DIGITAL TOOLS AT WORK

I currently work as a registered nurse in an orthopedic outpatient clinic, where patients receive pre- and post-operative care of elective surgeries. My daily work includes coordinating appointments, assisting with treatment planning, updating patient records, and participating in different projects such as Apotti development and documentation improvements.

We work closely with a wide range of healthcare professionals, including surgeons, physiotherapists, occupational therapists, and wound care nurses, not forgetting clinic secretaries, orthopedic cast technicians, and other hospital staff and departments. This requires continuous collaboration and information sharing. I also coordinate care with other hospitals when patients come for their appointments at the clinic from other healthcare facilities, which requires smooth transition and continuity of care.

As healthcare becomes increasingly digitalized, digital tools play a vital role in our daily routines. Two of the most commonly used platforms in our clinic are Microsoft Teams and Microsoft Outlook. Teams is essential for internal communication, whether it’s messaging colleagues, attending online meetings, or sharing files within the team. Outlook is used for managing emails, coordinating schedules, and tracking administrative tasks. These tools help simplify communication, improve coordination, and support efficient time management in a fast-paced clinical environment.

In addition to our internal tools, we actively use Apotti as our electronic health record (EHR) system, and the Maisa app to communicate with patients, though we still make plenty of phone calls the traditional way too. A key part of our workflow involves responding to Maisa messages from patients, which allows for secure and efficient communication. We also use Kanta services to access national health records, medication information, and patient history. For imaging results such as MRI, CT, and X-ray, we use (Picture Archiving and Communication System) PACS, which allows for quick access to diagnostic images as an essential part of orthopedic care.

NEW DIGITAL TOOLS

ChatGTP

I chose ChatGTP because it could support my work in many practical ways. It can help draft all kinds of written texts from messaging to patients or documentation for patient records. It is also useful for simplifying complex medical language and summarizing long documents or clinical guidelines, such as those found on Terveyskylä. In a busy outpatient clinic, a tool that supports clear and time-efficient communication is extremely valuable. ChatGTP could also assist in brainstorming ideas, writing structured documentation for development projects, and even translating or generating text in different languages when needed. Overall, it is a versatile tool that can save time and enhance both clarity and creativity in daily tasks.

DeepL or Google translation

DeepL is a high-quality translation tool that could be useful in situations where quick written translation is needed, such as translating short instructions or follow-up information for patients who don’t speak Finnish, Swedish or English. Currently in our clinic, we rely on a phone-based interpreting service, especially during doctor’s appointments or when discussing more complex issues. These services must be reserved ahead of time and can be expensive for the hospital. While professional interpreters are still essential for complex discussions, DeepL could be helpful alternative for simpler communication needs such as translating short instructions or appointment details. It would save both time and resources while supporting more inclusive care.

However, since most of our communication is spoken, I realize that Google Translate’s mobile app, which supports real-time voice translation, might actually be a more practical tool for our setting. While DeepL is excellent for written accuracy, Google Translate may offer better usability during face-to-face or phone conversations, especially for quick, everyday communication with patients from different language backgrounds.

Miro

I selected Miro, because it’s a visual collaboration tool that could be used with project planning or in team meetings. In our clinic, we often take part in various development projects, such as improving Apotti documentation or contributing to system updates. Miro could help us visually map out ideas and collaborate more effectively, particularly across departments or in large, remote teams.

For example, in the Apotti development team, we sometimes have nearly 100 participants in a single Teams meeting, and it often feels like there isn’t enough space for everyone to contribute meaningfully. It is sometimes also difficult to understand what has been done so far or what the team is currently working on. The meetings typically consist of PowerPoint presentations, with feedback or new ideas shared in the Teams chat, which makes it hard to follow a full picture.

Miro could make these sessions more interactive and engaging by allowing real-time collaboration on a shared visual board. It would save time for the team leader too, as they could create a draft layout quickly and refine it collaboratively instead of building a full presentation from scratch.

Miro saves time and makes visual presentations more engaging. It could also help organize the clinic’s weekly meeting points in a clearer, more accessible way, keeping everyone on the same page and improving overall understanding. For the team leaders, creating a presentation can be time consuming, especially when switching between tabs, editing slides, and reformatting content. With Miro, it’s easy to generate a first draft visually, which allows more time to be spent on refining the content itself, rather than building the layout from scratch.

Todoist

Todoist is a simple and effective task management tool that allows users to create bullet-pointed task lists and organize them into categories for better clarity and workflow. I often juggle several responsibilities throughout the day from patient coordination and documentation to follow-up calls, meetings, project deadlines, and personal education courses. With so many moving parts, it’s easy to forget smaller tasks, especially when they depend on input from someone else before I can complete my part.

I often find myself using Post-it paper notes to keep track of daily tasks, scratching off items as I complete them. While this method helps me in the moment, the notes can easily get lost or pile up, creating clutter and disorganization at my workstation. It becomes even more inconvenient when I work remotely, as I have to remember to bring the right notes with me. Using a digital tool like Todoist could help replace this habit with more structures and a searchable system. It would allow me to set reminders, track deadlines, and keep everything in place. In addition, it could support personal goal setting, professional development tracking, and even organizing tasks in my personal life more efficiently.

YouTube

I chose YouTube for its value in patient education and personal learning. There are many high-quality videos available that demonstrate physiotherapy exercises, explain surgical procedures, or even review healthcare technologies. These could be shared with patients as part of pre- and post-op education, for example how a simple dressing change is done at home. Additionally, I could use YouTube for my own professional development, staying up to date on topics related to digital health, nursing, or even new features in tools like Apotti or Maisa.

SOCIAL MEDIA AT WORK – POSITIVES AND NEGATIVES

When a large hospital system like HUS selects a digital tool, it’s important that the decision is made carefully and strategically. It takes time for staff to learn how a new tool works and understand its full capabilities. Without proper introduction, training, and awareness of its potential, even the best digital tools may go underused or be seen unnecessary. Technology only brings value when staff know how and why to use it.

The use of social media in a healthcare environment brings opportunities and challenges. On the positive side, social media platforms like LinkedIn, YouTube, Instagram, Facebook, and WhatsApp can offer easy access to current research, professional development, and communities of practice. These platforms allow nursing professionals to stay connected, share tips, and best practices, and follow updates in different areas of profession such as digital health, research, and care models. Even lighter and humorous content such as YouTube videos can boost team spirit and bonding within the workplace.

Social media can also be used for patient education and public awareness. For example, patients with back pain can find useful tips on self-care, and awareness campaigns can encourage people with chronic conditions such as diabetes and hypertension, to make healthier lifestyle choices. Public health messages shared in social media often reach more people in a user-friendly and understandable way, making it a valuable channel for outreach.

However, using social media in healthcare also comes with clear risks and must be approached with careful planning and used cautiously. Patient confidentiality must always be protected, and even seemingly harmless posts can lead to serious consequences if any private information is revealed. There’s also the risk of blurring personal and professional boundaries, spreading misinformation, or becoming distracted during work hours. Without clear organizational guidelines and proper staff training, social media can easily damage trust or professionalism.

In our clinic, for example, only designated staff members are authorized to produce social media content. These posts are created with careful consideration to ensure privacy, professionalism, and alignment with organizational values.

WHAT MAKES A DIGITAL APPLICATION SUCCESSFUL?

Actually, I used ChatGTP to brainstorm points that would make a digital application successful, and according to that there are several key elements that must be present in healthcare setting’s digital tools:

  • User-friendliness: It is particularly important that the application is easy to use, and the layout makes sense even for users with limited digital experience. Otherwise, the tool may even become a burden for everyday workflow.
  • Data security and privacy: In healthcare, compliance with GDPR and the protection of sensitive patient data are essential. This cannot be overly addressed. For example, at our clinic, the patient information can only be shared through specific encrypted channels such as the “work basket” feature within Apotti. Even internal work email is not permitted for sharing patient information, highlighting the strict standards in place to protect patient confidentiality. This is an example of the essence of having well-integrated and user-friendly systems that meet both privacy requirements and practical needs in a clinical setting.
  • Purpose-driven design: Every digital tool used in healthcare should clearly support clinical workflows, not to add unnecessary complexity or extra work. Therefore, it is essential that any modern technology is carefully selected with a clear strategy for how it will be introduced and taught to staff.
  • Interoperability: New technological tools should integrate well with existing systems such as at HUS, the new solutions need to communicate well with Apotti, Kanta services and Maisa application.
  • Training and support: When new digital tools are in an organization, there should be a carefully designed plan with clear stages for how and when new technology will be implemented. Staff should receive adequate training, and ongoing technical support to address questions. With the right support in place, staff are more likely to use the tool effectively and confidently, ensuring that the organization will receive maximum benefit from the digital solution.
  • Accessibility: The digital tool should work across different devices, and there should be ability to use it within the hospital and when working remotely.
  • Feedback and updates: It is important that users can easily provide feedback on the functionality of digital tools, and that these tools are regularly updated to meet the real-world needs and experiences of their users. Continuous improvement based on user input ensures the tools remain relevant, effective, and user-friendly over time.

Digital tools, including social media platforms, can be powerful when selected and implemented thoughtfully to meet the user’s needs. Even the best digital tool can only deliver real benefits if it’s introduced carefully, staff receive adequate training, and ongoing support exists. In large organizations such as hospitals and healthcare facilities, it is essential to thoroughly evaluate digital tools before implementation to ensure they truly add value and efficiency in daily workflows.

SELF-EVALUATION

This assignment gave me a deeper understanding of how various digital tools can support my work in healthcare, and even in my personal life. I discovered new platforms like DeepL, Todoist, and Miro, which I hadn’t used before, and explored how they could enhance communication, task management, and collaboration in a clinical environment. Even though I chose a few tools from the assignment list, I found it valuable to become familiar with the rest of them as well. It’s helpful to know what kinds of digital options are out there in case they become relevant in future projects or roles at work or personal use.

The assignment also helped me reflect on the importance of thoughtful tool selection, proper training, and user-centered design when introducing digital platforms into healthcare settings. I feel more confident in evaluating the usefulness of digital applications and I am more open to trying new tools that could improve individual workflow and team coordination, or even personal life.