Implementation and Benefits of an Electronic Competency Tracking Program: A Multi-Campus Approach in Healthcare Background

Abstract

Background:

The adoption of electronic file storage systems in healthcare organizations has gained popularity due to their benefits, such as secure storage, efficient retrieval, and improved data accuracy. These systems have potential to enhance patient care, communication among healthcare professionals, and patient outcomes. These systems also reduce errors and facilitate real-time data utilization for clinical decision-making. The advantages include increased accessibility, cost savings, and enhanced patient safety by eliminating errors caused by illegible handwriting and manual data entry.

Methods:

This study aimed to procure and implement an electronic competency tracking program across two respiratory care campuses in a major academic health care system. Four potential electronic competency tracking programs were evaluated in collaboration with human resources, executive leadership, and the Respiratory Care Departments at UCLA Health. The selection criteria were based on specific factors, related to regulatory requirements, costs, Human Resources’ policies, and individual departmental needs. The chosen program, Visual Vault, was implemented from April 2019 to July 2020 in the Respiratory Care Departments, with training provided to managers and preceptors.

Results:

The implementation of electronic competency completion and storage initiated by Respiratory Care resulted in the deployment, signing, and filing of over 1000 competencies to date involving 5 different disciplines. The average time for completion of competencies and filing is less than 7 days for all parties involved to sign, which significantly reduced filing and turnaround time by eliminating paper, physical filing, in person signatures and transportation of documents. Regulatory compliance has consistently exceeded 98% since the initiation of Visual Vault. The total implementation duration of the program was approximately 14 months.

Conclusions:

Implementing an electronic competency tracking program with multiple departments securely stores over 300 employees' competencies, credentials, and licenses. Records are easily retrieved and presented to regulatory bodies. Transitioning to electronic systems offers advantages like cost savings, efficiency, reduced environmental impact, enhanced security, collaboration, space savings, data management, accessibility, and customer service. Overall, integrating electronic file storage systems in healthcare provides substantial benefits.