The Efficacy of Using a Browser‐Based Evidence Management System for Anatomical Donation Program Administration

Abstract

Anatomical donation programs require extensive and detailed record keeping to properly manage each donor's sensitive personal and medical information, cadaver storage and usage histories, communications with potential donors and their families, and information concerning arrangements for remains once the donation term has ended. The aim of this presentation is to describe the adaptation and use of the SAFE© (Shared Archive For Evidence) browser-based evidence management system by Tracker Products, LLC for an anatomical donation program. SAFE© provides customizable forms and reports, stores all information related to current and future donors, allows user-specific access to donor information from anywhere, and provides quality assurance tools for more accurate donor management. Prior to use of the SAFE© system, the WMed Body Donation program relied on multiple spreadsheets, online databases, local storage, and “fill-in-the-blank” forms for donation management. SAFE©’s form and report building tools allow for customization of the database to accommodate gathering, storing, and generating quick reports on a variety of information types.Thespecific protocol is as follows. A case is created in SAFE© when an individual contacts the program expressing interest in donation. This case can be updated once registration is complete and when the individual enters the donation program to reflect each stage of the donation process. Personal history, medical records and imaging, prosections, cadaver condition, and more can all be tracked and managed in a single location. A benefit of using a browser-based system, like SAFE©, is the ability to access donor information from anywhere as opposed to relying on virtual private network (VPN) connections to secure institutional networks. The free mobile application is especially useful as it allows anatomy laboratory staff to quickly access information regarding a donor's medical history and prosections completed on a donor. This secure access to information allows for structures of interest to be found quickly and for a connection between anatomical structure and clinical significance to occur as students are engaging in lab. The SAFE© system allows for more accurate donation and lab management through discrepancy reports, system and case audits, and barcode scanning tracking capabilities. These features ensure donations are used appropriately and are accounted for at all times, even when donated materials may be stored in different locations or institutions. Overall, the use of a single browser-based system has significantly improved donor use and management within the WMed Body Donation Program. Utilization of this program has also positively impacted anatomical education at WMed. Storing information about prosections, structures of interest, and the medical history of each donor in one secure program allows laboratory staff to prepare and conduct labs efficiently. Having quick secure access to donor medical histories allows students to consider a donor's anatomy not simply scientifically but also clinically. Thus, students can connect clinical knowledge learned in the classroom with structures of the body to which it pertains.