Luke clinic starts computerizing records Published Nov. 8, 2006 By Master Sgt. Chris Glasheen 56th Medical Group LUKE AIR FORCE BASE, Ariz. -- Everything these days seems to be going electronic. Bank financial records are computerized, automobile maintenance history is electronically available at the dealer's service department and tax returns are filed and stored electronically. Yet, the military health system's medical records are still a hodge-podge of paper forms and reports in folders and manually carted from place to place. Fortunately, this cumbersome record system is on the verge of extinction as it gives way to a new system that promises to make manual medical records a thing of the past. AHLTA is a complete computer-based patient record system and it's coming to the 56th Medical Group. Both military and civilian health care leaders consider computer-based patient records indispensable for improving clinical quality and safety. An Institute of Medicine study found many weaknesses in paper-based systems, including illegible, inaccurate or missing content, poor formatting and difficulties accessing and retrieving data. Similarly, the drive for a computerized military health record system grew out of problems revealed during Persian Gulf War illness investigations. Non-standardized and incomplete medical records significantly hindered the Department of Defense from their ability to screen medical information. Former President Bill Clinton prompted a mandate for a comprehensive, lifelong medical record, DOD Health Affairs officials quickly researched using computer technology. AHLTA offers both direct and indirect advantages to the patient. The most obvious advantage is that the record is accessible to all providers involved in a patient's care from any clinic with AHLTA installed. Additionally, entries in the record are legible and automatically logged with the date, time and name of the anyone who writes in the record. Special alerts in the record can notify the provider of any drug allergies, critical laboratory results or medication incompatibilities. Wellness reminders, specific to the patient's age and gender, inform the health staff when screening exams are due. An understandable concern is the confidentiality and security of medical records. Only authorized health personnel with a proper user ID and password may view the record, and, unlike paper records, the type of information the viewer sees is further restricted to a role-based "need to know." Security measures are in compliance with national guidelines specific to electronic patient records, such as the Health Insurance Portability and Accountability Act. Paper records will not immediately disappear. Currently, they are the only record of a patient's complete medical history. During the transition, back up copies of AHLTA documents will be printed out and filed in the paper medical record. Over time, as the clinical data repository is populated with medical information, reliance on paper records will decrease. Implementing a computer system as sophisticated as AHLTA isn't easy; the learning curve for health providers is steep. Consequently, the 56th Medical Group needs the help of all patients as appointment schedules will be adjusted in order for staff members to gain proficiency on the system. No acute needs will go unmet, but access to routine appointments may take longer during the transition to the new system and some beneficiaries may be seen by alternative healthcare providers. The payoff for everyone's patience will ultimately result in a vastly improved and a safer military medical records system.