Factors associated with time-consuming documentation in service housing: A cross-sectional survey

Abstract Background The ageing population challenges Western societies’ ability to deliver high-quality services for growing needs. Client information systems (CIS) and their effective use can mitigate the healthcare and social welfare workforce shortage. Methods The survey was emailed to licensed practical nurses (LPNs) who have graduated from a vocational education and training program in Finland. The study received 2,341 answers during March 2024. This cross-sectional study covers respondents working in service housing or institutional care. The aim was to study which factors are associated with time-consuming documentation using binary logistic regression analysis. Time-consuming documentation was based on statements: a) I have to spend an unnecessary amount of time on documentation, and b) the same information must be documented in several places. Results Documentation was seen as time-consuming by 45.3% of LPNs (n = 1,215). LPNs, who had encountered defective documentation, viewed documentation as time-consuming 1.9 times more often than those who had not (OR 1.88, 95% CI 1.46-2.42). LPNs, who could document without haste, viewed documentation as time-consuming significantly less often than those LPNs who could not (OR 0.29, 95% CI 0.22-0.39). LPNs, who assessed their documentation skills using CIS as good, also viewed documentation as time-consuming less often than those LPNs who did not assess their skills as good (OR 0.55, 95% CI 0.41-0.73). Conclusions Organisations must proactively fit their CIS into workflows that enable LPNs to reach their goals. To begin with, organisations ought to confirm LPNs have dedicated time for documentation, are aware of documentation instructions, and have the necessary skills. CIS development is also necessary. For example, time savings and quality improvement could be found in AI-assisted documentation. The quality of generated data is essential for care delivery, continuity of care, and supporting research, development and innovation. Key messages • Time-consuming documentation risks the quality of care and data for primary and secondary use. • Developing client information systems, integrating them into workflows, and educating users is essential.