Keywords
communication - electronic health records - adoption of new technology - secure messaging
- interprofessional communication
Background and Significance
Background and Significance
Communication between clinicians is an integral part of health care delivery; it accounts
for more than half of all information exchange and is vital for the effective and
safe care of patients.[1]
[2] Although face-to-face communication is preferred, it is often not possible due to
a lack of physical proximity or other constraints.[3] As such, alternate modes of clinician-to-clinician communication have been increasingly
used, including synchronous (e.g., telephone) and asynchronous (e.g., email and pager)
modalities. With the widespread use of mobile phones, there has been a dramatic increase
in the use of text-based asynchronous messaging platforms like secure messaging.[4]
[5]
[6]
[7]
Secure messaging allows for Health Insurance Portability and Accountability Act (HIPAA)-compliant
text messaging between clinicians. Both standalone mobile text messaging applications
(e.g., TigerText and Voalte) and electronic health record (EHR)-integrated applications
(e.g., Epic Secure Chat and Cerner CareAware) exist.[8] In contrast to EHR-integrated email communication, secure messaging is designed
for more interactive and conversational messaging between clinicians. Studies have
reported a doubling in secure messaging use over the past 5 years.[4]
[5]
[6]
[7] Despite the rapid growth of secure messaging in health care settings, little is
known about the factors that contribute to its use for clinical communication.
Most studies evaluating the use of secure messaging have relied on qualitative techniques
to assess clinician experiences and user-interface or workflow-related barriers to
adoption.[9]
[10]
[11]
[12]
[13]
[14]
[15]
[16]
[17]
[18] These previous studies have largely focused on individual clinical groups or specific
clinical settings, such as communication between physicians and nurses in emergency
departments.[11]
[12]
[14]
[18]
[19] Although several recent studies have described the growth in the volume of secure
messaging use,[4]
[5]
[6]
[20]
[21]
[22] few studies have quantified the uptake of secure messaging at the health professional-level
across an organization. Therefore, variability in secure messaging use within an organization
remains relatively poorly studied.
Objectives
The objective of this study was to assess the factors that contribute to health care
professional use of EHR-integrated secure messaging across a large health care system
involving several academic and community hospitals and many outpatient clinic locations.
We identified secure messaging users and nonusers and investigated the contribution
of clinical role, clinical unit, hospital or clinic location, and inpatient versus
outpatient setting toward secure messaging use.
Methods
Study Setting
This study was conducted at Washington University School of Medicine and BJC Healthcare,
a single large health care system consisting of 14 hospitals and 263 outpatient clinic
locations. These hospital and clinic locations include both academic and community-based
practice settings. Epic EHR (Epic Systems, Verona, Wisconsin, United States) was used
across the health system.
The secure messaging platform used was Epic's Secure Chat, a virtual text messaging
platform integrated within the Epic EHR, which was introduced to our health system
in September 2019. Epic's Secure Chat allows EHR users (i.e., clinicians and support
staff) to send messages to other users within the same institution using a text chat
interface from within Epic's desktop and mobile clients. No other secure messaging
applications are available at our institution. Other forms of clinical communication
available included telephone, pager, and EHR-integrated email.
Participants and Data Sources
This study included all health care professionals (i.e., physicians, nurses, therapists,
and social workers) who were clinically active between February 1, 2023 and February
28, 2023. For each participant, metadata on secure messaging use and EHR login information
was collected from institutional data warehouses. This login data contained a trail
of timestamps recording when users logged in to, logged out of, or timed out of a
session within Epic. Login information was collected to determine whether participants
were clinically active. Health care professionals with fewer than 20 EHR logins during
the study period (i.e., fewer than an average of five logins per week) were excluded,
as they were assumed to be clinically inactive during that period.
Primary Outcome
The primary outcome of this study was a binary indicator of whether a health care
professional was a secure messaging user. Health care professionals were considered
secure messaging users if they sent at least one message during the study period,
regardless of whether it was a response to another individual's message or if it was
the initiating message in a conversation. Automated messages were excluded from contributing
toward a health care professional's secure messaging use.
Clinician-Level Measures
Additional metadata on health care professionals was collected to contextualize the
clinical work environment. This included data on their clinical role, their most frequent
practice setting (inpatient vs. outpatient), and the most frequent clinical unit where
they worked (i.e., specific hospital ward or outpatient clinic) during the study period.
Therefore, each health care professional had four measures: clinical role, practice
setting, individual clinical unit, and hospital or clinical location. See [Fig. 1] for an illustration of the analytic strategy employed using these characteristics.
Fig. 1 Illustration of analytic strategy.
Individual clinical units were nested within larger organizational entities referred
to as hospital or clinic locations, which reflected the general governance structure
of the health care system ([Fig. 1]). For example, an inpatient nurse who worked on Ward 2 East at Hospital X would
have “Ward 2 East” as their clinical unit and “Hospital X” as their hospital location.
Similarly, an outpatient physician who worked at the Internal Medicine Clinic 1 at
Medical Clinic Building Z would have “Internal Medicine Clinic 1” as their clinical
unit and “Medical Clinic Building Z” as their clinic location. Each hospital or clinic
location could have multiple clinical units nested within it ([Fig. 1], right).
Clinical roles were categorized into the following: pharmacist, physician, advanced
practice provider (APP), therapist, medical assistant/technician, nurse, social worker/case
management, others (e.g., paramedic, perfusionist, and study coordinator), or missing.
Statistical Analysis
All data were aggregated using the individual health care professional as the unit
of analysis. In other words, our final analytic dataset had one row for each health
care professional, with columns for their clinical role, clinical unit, hospital or
clinic location, practice setting, and a binary outcome variable representing any
secure messaging use during the considered study period.
Descriptive analyses in the form of frequencies and percentages were calculated to
examine distributions of health care professional characteristics by secure messaging
use. To better understand variability in secure messaging use, a multilevel mixed-effect
logistic regression model was used. This model included hospital or clinic location
and clinical unit nested within the hospital or clinic location as random effects
to account for the clustering of individuals within these work settings. Clinical
role and practice setting (inpatient vs. outpatient) were included as fixed effects
in the models.
The proportion of variance accounted for by hospital or clinic location and clinical
unit was calculated by approximating the intraclass correlation using the following
equation:
.[23] In this equation Vc
refers to the variance attributable to the specific level of clustering (either hospital
or clinic location or individual clinical unit) and Vc
tot refers to the total variance accounted for by both levels. Odds ratios (ORs) and
95% confidence intervals were calculated for the association between the fixed effects
and secure messaging use. All analyses were conducted in R (R Core Team, 2021), Rstudio
(Rstudio Team, 2021), and Python 3.9.7.[24]
Results
The study included 33,195 health care professionals, 20,795 of whom worked across
800 inpatient clinical units in 14 hospitals; and 12,400 of whom worked across 1,055
outpatient clinical units within 263 outpatient clinic locations. For our cohort,
62% (20,576/33,195) were secure messaging users ([Tables 1]–[3]). Among inpatient health care professionals, 66% (13,688/20,795) were secure messaging
users, whereas 56% (6,888/12,400) outpatient health care professionals were secure
messaging users.
There was considerable variation in secure messaging use across clinical units ([Fig. 2A]). Among clinical units, 63% (1,172 /1,855) had more than 50% of their health care
professionals using secure messaging. Additionally, 27% of clinical units (496/1,855)
had over 90% of their health care professionals using secure messaging, whereas 20%
of clinical units (375/1,855) had less than 10% of their health care professionals
using secure messaging. The distribution of secure messaging use by clinical units
was similar between inpatient and outpatient settings; 65% (520/800) of inpatient
clinical units had more than 50% of their health care professionals using secure messaging,
whereas 62% (652/1,055) of outpatient clinical units had more than 50% of their health
care professionals using secure messaging.
Fig. 2 Percent secure messaging use within each clinical unit (A) or each hospital or clinic location (B) shown as caterpillar plots, stratified by inpatient versus outpatient practice setting.
Each clinical unit (A), hospital (B, left), or clinic location (B, right) is plotted as a single dot, with the dot size indicating the number of health care
professionals in that location.
There was considerable variation in secure messaging use across hospital or clinic
locations ([Fig. 2B]). Among the hospital or clinic locations, 61% (168/277) had more than 50% of their
health professional using secure messaging. Additionally, 16% of hospitals or clinic
locations (44/277) had over 90% of health professionals using secure messaging, while
17% (46/ 277) had less than 10% of their health professionals using secure messaging.
There was less variability in the prevalence of secure messaging use between hospitals
compared with between clinic locations.
In multivariable analysis, 25.3% of the variance in secure messaging use was attributable
to the clinical unit and 30.5% of the variance was attributable to hospital or clinic
location. Compared with nurses (the largest clinician group, comprised of 8,823 secure
messaging users among 11,919 nurses [74%]), APPs (OR: 1.65, 95% confidence interval
[CI]: 1.37–1.98), pharmacists (OR: 2.77, 95% CI: 1.87–4.10), and physicians (OR: 1.50,
95% CI: 1.31–1.73) had significantly increased odds of secure messaging use, whereas
medical assistants (OR: 0.20, 95% CI: 0.18–0.21), social work/case managers (OR: 0.57,
95% CI: 0.41–0.80), and therapists (OR: 0.53, 95% CI: 0.42–0.67) had significantly
decreased odds ([Table 4]). On a population level, there was no significant difference in secure messaging
use between outpatient and inpatient settings.
Table 1
Distribution of study participants and secure messaging use by clinical role. Clinical
roles are ordered alphabetically after the reference group (nurses)
|
Inpatient
|
Outpatient
|
|
No. of secure messaging users/total users (%)
|
Total messages sent
|
No. of secure messaging users/total users(%)
|
Total messages sent
|
|
Nurse
|
7,578/10,055 (75.4%)
|
523,613
|
1,245/1,864 (66.8%)
|
117,037
|
|
APP
|
716/937 (76.4%)
|
92,613
|
585/695 (84.2%)
|
60,569
|
|
Medical assistants/technicians
|
1,260/3,264 (38.6%)
|
44,157
|
2,375/4,408 (53.9%)
|
139,751
|
|
Pharmacists
|
321/386 (83.2%)
|
32,318
|
77/88 (87.5%)
|
4,851
|
|
Physician
|
1,859/2,237 (83.1%)
|
237,868
|
1,706/2,057 (82.9%)
|
142,430
|
|
Social work/case management
|
238/268 (88.8%)
|
40,798
|
69/132 (52.3%)
|
3,757
|
|
Therapist
|
966/1,170 (82.6%)
|
47,959
|
285/566 (50.4%)
|
7,347
|
|
Other
|
133/424 (31.4%)
|
3,696
|
185/596 (31.0%)
|
7,872
|
|
Missing
|
617/2,054 (30.0%)
|
26,962
|
361/1,994 (18.1%)
|
20,583
|
|
Total
|
13,688/20,795 (66%)
|
1,049,984
|
6,888/12,400 (56%)
|
504,197
|
Abbreviation: APP, advanced practice provider.
Table 2
Among physicians (N = 4,294), the prevalence of secure messaging users for the 10 most common specialties
in the inpatient versus outpatient setting
|
Inpatient (N = 2,237 physicians)
|
Outpatient (N = 2,057 physicians)
|
|
Specialty
|
No. of secure messaging users/total users (%)
|
Total messages sent
|
Specialty
|
No. of secure messaging users/total users (%)
|
Total messages sent
|
|
Emergency medicine
|
267/282 (95%)
|
28,822
|
Internal medicine
|
281/309 (91%)
|
61,610
|
|
General surgery
|
224/263 (85%)
|
20,476
|
Neurology
|
85/114 (75%)
|
3,915
|
|
Radiology
|
180/241 (75%)
|
3,954
|
Cardiology
|
77/92 (84%)
|
4,426
|
|
Anesthesiology
|
150/215 (70%)
|
3,964
|
Pediatrics
|
64/85 (75%)
|
2,772
|
|
Internal medicine
|
156/166 (94%)
|
51,103
|
Orthopaedic surgery
|
66/76 (87%)
|
2,013
|
|
Pediatrics
|
122/134 (91%)
|
22,575
|
Family medicine
|
32/69 (46%)
|
7,459
|
|
Obstetrics and gynecology
|
85/118 (72%)
|
8,480
|
Clinical pathology
|
32/69 (46%)
|
652
|
|
Critical care medicine
|
77/86 (90%)
|
11,817
|
Gastroenterology
|
58/63 (92%)
|
5,500
|
|
Cardiology
|
70/81 (86%)
|
5,820
|
Oncology
|
55/62 (89%)
|
2,847
|
|
Neonatology
|
45/54 (83%)
|
2,452
|
Ophthalmology
|
47/57 (82%)
|
1,414
|
Discussion
We found that secure messaging was widely used by a diverse range of health care professionals
working in multiple clinical locations and practice settings. However, there was substantial
variation in secure messaging use based on clinical roles and work context; surprisingly,
these differences were approximately equally attributable to local work settings (represented
by individual clinical units) and larger organizational structures (represented by
hospital or clinic location). After accounting for these factors, working in inpatient
versus outpatient practice settings did not contribute to secure messaging use. To
the best of our knowledge, this is one of the largest studies on the contributors
to secure messaging use.
We found that secure messaging use varied by clinical roles, with pharmacists, APPs,
and physicians being the most likely users. The reasons for this are likely multifactorial;
it is possible that these clinical roles have the highest communication needs for
care coordination, especially when in-person communication is not practical and asynchronous
communication can suffice. For example, physicians and APPs need to coordinate with
consulting services, and pharmacists need to communicate with ordering health care
professionals in multiple units with whom they do not share physical proximity. Previous
studies have shown that use, adoption, and acceptance of health technology are influenced
by its alignment with existing tasks and work processes.[25]
[26]
[27]
[28]
[29]
[30] As such, our finding that there is variation in secure messaging use by clinical
roles may relate to how secure messaging integrates within the clinical workflow or
needs of these clinical roles.
It is perhaps not surprising that the individual clinical unit explained nearly a
quarter of the variation in secure messaging use. Individual clinical units represented
local work settings, often independently run, with each having their own unique cultures
of communication and technology use practices. Previous qualitative research on communication
behaviors has shown that there is a network externality effect in communication platform
use; users tend to use communication platforms more when their messaging partners
are also active on those platforms.[16]
[29]
[31]
[32] Positive peer attitudes toward innovation have previously been shown to have a positive
impact on behavioral intentions and facilitate successful health technology adoption.[26]
[27]
[33] It is likely that these network externality effects contributed to the clustering
in secure messaging use by clinical units that we observed.
However, we also found that hospital or clinic location explained nearly a third of
the variation in secure messaging use. These hospital or clinic locations represented
larger organizational governance structures within our health care system, so we believe
our findings suggest that leadership practices and informatics governance policies
can meaningfully impact secure messaging behaviors. Previous studies on technology
acceptance have found that health care organizations can support technology adoption
by setting policies and expectations for use and by providing adequate training and
technical support.[15]
[25]
[27]
[29] The extent of secure messaging training and technical support was highly variable
across the various hospitals and clinic locations within our health system, possibly
explaining the strong organization-level clustering we observed.
We believe our results have implications for our understanding of secure messaging
behaviors. Secure messaging has several potential advantages as a powerful mode of
clinical communication; it may lower barriers to communication, improve collaboration,
and decrease interruptions.[9]
[10]
[30] However, it may also increase the burden of communication and lead to less efficient
communication when used ineffectively.[8]
[16]
[17] It is likely that health care systems will want to influence secure messaging uptake
and modify messaging behaviors to best maximize secure messaging's benefits while
minimizing potential harms. Our results suggest that successful implementation of
secure messaging policies should be targeted at multiple—organizational levels to
influence behaviors.[15]
[33] Although the dissemination of organization-wide policies is important, such interventions
should also be tailored to fit the cultural practices and needs of individual clinical
units and clinical roles.
Limitations
This study had several limitations. Although we examined secure messaging use across
14 hospitals and a large number of outpatient clinic locations, all of these sites
were affiliated with a single health care system with the same EHR and secure messaging
platform; therefore, our results may not generalize to other health care systems or
messaging platforms. However, we did repeat the analysis with a different study period
spanning between December 2022 and January 2023 and observed similar results (data
not shown). Because we did not have access to detailed work schedules, we only included
health care professionals with at least 20 EHR logins in the study, with the assumption
that health care professionals with at least this level of EHR activity over a single
month would have been actively working; we believe this to be a reasonable proxy since
EHR use is an essential part of clinical work, but we acknowledge that there may have
been potential misclassification. Similarly, our assignment of clinical units was
also based on login information and was potentially imprecise.
Finally, we can only speculate on the reasons for secure messaging use. No information
on secure message content was collected during the study, and individual health care
professionals were not interviewed to explore qualitative contributors to secure messaging
use. In addition, organizational policies and guidelines for secure messaging use
were highly heterogenous across our health care system during initial deployment and
throughout the study period. Although we observed clustering in secure messaging use
by clinical units and hospitals or clinic locations, as well as significant differences
in use by clinical role, the exact reasons for this clustering and observed differences
remain unknown.
Conclusion
We identified secure messaging users and nonusers across a large health care system
and found that variance in secure messaging use was approximately equally attributable
to the individual clinical unit (likely reflecting local culture and communication
practices), and hospital or clinic location (likely reflecting leadership or policy-level
guidance). These results suggest that future interventions intended to influence secure
messaging use may need to not only involve organizational-level policies but also
be tailored toward individual clinical units and health care professional workflows.
Clinical Relevance Statement
Clinical Relevance Statement
We found that more than half of health care professionals across inpatient and outpatient
locations were secure messaging users. In addition, the variance in secure messaging
use was roughly equally attributable to clinical units (i.e., a specific inpatient
ward or outpatient clinic) and higher-level organizational structure (i.e., the hospital
or clinic location of the clinical units). Therefore, policies for secure messaging
use should be targeted at both levels of workplace organization to meaningfully influence
secure messaging behavior.
Multiple-Choice Questions
Multiple-Choice Questions
-
What is a secure message?
-
an encrypted email
-
a HIPAA-compliant text-based message
-
a SMS text-based message on a mobile device
-
a message between pagers.
Correct Answer: The correct answer is option b. Secure messaging was created due to security concerns
among health care professionals who would send non-HIPAA compliant text-based messages
containing patient information between mobile devices. Therefore, hospitals have implemented
HIPAA-compliant solutions to allow for secure text-based communication between health
care professionals.
-
Which factors were found to influence secure messaging use in this study?
-
clinical role, hospital location, time of day, and geographical location
-
clinical role only
-
clinical role, hospital location, and clinical unit
-
hospital location and clinical unit.
Correct Answer The correct answer is option c. We were able to find variations in secure messaging
use among three aspects of clinical work. This included clinical role, hospital location,
and the clinical unit. Therefore, these three aspects of clinical work are potential
factors influencing secure messaging use among health care professionals.
Table 3
Secure messaging use for 10 representative clinical units in the inpatient and outpatient
setting
|
Inpatient
|
Outpatient
|
|
Inpatient clinical unit
|
No. of secure messaging users/total users (%)
|
Total messages sent
|
Outpatient clinical unit
|
No. of secure messaging users/total users (%)
|
Total messages sent
|
|
Hospital 1 emergency
|
355/410 (86.6%)
|
43,469
|
Oncology clinic 7 at location 1
|
151/303 (49.8%)
|
10,650
|
|
Hospital 1 radiology
|
195/276 (70.7%)
|
6,885
|
Revenue management
|
1/297 (0.3%)
|
7
|
|
Hospital 1 infection control
|
110/256 (43.0%)
|
3,252
|
Medicine resident clinic at location 2
|
128/143 (89.5%)
|
15,807
|
|
Hospital 1 internal medicine
|
185/215 (86.0%)
|
55,449
|
Radiation oncology clinic at location 1
|
64/137 (46.7%)
|
1,354
|
|
Hospital 2 ICU 1
|
114/125 (91.2%)
|
3,718
|
Pediatric clinic at location 3
|
72/89 (80.9%)
|
3,093
|
|
Hospital 1 catheterization laboratory
|
47/86 (54.7%)
|
1,422
|
Pediatric gastroenterology clinic 2 at location 4
|
43/45 (95.6%)
|
3,084
|
|
Hospital 3 ICU
|
69/85 (81.2%)
|
1,565
|
Dermatology clinic at location 5
|
15/35 (42.9%)
|
163
|
|
Hospital 4 internal medicine
|
20/73 (27.4%)
|
226
|
Nephrology clinic at location 1
|
31/35 (88.6%)
|
2,059
|
|
Hospital 1 psychiatry
|
38/57 (66.7%)
|
5,848
|
Pediatric clinic at location 6
|
6/23 (26.1%)
|
18
|
|
Hospital 1 palliative care
|
10/10 (100.0%)
|
522
|
Physical therapy clinic at location 7
|
10/16 (62.5%)
|
58
|
Abbreviation: ICU, intensive care unit.
Table 4
Odds ratio estimates for fixed effects from the multilevel logistic regression model,
after controlling for clustering at the level of the individual clinical unit (ICC = 0.253)
and hospital or clinic location (ICC = 0.305). Clinical roles are ordered alphabetically
after the reference group (nurses)
|
Variable
|
Group
|
OR (95% CI)
|
p-Value
|
|
Provider type
|
Nurse
|
Reference
|
<0.001
|
|
APP
|
1.65 (1.37–1.98)
|
|
Medical assistant/technician
|
0.20 (0.18–0.21)
|
|
Pharmacist
|
2.77 (1.87–4.10)
|
|
Physician
|
1.50 (1.31–1.73)
|
|
Social work/case manager
|
0.57 (0.41–0.80)
|
|
Therapist
|
0.53 (0.42–0.67)
|
|
Other
|
0.09 (0.07–0.10)
|
|
Missing
|
0.08 (0.07–0.09)
|
|
Practice setting
|
Inpatient
|
Reference
|
0.453
|
|
Outpatient
|
1.38 (0.60–3.19)
|
Abbreviations: APP, advanced practice provider; CI, confidence interval; OR, odds
ratio.