[1646] Electronic Body Management Database Application (e-BDF): Implementing a Unique Web-Based Program with Impact on Work Flow and Error Reduction

Umer N Sheikh, Anthony Coury, Dana Trysh, Basim M Al-Khafaji. Saint John Hospital & Medical Center, Detroit, MI; St John Providence Health System, Detroit, MI

Background: Final body management is a complex process requiring coordination among hospital departments, medical examiner (ME), funeral home, gift of life (GoL), and legal next-of-kin (NoK). Commonly a paper form documents and tracks body management, and was supplemented by a Microsoft ® Access database. However, limitations included entry duplication, illegible information, lack of instant verification, and no real-time updates or archival verification of body status.
Design: A web based e-BDF application was created by our Application Development Technology Team (ADTT), with collaboration by pathology, nursing, GoL, security, and ME. It was written in C# on the .NET 2.0 platform, with data stored on a Microsoft ® SQL server. Users were assigned various designations. Application entry includes; death notifications, body delivery status/pick-up, autopsy status, and archived information. The e-BDF is initiated by entering the deceased MRN by a registered nurse (RN), under death notification. The e-BDF is divided into six tabs documenting patient personal information, legal NoK, autopsy, GoL, ME, and final checklist. Each tab offers guidance with real time help plus phone contact. An autopsy request requires a physician to discuss/obtain permission from the legal NoK, and document the reason. A preliminary e-BDF can be generated, facilitating body transport to the morgue. Later, a completed form is printed with signatures, by RN, physician, and NoK. The record is locked and archived with a history log. Each subsequent step is also documented, including morgue delivery, autopsy completion, and release by security. A hospital-wide training and annual recertification is required for users.
Results: The system has been in place for one year with the following benefits: eliminates paper forms, data entry duplication, and multiple hands off, reduction in data entry time by 50%, single system archiving, expedites GoL, ME, and funeral home processing, and 24/7 real-time access and updates. Furthermore, incomplete forms and error rates have almost become non-existent.
Conclusions: The e-BDF web-based application has significantly improved work flow with enhanced patient service, safety, and security. Furthermore, interdepartmental communication is improved with increased compliance to hospital policies for autopsy request and correct documentation of NoK. We continue to monitor and update the system as feedback is received.
Category: Informatics

Tuesday, March 20, 2012 1:00 PM

Poster Session IV # 227, Tuesday Afternoon

 

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