A Computer-Based Patient Record for Improving

Nursing Care
Nstor J. Rodrguez, Jos A. Borges, Domingo Rodrguez, Emily Angarita,
Rafael Muoz
Center for Computing Research and Development
University of Puerto Rico - Mayagez Campus
Mayagez, Puerto Rico 00681
[email protected]

Abstract
Most of the hospitals in the USA and Puerto Rico keep their patient medical records in paper form. Most of the
information that constitutes a patient record is entered by nurses by means of documentation forms. This
documentation process takes a significant amount of the nurses time, thus, reducing the time devoted to direct
patient care. In this paper we describe the development of a prototype of a computer-based patient record (CPR)
system that can improve the quality of nursing care. The improvement in nursing care will be accomplished by
providing mechanisms for documentation which reduce human error and the time required to accomplish it, thus,
providing more time for direct patient care. The design of the system is based on the principles of humancomputer interaction and usability engineering [3].

INTRODUCTION
In spite of all the advantages made in cybernetics, the handling of patient medical records by
most health care providers is very inefficient. Most of the hospitals in the USA and Puerto
Rico keep their patient medical records in paper form. These health care institutions are not
keeping up with technological advances in the computer world. This technological lag can be
attributed in part to the costs involved in upgrading from existing systems. A new computer
system for handling patient medical records requires an investment in software, hardware, and
training of the health care personnel.
To improve the quality of health care, most health care institutions need to make better use of
advanced computer technology. The move already has started and there is hope for a more
promising future. Various efforts have been made to develop computer-based patient records
(CPR) systems [2, 4, 5]. These systems have the objective of supporting patient care and
improving the quality of care as well as enhancing the productivity of the health care personnel
while reducing the costs of health care delivery[1].
In most hospitals, nurses are responsible for building most of what constitutes the patient
record. Most of the documentation on a patient's record is produced as a result of the
physicians' orders. These orders are usually processed by the nursing staff who transcribe
them into documents such as: laboratory request forms, drug prescription forms, diagnostics
tests request forms, etc. In addition, a number of other documents are generated by nurses to
report on patients' condition. From our field study we have found that the documentation
activities take more than 25% of the nurses' time. Evidently, the time spent documenting is
time during which the nurses are precluded from providing direct health care to patients.
After careful study, through field work observations, site visit interviews, and literature
reviews, we believe that the process of nursing documentation can be radically improved with
the implementation of a computer-based patient medical record which focus on nursing

documentation. In this paper we describe the development of a prototype of a CPR system

with emphasis on physicians orders processing and nursing documentation. Its design is based
on the principles of human-computer interaction and usability engineering [3].
Improvement through Usability Engineering
The use of computers to support patient care is minimal at most hospitals in Puerto Rico and the
USA. The systems used by the institutions that do provide some support usually consist of a
collection of not very well integrated modules or stand alone applications from a variety of
vendors. The best systems provide modules for processing some components of the physician
orders such as prescribing medicine, ordering laboratories, and specifying diets. However,
few of these systems support nursing documentation. Up-to-date technology such as
networks, client/server relational databases and graphical user interfaces is usually absent from
these systems.
Most of the existing systems, even the most sophisticated ones, overlook one fundamental
aspect, the users. Most systems are character-based systems that require the users to enter the
information only through a keyboard and force them to remember alphanumeric codes to
specify options and commands. It seems that in the design of these systems most of the effort
is placed on the capability and functionality of the system than in its usability. We recognize
that it is fundamental to design very capable systems that can improve the processing and
maintenance of patient records. However, this should not be achieved at the expense of system
usability.
The facility for users to learn how to use a system, the capacity to use it efficiently, and the
subjective satisfaction derived from using a system are usability engineering attributes [3] that
have an effect on health care operation costs. A system that is easy to use requires less time for
training users. A system that allows the users to achieve a high degree of efficiency in its use
facilitates the user to be more productive. A system that increases the subjective user
satisfaction motivates the users to use it more frequently. We are strong believers that the cost
benefits of designing a usable CPR system make it necessary that the design of the humancomputer interface of the system be based on the principles of usability engineering.
Any user-centered design requires the involvement of users at all stages of the analysis and
design process. The first stage of our project started with visits to health care facilities and
interviews with administrators and health care personnel. This process was important to
understand the working conditions and environment, define the problems, generate objectives
and goals, and get to know the potential users.
The second stage consisted of a task analysis. This involved visits to hospitals, gathering of
documentation forms and requirements, and observation of nurses performing their duties. An
important aspect of this stage was to identify the usual tasks performed by the nurses and to
measure the time it take them to perform each task. This analysis not only provided us with a
more detailed understanding of the nurses' work, but also provided us the data to be used for
comparison purposes.
After the task analysis we began the development of a prototype of the system. This prototype
was developed as a test bed for conducting usability tests on the different modules that will be
developed in futures phases. The prototype was developed with Borland's Delphi 2 for
Developers. It runs on a Windows NT environment, in a client/server configuration.
During the prototype development process we studied existing documentation forms and
applied usability engineering principles on the design of the user interfaces of their computer
versions. To determine usability problems early in the design we conducted a heuristic
evaluation of the graphical user interface of the system. The objective of a heuristic evaluation
is to determine whether the user interface violates well known human-computer interaction
design principles that affects its usability [3].

As a result of the heuristic evaluation the prototype was refined. Then, it was demonstrated to
a group of nurses from a local hospital who provided suggestion for improvements. The
resulting prototype is presented in the following section.
Supporting Nursing Care with a Usable CPR System
Our CPR system has been conceived as a series of integrated modules whose main functions
will be the overall improvement of the health care process. These modules will enhance
functions such as processing of physicians orders, nursing documentation, laboratory
reporting, display of patients' vital sign data, assisting in the training of personnel, generation
of data for outcomes research and management studies, and networking among hospitals. Our
current work is focused on the modules for entering the physicians orders and nursing
documentation.
On our prototype the medical orders are entered directly into a computer by the physicians.
These orders will be sent automatically to the corresponding departments. This releases a great
deal of time from the nursing staff because the nurses no longer have to transcribe physician
orders or deal with the delivery of the different forms to the corresponding departments.
Thus, the nurses intervention with the patient record is reduced to the usual nursing
documentation that they are required to perform. The system will also help to prevent errors in
the documentation process and in the administration of nursing care to the patients.
The prototype provides a physicians interface for entering medical orders, and a nurses
interface for nursing documentation. Both are windows-based graphical user interfaces. The
physicians interface allows physicians to enter orders for laboratories, drug prescriptions,
diets, consultation with other physicians and other procedures.
The nurses interface is presented in figure 1.
following:

The key features of the interface are the

A section at the top of the screen that provides demographic information about the patient
and other health information.
A set of buttons at bottom of the screen for accessing general information such as: census
information of the ward (incoming, existing and released patients), medicines to be
administered on the ward, diets for the patients, and access to patients records in any ward
of the hospital.

Figure 1. Graphical User Interface of the CPR Prototype

Columns of buttons at the left side, one for each bed of the ward. These buttons are
provided to allow the nurses an easy access to the documentation forms of each patient.
A stack of windows at the center of the screen. These windows correspond to the nursing
documentation forms associated with a patient.
This interface prototype has been developed in such a way that the users (the nurses) can move
easily from patient record to patient record and from documentation form to documentation
form. Moving from one to the other only requires a click with a pointing device on an element
of the interface. Most of the commands are issued with a mouse and text is entered through
keyboard.
The following documentation forms are currently being supported:
Profile- provides general information to the nurses such as care procedures to be followed,
and pending laboratories, consultations and medicines to be administered (see figure 1). This
form is very useful during changes of nurses shifts because it provides an overview of the
patient's condition and the pending nursing procedures or interventions. More detailed
information is provided on the other forms. This electronic form requires less information to
be entered by the nurses than the current paper form used by local hospitals. On current paper
forms each field of information has to be entered manually. In the electronic version the nurses
do not have to enter information concerning laboratories, medicines and physician
consultations because this information is generated directly from the physician orders entered to
the system by the physicians.

Figure 2. The Vital Signs Form

Vital Signs- provides means for entering and graphically displaying vital signs information
such as temperature, respiration, blood pressure and heart rate (see figure 2). With the original
form the nurses had to plot a dot on a paper chart each time the vitals signs were taken. With
the electronic form the vital signs are registered in the system by entering the vitals signs values
with the keyboard. This relieves the nurses from having to position a dot in a chart, which is
error prone. In addition a plot for each of the vital signs is generated automatically.
Medications- provides means for entering and displaying information about the drugs that
have been administered or that are scheduled to be administered to the patient (see figure 3).
This electronic version saves a significant amount of time to the nurses because they are no
longer required to enter the prescription information. This information is automatically
generated from the physicians orders. The only action required by the nurses is to register the
time when the drugs is administered to the patient.
Daily Assessment - provides means for entering and displaying information that describes
the patients health condition on each of the nurses shifts (see figure 4). The current paper form
is very crowded and relies on codes for reporting conditions, which require nurses to memorize
them. The electronic version relies on toggle selection buttons for specifying the condition of
each entry. Since each condition is visible in the interface, the nurses do not need to remember
codes. The information generated with the electronic form is useful in the generation of the
nursing diagnosis and nurses notes. There are various conditions that, when selected, will
automatically open a window to enter a note in the Nursing Notes form.

Figure 3. The Medications Form

Figure 4. The Daily Assessment Form

Assessment- provides means for entering and displaying information that describes the
patient's health condition when he/she is admitted to the hospital. Its interface is very similar to
the Daily Assessment form.

Nursing Notes- used for reporting nursing diagnosis, care plans to be followed, actions
taken, and special conditions or situations during the nurses intervention with the patient. The
notes can be entered directly into the form or indirectly by the selection of special conditions in
the Daily Assessment form.
Intake/Output- provides a means for registering and displaying information about the
patient's intake and output of fluids.
Future Work
The next stage of the project will be to run usability tests of the prototype with nurses. These
tests will allow us to detect functional problems and usability problems that could not be
detected in the early stages of the design. Once these problems are fixed, our objective will be
to install the system in a ward of a local hospital and gather information to evaluate its
effectiveness and its impact in the quality of nursing care provided.
Acknowledgments
For their valuable contribution to the development of this project we like to thank: Eneida
Villarrubia and Mara Mercado from the Obstetrics & Gynecology Department of the Bella Vista
Hospital at Mayaguez, Puerto Rico; Zaida Hernndez and Luz A. Rodrguez from the
Obstetrics & Gynecology Department of the Perea Hospital at Mayaguez, Puerto Rico; Celia R.
Coln and Migdalia Laspina from the Nursing Department of the University of Puerto Rico Mayaguez.
REFERENCES
[1] Institute of Medicine, The Computer-based Patient Record: An Essential Technology for
Health Care, R.S. Dick and E.B. Steen, editors, National Academy Press, Washington
D.C. (USA), 1991.
[2] Lundy, Michael S., The Computer-Based Patient Record, Managed Care and the Fate of
Clinical Outcomes Research, Florida Family Physician, vol. 46, no. 1, 1996.
[3] Neilsen, Jakob, Usability Engineering, Academic Press, Boston, Massachusetts (USA),
1994.
[4] Szolovits, Peter, A Revolution in Electronic Medical Record Systems via the World Wide
Web, The Use of Internet and World Wide Web for Telematics in Healthcare Conference,
Geneva, Switzerland, 1995.
[5] Wallace, Scott, The Computerized Patient Record, BYTE Magazine, May, 1994.