Conducting the Dental Medical Record - Research Paper Example

? Report on the dental medical record Introduction Record keeping is one of the most important aspects in any organization. Numerous transactions occur every day and as a result, they are saved for purposes of business reference. This thus raises a need for record keeping. Coming is diverse forms; choice for record keeping becomes a great challenge since departmental managers do not posses diverse knowledge in convenient record keeping compatible with HCM tools. Faced with challenges of limited knowledge in record keeping and management, they often stick to old methods that are time, material and space consuming. These practices affect organizational record keeping and retrievals since it requires bulky material and time to carry out both these functions. This way, organizational activities lag behind schedule due to delays caused by these practices. Due consequential effects, departmental managers have been recently sourcing for help from experts with a view to improve record keeping within their organizations and thus save large amounts of resources that go to waste as a result of these practices (Smith, 2011). Traditionally, records have been stored in large and bulky hard paper files for years and stored in archives until the time need for them occurs. But current technological innovations have made it possible for numerous records to be kept in small and portable devices, allowing random access from anywhere and further compatibility with HCM. Due to this possibility, there has been demand for acquisition of technological methods of record keeping that suit this need. This thus has driven the recommendation of this method for dental record keeping at the dental health center. Reception following its adopting, the digital record keeping system has been greatly welcomed by both medical managers citing efficiency and convenience. This has continually shown the need for such efficient and effective systems for adoption in health care centers. Dental record system outcomes as interviewed from volunteers This system, as created with suitability to be used collaboratively with HCM is a highly integrated record keeping scheme that guarantees efficiency and convenience. Taking into account both management and staff needs, the system provides an exclusive platform for easy storage of bulky data in small and portable devices. Before development, there were need assessment from both the developers, customers and the staff to indicate what they would like to have in the system (Smith, 2011). Through provision of a platform for data storage, the intranet system allows management staff to access data from anywhere within the hospital environment through a computer connection and a security gateway. The intranet system makes it possible for easy access through a software interface whereby upon clicking and opening, the system provides with a form with specific details. Among the details that can be accessed include individual staff files, medical record files, specific ministry members’ files and other essential files that are required at the health care center. The beginning interface brings options for medical managers as to what they would like to do. Upon specification, appropriate response is directed to the database to fetch the correct data required to be displayed. The system thus displays appropriate content for the staff members to continue with further actions. Normally there are options, for adding staff records or new staff members to the database and view staff records and patient records in parts of moths and even years. This way, the system thus makes it very easy to access great amounts of data within a short time and space. Importance of this type of record keeping as responded by staff There are numerous reasons for the choice of this type of system as a means of record keeping. To begin with, the system is relatively easily accessible from a wide area within the organization and compatible with the tools of HCM. Given that there are enough computers within the health care center, it is possible that they would like to check medical record to enable them successfully carry out their duties as required. Without resultant delays experienced before while the manual record keeping system was in progress, they are thus able to make faster progress as possible. Thus this system makes access easier from anywhere within the organization. Secondly, although the cost of development might seem expensive, this system is very cheap in terms of time, space and progressively financially. Given that large resources have been before put to use such as large amounts of paperwork, pens and storage spaces, there have been associated increment expenditures on previous traditional record keeping making it to become a gradually expensive process. Over the years, piling these costs may lead to insurmountable accumulation of expenses and thus making the cost becoming one of the most expensive. Thirdly, there is great transparency within the system in that once an entry has been added; there are little chances of it missing in future. The systems does not provide for deleting of entries since it alerts medical staff and other entrants before creating entries. This means that before and entry is made, there is a confirmation warning given that ensures that the entry is not accidental and thus does not contain any errors. Past record keepings have indicated missing files at critical times when they are needed. This system thus reduces such events from recurring and improves transparency between the staff, health center and clientele base. How it was created This system was simply created through the help of interface creation tools. Through collection of clientele and staff needs through simulation and staff contact, specific interfaces to be developed were identified. The next process involved identification of development platform whereby resolution to use interface creation tool as a platform for development was arrived at after examination of available skill. The tool was preferred due to the fact that it provides a great platform for minimal error creation. After creation the system was put to testing which involved the black box testing and white box testing. Both results indicated high efficiency and greater reliability on using it. Testing passed through a rigorous one month process that proved the greatest efficiency. After the testing process, the system was installed on the server machine and client machines. The server machine allows other machines to access and use the database. Dental service log Following the system, there was need for creation of dental service log for the purposes of monitoring and evaluating the need and record efficiency or record keeping. The template file, created as the dental service log, only gives a sketch out of what the system required for creation. In detail, the service log contains date and type of services provide with resultant outcomes. This log was created specifically for patients. Response from medical staff through interviews After successful completion of the development process and further application of digital record keeping system, interviews from the medical records indicated that a majority of the medical staff were jovially contented with the new approach. Satisfactory remarks were given indicating great confidentiality and convenience. By citing reasons such as it does not lack methods of improving medical record keeping system, medical practitioners feel that it provides great tools for management and access of medical files within the health center. This is a great aspect of fulfillment within the health center. Its ability to integrate with tools of HCM makes it the most demanded tool in the management process and thus indispensable in the management process within the healthcare center. Furthermore, its simplicity in integrating with HCM tools made it gain popularity and thus quick adoption by the management team of the health care center. Lack of faults within the duration of application gave strong recommendation for continual usage of the system within the organization. This is a clear indication that knowledge of digital record keeping improves modes of record keeping and thus brings convenience to the business environment in terms of management and time conveniences. Conclusion From the discussion, it is evident that record keeping is an important aspect of management in various organizations. After development of a well functioning system and employment of test results, the dental management director was very pleased to have the new system in place for record keeping. Satisfactory remarks from the director indicated that collaborative approach of the record keeping system with the tools of HCM is an added advantage that makes the system indispensable. References Smith, J.N. (2011). Writing a comprehensive report in system development. New York, NY: Wiley, Print. Read More