Victoria General Hospital set to switch from handwriting and faxes to computerized system

Victoria General Hospital is set to transition to a fully computerized system for health records and communication this month, following similar changes at Royal Jubilee Hospital in June and Nanaimo Regional General Hospital eight years ago.

On Saturday, Sept. 14, at 7 a.m., Victoria General, South Island Surgical Centre, and Gorge Road Health Centre will begin using digital systems for physicians and nurses to enter instructions, medication orders, and lab and radiology requests.

Marko Peljhan, Island Health’s vice-president of clinical services for central and south Vancouver Island, noted that months of planning and simulations have gone into preparing for this major shift.

Next week, the hospital will reduce the number of outpatient clinics and procedures, including endoscopies and colonoscopies, to allow for a smoother transition. The slowdown will be most significant during the first two weeks of the switchover, starting Sept. 16, giving doctors time to adapt to the new system.

To ease pressure on the emergency department, Island Health will open an urgent-care clinic on Sept. 11, run by family physicians, to handle less critical cases.

A 24/7 operations centre will be established starting Sept. 13, the night before the transition, and will remain in place for several weeks to address any challenges.

“We expect challenges, and we want to be prepared,” said Peljhan.

Dr. Brian Mc Ardle, medical director and chief of staff at Royal Jubilee Hospital, acknowledged that while there may be delays, patient care will remain of high quality. He pointed out that some concerns during the Royal Jubilee transition did not materialize, with only minor issues such as orders being printed in unexpected locations.

“We had to brace for the change, but it’s gone better than expected, and the benefits will grow over time,” Mc Ardle said, highlighting improved data collection as one of the advantages.

Dr. Chloe Lemire-Elmore, site director at Victoria General, emphasized that despite the successful transition at Royal Jubilee, the same level of preparation, training, and additional staffing is being applied to ensure a smooth change at Victoria General.

“There’s a sense of excitement and anticipation because things went well at Jubilee, and word has spread among staff,” Lemire-Elmore said, acknowledging the stress involved but expressing confidence in the team's ability to manage the transition.

Lemire-Elmore also noted that it’s overdue for the hospital to move to a fully electronic system. Currently, orders are still handwritten, with unit clerks faxing medication requests to pharmacists.

“With the fully electronic system, orders are visible across care teams, leading to more efficient processing, fewer errors, and improved patient care,” Lemire-Elmore said.

Island Health is urging patients to use Urgent and Primary Care Clinics, consult a registered nurse via 811, or seek advice from a pharmacist for minor ailments during the transition period, which will last until about Oct. 14. Emergency services at Victoria General will remain open.

Most hospitals on Vancouver Island already use electronic health records, but this transition, known as "computer provider order entry," will see clinicians order medications and tests through computers rather than handwritten notes.

The next sites to implement the new system include Saanich Peninsula Hospital, Cowichan District Hospital, and hospitals in Comox and Campbell River. Island Health is still determining the timelines.

“We’re focusing all our energy on Victoria General, and it will take us through the fall to ensure everything is running smoothly before we move forward with the next phase,” Peljhan said.