Valley Medical Center - Steps for Avoiding Migration Pitfalls
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Transcript of Valley Medical Center - Steps for Avoiding Migration Pitfalls
Healthcare Automation: Revolutionizing How You Work
Valley Medical CenterSteps for Avoiding Migration Pitfalls
3© 2016 Boston Software Systems |
• What Sets Us Apart?• Migration & Resource Challenges• Valley Medical Center
• Challenges in migration• Before & after Boston WorkStation• Results and achievements
• Closing Thoughts• Questions & Answers
Key Topics
5© 2016 Boston Software Systems |
• Workflow automation platforms• Pioneers of automation• Largest customer base: hospitals & partners• Market leader• Global presence
Boston Software Systems
6© 2016 Boston Software Systems |
• Leading automation platform• Works when other approaches will not• Does not require vendor involvement• Speeds implementation time• Reads, writes, and reacts to application screens
• Build automations• Automate manual tasks• React to and control end user activity
Boston WorkStation
8© 2016 Boston Software Systems |
• Largest non-profit healthcare provider between Seattle and Tacoma, Washington
• Operates a network of more than two-dozen primary care, urgent care and specialty clinics
• Offers medical, surgical and 24-hour emergency care as a Level III Trauma Center
Valley Medical Center (VMC)
9© 2016 Boston Software Systems |
• VMC decided to implement Epic as a new EMR solution
• Faced with retiring existing ambulatory software • McKesson Practice Partner• Horizon Ambulatory Care (HAC)
• Needed to have all information available in ChartMaxx • Uploading all ambulatory charts and linking select portions
of charts into Epic• Needed to access all data from Epic as links into
ChartMaxx• Charts, patient progress notes, EKGs, Spirometry and
advance directives
Challenges in Migration
10© 2016 Boston Software Systems |
• Patient Charts• 200K patient charts to be completed manually• Printed to PDF and uploaded into ChartMaxx
• Progress notes • Required manual printing of approximately 1.3M patient
visits • Ambulatory software would need to be kept running
for many years• The number of people, equipment, and errors would have
made it more expensive than keeping the application running
Before Boston WorkStation
11© 2016 Boston Software Systems |
• Had several VMs running the same automation in order to meet deadlines
• Wanted a single automation that would be flexible and accommodate different:• Input source file directories• Working directories that would select different
items from the partial chart list • Used a file on each VM indicating the
working directory name and type of data being processed
Process for Automation (1)
12© 2016 Boston Software Systems |
• BWS uses standard VB making it possible to:• Create and manipulate files• Run other programs like PDF merge and ftp
• Several automations resulted:• Actual creation of the PDFs from McKesson Practice
Partner• FTP the files to the ChartMaxx server• Perform reconciliation between a master list of visits
and the results files created by Boston WorkStation• Project scope ensured one visit level and one
complete chart run• Separate script was created to open the EKG and
Spirometry data in a different application for upload
Process for Automation (2)
13© 2016 Boston Software Systems |
• Realized annual cost savings of $200K by retiring Practice Partner• Happy manager (Business Support Applications)
• Clinicians gained instant access to patient’s data without opening Practice Partner• Happy doctors
• Completed the progress note upload to Epic shortly after the clinic go-live• Even happier doctors
Automation Results (1)
14© 2016 Boston Software Systems |
• All ambulatory data now stored inthe same location as hospital data• Mirrors Epic by keeping patient legacy data in one place
• Happy Health Information Management (HIM) Team • Frees valuable cold room space
• 5 Citrix servers will be re-purposed / removed• Happy Systems Team
Automation Results (2)
15© 2016 Boston Software Systems |
• With Boston WorkStation, Valley Medical Center has: • Saved tens of thousands of hours of manual entry • Ensured deadlines were met by automating multiple data
loads and migration projects • Delivered against multiple department goals by
accomplishing this project on their behalf• Achieved a smooth transition to Epic without massive
cleanup efforts
Our Migration Success
17© 2016 Boston Software Systems |
• With automation, better efficiencies can be realized no matter the system or hospital
• Deliver against target deadlines and budgets • Automation solutions aren’t months away – they can
be days/weeks away• Every time a process is automated, a hospital will
save more money
Closing Thoughts