Provincial Transcription Service Rule Change on Automatic “cc” of Dictated Reports to Family Physicians

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Provincial Transcription Service Rule Change on Automatic “cc” of Dictated Reports to Family Physicians

29-Mar-2017

SITUATION: There have been concerns from customers (family physicians and HIMS staff) about not receiving important patient dictated reports such as discharge summaries and consults. The gap in communicating to primary care is impacting patient care and causing rework to the system, so a decision in implementing a change was needed quickly.

BACKGROUND

  • SMOC decided in 2016 that the 3sHealth Provincial Transcription Service should require the dictating clinician to specify the distribution of all desired copies, including naming the primary care physician, on all reports including discharge summaries.
  • Clinicians are not reliably requesting copies to the family doctor as this is a change in practice from what was done automatically in many regions in the past.
  • Privacy concerns about wrong destination and sensitive information were part of this decision.
  • Revisiting the decision was anticipated if we experienced problems with the new process.

Analysis/implications:  

  • Further training and communication to clinicians have not addressed the issue effectively. 
  • There is work underway to have all dictated reports entered into the EHR viewer at eHealth but this is some time away.
  • The decision to revert/standardize to automatic cc to family physician would address a care gap until other “one patient one record” processes are in place.
  • Privacy concerns will be addressed if they occur through the quality assurance processes in place.

Key message(S)

  • Consultation occurred with stakeholders including physician leaders.
  • Effective immediately, all reports dictated using the provincial transcription service will be automatically copied to the primary care physician identified at registration.

Continued surveillance of effectiveness and issues will take place. Further updates will occur at regular SMOC meetings.

 

Submitted by 3sHealth