Topaz signature pads receiving update

On July 13, Topaz signature pads across VUMC started receiving a much-needed update.

Until this update, both clinic staff and patients expressed frustration at a less-than-ideal process around registration form signatures. This process demanded patients, after reviewing a hard copy of various notification and consent forms, sign a completely blank screen on the signature pad. This meant patients were often uncomfortable signing their names and created tension during the check-in process. This was a negative situation from patient experience and staff satisfaction standpoints.

Outright replacing outdated signature pads in all VUMC clinics was an unviable option from a cost perspective, so VUMC HealthIT was asked to come up with a manageable solution that could be quickly implemented at little cost. The team determined that, with a software update, limited amounts of text on the signature pad could be displayed and avoid a wholesale replacement of the devices.

With the update, the signature pad will display a portion of text describing which specific form the patient is signing, as well as a signature line below the copy. The text that appears on the pad will be available in two languages, English and Spanish. Clinic workflow will not be overly impacted as a result of the update — patients will still be handed a printed copy of the document to review before signing the Topaz pad. A copy of the complete, signed form will be available in eStar as part of the patient record.

The project became reality within only a couple of weeks, and included intense coordination among multiple teams from departments all over the Medical Center, including:

·         VUMC Legal

·         VUMC IT Desktop Services

·         HealthIT Operational Readiness

·         HealthIT PMO

·         eStar Prelude/Grand Central

·         eStar ADT/Registration

·         eStar QA

·         Patient Education

·         Interpreter Services