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Original Standardized Patient (SP) Cases represent a costly, time intensive collaboration between staff, physicians and course directors, as such these documents are updated and repurposed numerous times. How do we track those changes? Are we able to find the case version we need when we need it? When I create or update an SP case how would others be able to find and identify that specific case when I needed?
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Knowing What You Already Know:A Case for the Adoption of a Knowledge Management Approach to Standardized Patient Case Creation, Management and Storage.
Introduction A Knowledge Management Adoption Staff Workgroup for Continued Improvement
References
Contact information
KM Best Practices for Consideration
Document Management Surveys
Howard M Gregory, MSKM; Lori Gourley Babbey, MBA & Jinny FedorchakWilliam G. Wasson, M.D. Center of the Northeastern Ohio Universities Colleges of Medicine and Pharmacy
Asprey, L., & Middleton, M. (2003). Integrative Document & Content Management: Strategies for Exploiting Enterprise Knowledge. Hearsey: Igi Global.
Craine, K. (2000). Designing a Document Strategy. Grapevine, Texas: Mc2 Books.
Grayson, C. S., Jackson, C., Essaides, J., & O'Dell, N. (1998). If Only We Knew What We Know. New York, NY: Simon & Schuster.
To better address concerns outlined in the Center’s document
management assessment a staff workgroup was created. Led by
management, this group will research, explore and implement
Knowledge Management inspired solutions to the Center’s documents
beginning with our SP Cases.
Staff concerns about changes included;• Overcoming the "because we've always done it this way“ mentality• Changes in folder and storage structure• Change for the sake of change• Having no input into process
Staff hopes for the changes included;• A standardized naming convention• Finding a way to have one document for multiple case versions• The creation of templates to standardize document creation• The ability to archive outdated documentsDocument Management Assessment
What does a Knowledge Management (KM) approach to document
management mean? KM creates a uniform structure that makes
documents more accessible while improving time management and
reducing information loss caused by employee retirement and turnover.
KM focuses on the way in which individuals & organizations create,
learn, store and share knowledge. It is our hope that collaborative
creation, learning, storage and sharing of knowledge will result in added
value to our organization.
While software tools may help the process, KM is NOT, necessarily, a
vendor created software solution.
The Wasson Center of Northeastern Ohio Universities Colleges of
Medicine and Pharmacy (NEOUCOM) has recently experienced
increasingly high demands on time and resources caused by internal
program growth due to changes to the medical curriculum and the
addition of a PharmD program. This has resulted in our scheduled
programming doubling in the past year.
We asked what strategies and techniques we could adapt that will
allow us to continue quickly creating and executing high quality
Standardized Patient (SP) teaching and testing activities within these
new constraints? The opportunity arose for a staff review of current
document and content management practices to answer this question.
An initial literature review revealed several interesting facts:
80% of Documents are Never Retrieved
50% of Documents are Duplicates
60% of Documents are Obsolete Craine, 2000
The ease of creating and updating documents with word processing
software combined with inexpensive hard drive storage has created a
situation in which a Digital Landfill of documents becomes an
increasing risk.
With over 200 active SP Case Scripts updated continually, tailored for
diverse demographics, and versioned for different levels of learners,
the Wasson Center looked at the benefits to be gained from the
adoption of a Knowledge Management approach to document
management. It was decided to survey SP Educators to see how they
addressed the issues.
Templates Standardized formatQuickly locate informationQuickly reproduce data and format requirements
Case Naming Conversion and Version Control Quickly and easily determine SP case study files
Document Control Control who can create, modify and delete documents
Prevent orphaned documentsProtects documents from accidental deletion and change
Taxonomy Standardization with a controlled vocabularyDocumented “use for” section
Records Retention Schedule Deleting or Archiving outdated versions of SP Cases
Better access to the information you need when you need
A survey addressing SP Case Storage and Naming was created using Survey Monkey and distributed to SP Educators internationally (N=21).
Survey results found that the majority of educators kept SP Cases in
several locations using both paper and electronic formats. Additionally
73% reported that they have found themselves comparing different
versions of documents to find the one they needed. When asked what
SP Case naming features they currently implemented and which they
would like in future, SP Educators responded as outlined below.
William G Wasson MD Center for Clinical Skills Training, Assessment and Scholarship4209 SR 44 PO Box 95Rootstown, Ohio 44272330-325-3202http://www.neoucom.edu/wasson
0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0%
Paper
My Computer
Network - private space
Network - department
Network - invited users
Network - open to organization
Portable - CD or Jump Drive
On WWW - in the cloud
Where Do You Store Your SP Cases?
0.0% 10.0% 20.0% 30.0% 40.0% 50.0% 60.0% 70.0% 80.0% 90.0%
Naming that allows logical sort in MS Windows
Ability to track versions
Ability to identify contents without opening
Content protected from accidental changes
Content protected from accidental deletion
Naming standards which minimize development time
Ability to identify outdated documents easily
Naming standards which minimize misfiles
None
With Regards to SP Case Documents
Like To Have Currently Have
