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J Am Dent Assoc, Vol 138, No 2, 209-218.
© 2007 American Dental Association | ![]() |
RESEARCH |
A pilot study
| ABSTRACT |
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Methods. Three dental informatics researchers performed heuristic evaluations of four PMSs to identify potential usability problems that may be encountered during the clinical care process. Each researcher performed three common clinical documentation tasks on each PMS and examined the clinical user interface of each system using a published list of 10 software heuristics. An observer recorded all findings, summarized the results and totaled the heuristic violations across all programs.
Results. The authors found 229 heuristic violations. Consistency and Standards, Match Between System and the Real World, and Error Prevention were the heuristics that were violated most commonly. The patterns of heuristic violations across software packages were relatively similar.
Conclusions. The findings provide an initial assessment of potential usability problems in four PMSs. The identified violations highlight aspects of dental software that may present the most significant problems to users.
Clinical Implications. Heuristic violations in PMSs may result in usability problems for dentists and other office personnel, reducing efficiency and effectiveness of a software implementation. Vendors should consider applying user-centered design methodologies to reduce the number of potential usability problems.
Key Words: Computers; documentation; decision making; technology; evidence-based dentistry; practice management systems
Abbreviations: ADA: American Dental Association PMS: Practice management system
Evidence suggests that dentists face many barriers when using computers in clinical care.1 Rapid technological obsolescence, high cost, implementation problems, insufficient system reliability, infection control and software limitations are factors that contribute to the difficulties of installing and using computers in the clinical environment. Participants in a recent study conducted by the University of Pittsburghs Center for Dental Informatics1 identified two significant barriers: complexity and poor usability of practice management systems (PMSs). When asked how chairside computing could be improved, 37 percent of the respondents listed "better input methods" and 10 percent listed "improved user interface design," making these two issues the first and third most frequently suggested improvements, respectively. (The second most frequently suggested improvement was "smaller computers.") While these findings suggest that poor usability is impeding the adoption of computers at chairside, little is known about the specific usability problems that dentists may encounter when using a PMS.
In this study, we used heuristic evaluation2 (a method in which reviewers judge the user interface and system functionality as to whether they conform to established principles of usability and good design) to provide an initial description of potential usability problems in four major PMSs. (For a more detailed explanation of usability and heuristic evaluation, see the sidebar on page 211). Similar studies have been conducted on clinical systems in medicine.37 We are planning to follow up with formal usability tests to validate our current results.
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METHODS
TOP
ABSTRACT
METHODS
RESULTS
DISCUSSION
CONCLUSIONS
REFERENCES
In this study, we used a set of 10 heuristics published by Nielsen8 to evaluate the PMSs. Table 1
provides a list of the 10 heuristics, including brief descriptions and examples to illustrate their meaning.8
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All of the evaluators were dentists with a significant background in informatics and information systems. The faculty member was an expert in heuristic evaluation, and the postgraduate students had completed a course in human-computer interaction evaluation methods, including heuristic evaluation. All of the evaluators were familiar with PMSs in general, but had no experience through routine use. Before the study, a faculty member with expertise in human-computer interaction and medical informatics (V.M.) conducted a refresher tutorial about heuristic evaluation with the evaluators. The tutorial used examples from a PMS that was not evaluated in the study.
We chose three common clinical documentation tasks for the evaluators to perform to focus the heuristic evaluation on key clinical functions of the software applications. We asked the evaluators to record a mesio-occlusal carious lesion on the maxillary left central incisor, a porcelain-fused-to-metal crown on the maxillary left first molar and the periodontal status of one quadrant of the dentition. Evaluators told the observer the heuristics that they considered to have been violated while completing the tasks. An observer (T.T.) wrote down the violations and helped record illustrative screen shots when necessary using a recorded macro function in Microsoft Word (Microsoft). While the evaluation was grounded in the three documentation tasks, the evaluators were free to explore other clinical (but not administrative) program functions to increase the coverage of the heuristic evaluation.
We limited the sessions to approximately one hour per evaluator and software application. We compiled the heuristic violations identified by each evaluator in a spreadsheet and summarized them for each program. We identified the heuristic violations found by more than one evaluator, and totaled the violations categorically across all PMSs. All of the evaluation sessions were conducted over a two-week period in February 2005. Each evaluator evaluated the systems in a different order. We submitted a draft of this article to all three PMS vendors for verification of reported findings. Both Dentrix Dental Systems and Patterson Dental replied, and their relevant comments appear in the Results section.
| RESULTS |
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Visibility of System Status.
Figure 1
illustrates an example for a violation of the Visibility of System Status heuristic during charting of a porcelain-fused-to-metal crown on tooth no. 3 in the Dentrix system. To chart an existing restoration in the Dentrix system, the user must identify a tooth, the restoration type (for example, amalgam) and possibly other attributes (such as surfaces).
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Match Between System and the Real World.
Complying with the heuristic Match Between System and the Real World often results in a conflict between realism and abstraction; users recognized many realistic representations immediately, but the realistic illustrations often are not practical (for reasons such as space constraints). For instance, in both the Dentrix and EagleSoft systems, occlusal surfaces look relatively natural, whereas in the PracticeWorks and SoftDent systems, they are displayed schematically (Figure 2A
). In our study, the EagleSoft systems tooth schema was considered an insufficient match between the system and the real world, because both the lingual and buccal views are oriented in the same direction. The SoftDent system uses the more common approach of displaying lingual and buccal views.
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Consistency and Standards.
We found examples of deviations from general standards in the inconsistent use of colors in the SoftDent and Dentrix systems. For periodontal status, the Soft-Dent system displayed pocket depths greater than 4 millimeters in red. However, the associated bars on the teeth (Figure 2B
) were colored green, regardless of the pocket depth. Thus, the program not only violated a general convention but also was internally inconsistent. Analogously, the icon for charting a tooth fracture in the Dentrix system shows a green zigzag line. When the fracture is charted on a tooth, however, the zigzag line is black.
We found visual and functional designs that were inconsistent with operating system conventions multiple times in all programs. For instance, most users of Windows operating systems are familiar with selecting an object on the screen and pressing the "Delete" key to delete it, "Shift"-clicking to select a range of objects, "Control"-clicking to select discrete objects and pressing the "Close" button in the top right-hand corner of a window to close it. None of the PMSs we evaluated in our study implemented any of these conventions. For instance, it was not possible in any application to select a tooth during charting and to press "Delete" to mark it as missing. In all applications, clicking on several teeth in sequence added each tooth to the selection; thus, dental programs behave unlike most other Windows applications, which deselect previous selections when a new item is clicked. In another break with convention, the SoftDent system placed the "Close" button in the top left-hand corner of all internal windows, while the main application window itself could be closed using the standard Windows "Close" button.
Esthetic and Minimalist Design.
Our study found several avoidable instances of violations of the Esthetic and Minimalist Design heuristic. For instance, the SoftDent system displays a graphic of a clipboard and a pencil in the hard-tissue charting window, which is irrelevant information. It also shows alerts that are hard to read owing to the use of too many font colors, overlapping text and irrelevant background images (Figure 3
). In the PracticeWorks system, the indicator for the pocket depth field on the periodontal chart sometimes obscures existing values (Figure 2C
). In other programs, available screen area sometimes is not used, though it would be beneficial. For instance, in the Dentrix system, the periodontal chart cannot be maximized, forcing the user to cope with a dense screen design when entering or reviewing data.
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User Control and Freedom. Our study failed to discover any implementation of an immediate "Undo" feature except in the PracticeWorks system. In the other software packages, the users must complete a possibly complicated sequence of operations when correcting an erroneous entry.
Error Prevention. All of the PMSs we evaluated allowed the user to make errors when entering an item of information. When adding a clinical note, the SoftDent system allowed the user to type the date "44-44-4444." When the user exited the date field, the system displayed an error message. Thus, the user can make successive errors in the month, day and year portions of the date field before the program flags the erroneous entry. In the Dentrix systems periodontal chart, the user can specify a future date for the examination to be recorded without receiving a warning. In the EagleSoft system, it is possible to chart a bridge connecting teeth in different arches; while the program lists the correct ADA code and description for the abutments, the hard-tissue chart shows crowns with connectors.
The four PMSs we evaluated allowed the user to enter multiple procedures or findings that, in combination, either were erroneous or not plausible. For instance, the PracticeWorks system accepted the following sequence of entries on tooth no. 32: existing bony impaction, planned simple extraction and planned crown. The same or similar data entry combinations were feasible in other programs. The four PMSs also did not alert the user to implausible entries, such as multiple mesial-occlusodistal amalgam restorations for the same surfaces on the same tooth.
Help Users Recognize, Diagnose and Recover From Errors. We found few instances in which the programs alerted the user to the possibility of an error. Thus, it was left to the user to recognize erroneous entries.
Help and Documentation. All of the programs provided online help, but it was not available at all points in all programs. For instance, the Practice-Works system did not provide access to help in its charting module. Optimally, "Help" is context-sensitive (that is, invoking it should display documentation relevant to the current screen). In the Soft-Dent system, for instance, the "Help" window always displayed the main index of "Help" topics, regardless of where in the program the user was. In some cases, it was not easy to relate the content of the screen to the documentation. For instance, "Help" in the Dentrix system did not include an explanation of the symbols on the hard-tissue chart.
Flexibility and Efficiency of Use. Our evaluators found a limited number of violations of the Flexibility and Efficiency of Use heuristic. A common finding for all of the programs was that keyboard shortcuts were implemented, but were not always available for the most frequently used tasks. For instance, the SoftDent system offered shortcuts for performing a periodontal screening and recording index and for charting caries, cracks and periapical conditions. However, a shortcut for charting restorations was not available.
| DISCUSSION |
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Our study validates findings from another study,1 in which dentists with computers at chair-side identified the user interface and steep learning curve as one of the obstacles to the clinical use of computers. We discovered the most potential user interface problems among the four PMSs for the Consistency and Standards, Match Between System and the Real World, and Error Prevention heuristics. We found comparatively fewer problems for the Flexibility and Efficiency of Use; Help Users Recognize, Diagnose and Recover From Errors; and Help and Documentation heuristics. Because heuristic evaluation is a qualitative, not quantitative, analysis of potential problems in a user interface, direct statistical comparisons of the frequency of violations among programs are not meaningful.
It may be argued that training can obviate many of the potential usability problems we identified. While this is true, it misses the point of good software design. For novice users, good software should be as intuitive and usable as possible; for trained users, it should be efficient and effective to use. The capacity of humans to adapt should not be an excuse for not engineering technology to the highest standards of ergonomics and usability.12
Our study had several limitations. Heuristic evaluation is only one method of evaluating user interfaces. A review of studies comparing usability testing and expert reviews did not yield conclusive evidence that one approach is superior to the other.13 According to two studies, the results of heuristic evaluation and usability testing may be largely complementary, which suggests that using both methods together would produce more valid results than those of either one used alone.14,15 In addition, a heuristic evaluation does not indicate the elements of the program that follow usability guidelines properly (though evaluators can be asked to note instances of heuristic adherence), nor does it reveal missing functionality. We are conducting formal usability tests of the four PMSs to validate the results obtained through heuristic evaluation.
Although the evaluators had both expertise in the domain in which the system would be used and usability assessment experience, a greater number and variety of evaluators most likely would have uncovered a larger number of heuristic violations.9 To ensure the accuracy of our results, we submitted a draft of this article to the three vendors to verify reported findings. Both Dentrix Dental Systems and Patterson Dental provided feedback, which we incorporated as appropriate.
Even comprehensive evaluations using state-of-the-art human-computer interaction methods are not a substitute for a user-centered approach to designing software. User-centered design "in broad terms ... is a design philosophy and a process in which the needs, wants and limitations of the end user of an interface or document are given extensive attention at each stage of the design process."16 User-centered design tries to adapt and structure the functioning of a user interface around how people can, want or need to work, rather than the other way around. The user-centered design process should be informed by best practices that have been validated through rigorous research.10,11,17,18 Given the positive results that user-centered design has yielded in other areas, it seems advisable to begin applying this method to the development of dental software.
| CONCLUSIONS |
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We hope that the dental software development community uses our findings to improve its products and considers applying user-centered design methodologies in its development processes.
| FOOTNOTES |
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| REFERENCES |
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