Healthcare Industry Solutions

Healthcare Industry Solutions

Meeting the goal of ‘Improved Patient Outcomes’ includes optimising the administrative processes around the creation, access, management, archiving, and efficiency of a Patient’s Clinical Record.  Ensuring that clinicians have on demand access to the correct patient record in a timely fashion is an essential factor in the delivery of a high standard of care.  As each District Health Board (DHB) develops a Health Strategy that best serves their communities, it is essential that they stay abreast of emerging solutions and new technologies.

One of the key areas that is topical for many healthcare providers is the concept of Digital E-Records.  UpFlow Solutions have vast domain experience in Electronic Health Record projects so we are the perfect partner to help with your Digital Transformation journey.

Below are just some of the ways in which we can help.  These solutions are ones which can be delivered in parallel with, or integrated as part of, other paper-lite projects.  Alternatively, they can be deployed as a sequence of value-add initiatives.  The interconnectivity of these projects means that the benefits they deliver can be maximised as each solution goes live.

Capture Solutions

Most DHBs have physical patient record collections spanning hundreds of meters of shelving and weighing several tonnes.  Tackling this challenge is a two-pronged approach of addressing the back-scanning requirements as well as digitising the day-forward documents.  Both of these initiatives require a robust and consistent method of digitising, classifying, indexing, and migrating the documents that ensures all documents are filed correctly, efficiently, and cost effectively.

 

It is also important to understand that document capture need not be dependent on a physical document.  Our capture platform can accommodate both scanned documents as well electronic files from non-integrated point solutions.  This is a key factor in deploying day-forward capture as it devalues the historical paper records as they reach the end of their required retention period and are replaced by the more accessible digital record.

 

UpFlow Solutions can help from the very beginning of this journey by providing assistance with the scoping policy recommendations through to the provision of a scanning services bureau as well as any ongoing support and training requirements.

Record Management

After capturing and classifying both the physical and electronic documents, the next essential component is to move the documents into a system that not only can manage and categorise the documents, but also make them available to the various departments and specialties.  While some DHBs maybe have an existing solution to accommodate these electronic records, others have a web-portal based approach and require an underlying document management solution which can be exposed into those portals.

 

A FileBound solution can deliver a structured document repository where patient records are categorised by department (e.g.: Inpatient, Outpatient, Emergency, etc) and then grouped by medical event and/or speciality.  This means that no matter where the patient is being treated, on demand access to their records can be provided to the clinicians that need them in a fast and secure way.

Workflow

One of the biggest challenges of a paper-based workflow is that the overall status is lost as it moves from person to person. Transparency of the process is compromised and there are clinical risks that paper could be lost in transit as it moves between departments. In the absence of a workflow tool, paper documents are sometimes used as a workflow token to generate the next required step or action in a process. However, this compounds the paper challenge by increasing the burdens on digitisation teams and long-term archive requirements.

A FileBound solution can not only provide a DHB with a much-needed document management platform, but can also provide a highly configurable workflow engine to digitally emulate existing processes. Documents can not only be routed between users / groups, but those users / groups can be assigned specific tasks to complete with those documents. At any stage, those involved in the workflow can instantly see the status of any routed document and processing delays can be minimised or in some cases avoided all together.

E-Forms

Forms are still one of the most utilised ways of requesting, gathering, or submitting data throughout a hospital. However, a paper-based forms process is fraught with risk. Even if we ignore the workflow risks mentioned above that can include a lack of transparency and document loss, there are other risk that forms present. Versioning control is an almost unavoidable issue when form templates are pre-printed. This can then exacerbate the issue of forms being submitted when they are incomplete, or worse, forms that are routed incorrectly. Also, when forms are essentially used as paper-based workflow tokens and dependent on a physical journey around a hospital campus, there is a very real risk that the next step of the process could be compromised if the form is unduly delayed, incomplete, or sometimes even lost altogether.

Utilising an e-forms solution can address all these issues and help mitigate these risks. Not only will e-forms eliminate the costs of printing, routing, and storing paper-based form, but it will also provide measurable improvements in efficiency, transparency, and security as well.

Robotic Process Automation (RPA)

It is a stark reality that many New Zealand hospitals continue to operate legacy systems.  In some cases, these systems are more than a decade old and lack the APIs / integration options expected of their more modern counterparts.  Compounding this issue are the are roadblocks to upgrading these platforms.  Cost, resourcing requirements, technical expertise, support availability, lack of ongoing product development, and closed / propriety applications are just some of the challenges that an IT department in a DHB will have to wrestle with.   Often the only way forward is to persist with the tried and true method of using people to manually key data both from document to system, and from system to system.

 

Robotic Process Automation (RPA) can be the solution to this problem as it can emulate the user tasks involved with this manual data processing.  Robots (more commonly referred to as Bots) can be rapidly deployed to perform these repetitive manual tasks in the same way that a user would.  Using advanced screen mappings and click tracking techniques, coupled with sophisticated workflow options, a Bot can perform these tasks in an automated or semi-automated way to allow the user to perform more meaningful tasks.

Scanning Hardware

Hundreds of shelving meters and tonnes of documents means that any project needs to deliver a fast, high quality way of transforming paper-based documents into electronic records. Digitisation of large volumes of documents at speed, often on a range of different media types and rarely in pristine condition, means that the scanning hardware must be reliable and capable of withstanding the intensity of these requirements.

Whether you need high volume scanners for a Digitisation Bureau or departmental scanners for decentralised scanning, we can provide a wide range of specialised scanning hardware to best meet your needs. UpFlow Solutions can provide both Kodak and Contex imaging devices and provide a complete end-to-end solution for your digitisation requirements.

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Ministry of Health information

The New Zealand Health Strategy: Future direction is based around five strategic themes that outlines the high level direction for New Zealand’s health system over the 10 years from 2016 to 2026.

One of those themes – ‘Smart System’ – highlights the goals of:

  • discovering, developing and sharing effective innovations across the system
  • taking advantage of opportunities offered by new and emerging technologies
  • having data and smart information systems that improve evidence-based decisions, management reporting and clinical audit
  • having reliable, accurate information that is available at the point of care
  • providing individual online health records that people are able to access and contribute to
  • using standardised technology that allows us to make changes easily and efficiently