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It sounds like an opportunity to create a better piece of software, one with a reasonable workflow and one single sign-on. Without knowing anything about your particulars, here are my thoughts on how to do the workflow part right:

each diagnosis requires a code to complete a write-up, but this is only necessary for closing the session. You can add diagnoses and write free-text descriptions in place, then code later.

Code lookup is integrated and can be searched in multiple ways (hierarchial, string, similar diagnoses)

Someone else can do the coding once the diagnosis is in (subject to permissions). You must approve all codes entered by another as part of closing the write-up.

advantages:

Liability. You won't have to explain why you (or the newbie doctor) don't record historical data, as it's done because it's easy.


Fewer mistakes, due to better records

Division of labor. One or two people can code for several docs, and mistakes can be tracked and reduced. This last part may be controversial, as people don't like being watched.

Depth, speed similar to paper, but nobody has to worry about doctor chickenscratch.
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