Digital Spring Cleaning: It's Time to Tidy Your EHR System Data

Digital Spring Cleaning: It's Time to Tidy Your EHR System Data

Posted on
March 29, 2023
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Spring is a time of renewal and rejuvenation, and it's not just limited to the world outside. As a care manager, it's important to take a close look at your care management system data and make sure it's up-to-date and relevant. Spring cleaning your care management system data can help you streamline your workflow, improve your productivity, and provide better care for your service users.

Here are five important steps to take when spring cleaning your EHR database:

1. Delete overdue tasks

Overdue tasks piling up day after day can cause issues for staff trying to complete their to-do lists. If the system has to load hundreds or thousands of overdue tasks, speed and performance won't be optimal. Deleting overdue tasks will help you care staff prioritize effectively and stay on top of your client's needs.

2. Remove the profiles of staff who have left

Staff turnover is common in the care and support services industry, and it's important to remove the profiles of staff who have left your organization. This will help you keep your care management system up-to-date, increase data security, and avoid confusion for existing staff. When a staff profile is removed from StoriiCare, it won't delete the record of their actions on the platform. You will still have access to this information.

3. Deactivate profiles of service users who no longer attend

If a service user is no longer attending your program or living in your care home, it's important to deactivate their profile in your business account. This will help you avoid recording any documentation for the wrong person or sending notifications to participants who are no longer a part of your care community. Before you deactivate a service user profile, consider adding a discharge date to their Face Sheet/Care Overview

4. Archive outdated care plan and outcomes data

Support services and residential care communities collect a lot of data over time. While care managers review this data periodically, it is essential that any care plans, objectives, or outcomes data that is no longer relevant gets archived. Archiving data will help you keep your care management system streamlined and make it easier to find the information you need. StoriiCare has a dedicated section for archived or historical data so that this information can easily be accessed again, should you need to retrieve it. This is especially important for instances where you are being audited or visited by any regulatory bodies.

5. Ensure inactive medications are marked as historical

If a client is no longer taking a medication, it must be marked as historical in your care management system. This ensures you are a compliant care provider. Review your service users’ Medications to avoid confusion and errors when scheduling MAR tasks.

In conclusion, spring cleaning isn’t just for your home. It is important for your technology, too! Taking the time to review your documentation and make sure workflows are effective helps you provide outstanding care and improve retention rates for both clients and staff. By following these five steps, you can ensure that your care management system data is up-to-date and relevant. This will ultimately lead to better outcomes for your clients. 

A home health worker shares a tablet with an elderly woman