Time Efficiency:
The efficiency gains from digital systems are significant. Healthcare professionals can spend less time on administrative tasks, such as searching for patient records or deciphering handwritten notes, and more time on direct patient care.
2. Adaptability to Remote Work:
The events of the past years have highlighted the importance of remote work capabilities. Digital note-taking allows healthcare professionals to work from anywhere, promoting flexibility and continuity of care.
Choices
The choices can seem overwhelming when we are thinking about introducing technology into our private practice. If we aim to keep it simple, notes and client records can be kept in a simple document and spreadsheet format. You could use Google Docs, Apple’s Pages and Numbers or Microsoft’s Office platform – all of which are online. Your current working arrangements will often determine the way to go.
Should you want to add in other digital elements such as booking appointments, emailing clients and streamlining invoicing, you might want to consider trialling one of the many practice management software solutions, also known as electronic health records providers. Examples of these are WriteUpp, Cliniko, PowerDiary, BACPAC, Kiku and more. We’ll compare and contrast each of these in a future blog post!
Getting advice can be useful, as tech can be confusing and you can access tech coaching through the Digital Therapist website.
Conclusion
Moving to digital can be scary, doing something new often is but we are here to help you. Whatever your clinical will arrangements are, you will have agreed with a trustee to transfer up to date client records. This could be during supervision, by providing an online file, a USB or similar. Should you want to use a professional clinical will service, you will need to provide up to date client data so that your trustee is able to execute your wishes should it become necessary.
Given that one of the barriers to creating a digital clinical will is having digital client records, we have added a safe and secure digital space for Silver and Gold plan members so that they are able to upload their client details whenever they wish to.
If you’d like to know more about this, you can get in touch with us using the contact form or drop us a line at hello@makeyourclinicalwill.com
