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Development of Workflow User Guides for Electronic Health Records Usage at the UCSD Student Run Free Clinic Project

Abstract

The purpose of this project was to create Epic EHR user guides for each of the various roles at our UCSD Student-Run Free Clinic Project. Because this EHR system is integrated with the rest of the UCSD Health System, and because we function as the primary care providers for our patients, we need to ensure the accuracy of our patient care documentation. But at the same time, we must ensure efficient use of time at our free clinic sites, in order to respect the time of our volunteers. These user guides will therefore allow new users to become quickly acquainted with our customized free clinic EHR context, and will allow them to successfully navigate the multi-variate EHR environment. A multi-step process was undertaken to identify current EHR users at our free clinics, to outline their roles and responsibilities regarding their current interactions with the EHR system, and to create detailed yet succinct illustrated guides to ensure continuity of EHR usage across different users, different clinic sites, and across time since we transition student leadership roles every year. We then solicited user-specific feedback from their respective guides and incorporated that feedback into final versions, which are now posted in a centrally accessible location for all users to reference. We hope to ensure that future generations of free clinic providers and staff will be able to successfully utilize our EHR system, thus ensuring accuracy and efficiency in our patient care documentation.

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