Using a mobile data capture system for chair-side patient data collection during global dental outreach programs

Issues: New York University College of Dentistry (NYUCD) conducts pediatric dental outreach programs for underserved populations in the United States and abroad. Traditional paper dental charts hindered the Global Outreach Department from effectively tracking patient outcomes over time, conducting efficient chart review for quality assurance, and performing timely and accurate billing. To minimize human error and time for data entry, NYUCD transitioned to a mobile data capture system (MDCS) for chair-side collection of patient information.

Description: In conjunction with a software developer, we designed a series of proprietary, web-based electronic forms tailored for providing comprehensive dental care to children in non-traditional settings. Tablet PCs are used to create a secure, closed wireless network in the field for data sharing between providers.

Lesson Learned: The MDCS was implemented in Manta, Ecuador, in October 2012 for 320 children. Pediatric dental providers had instant access to the diagnosis and treatment plan, and progress reports were generated daily. Remote technical support was imperative for initial rollout. The MDCS allowed for instant data reporting, secure storage of patient information, reduced paper waste by 60 percent, and saved 100 hours of manual data entry.

Recommendations: The MDCS must be piloted in a domestic outreach site to evaluate the efficiency of generating reports for billing. The electronic forms will allow for fast and efficient data collection for research purposes. The MDCS could be easily replicated in other dental schools, outreach programs in remote areas, and in school-based health center dental program settings.