5 EMR/HIS Migration Secrets All Department Leaders Must Know

Healthcare Automation: Revolutionizing How You Work

5 EMR/HIS Migration SecretsAll Department Leaders Must Know

Key Topics

3© 2016 Boston Software Systems |

• What Sets Us Apart?• Migration & Legacy System Challenges• Hospital Success

• Challenges in migration • Before & after Boston WorkStation• Results and achievements

• Closing Thoughts• Questions & Answers

Key Topics

What sets us apart?


We revolutionize how healthcare works

• Error-free automation for every healthcare application

• The most sophisticated automation platform to meet the changing needs of your entire organization

• Experts in enterprise automation• Largest customer base: hospitals & partners• Market leader• Global presence

Boston Software Systems


• Having to keep going for at least 7-21 years for litigation/legal purposes

• Patient history access for clinicians• Keeping access available for affiliates/divest• Costs:

• Hardware• Software • Human Resources

Challenges of Legacy Systems


• Leading workflow automation solution• Works when other approaches will not• Does not require vendor involvement• Speeds implementation time• Reads, writes, and reacts to application screens

• Automate manual tasks• Schedule Automate tasks• Distribute Results

Boston WorkStation

Hospital Success


• Clinical Documentation: Need to provide providers with as much abstracted data as is reasonable prior to activation • Goal: Decrease duplicate documentation in new system. • Goal: Lesson productivity constraints as much as possible• Goal: Increase patient satisfaction with pre-loaded data and

less waiting time• Registration and Scheduling: Move existing

scheduled appointments and patient data to new EMR system prior to activation without compounding “bad data”

Paper to EMR: Common Challenges


• Multiple interfaced systems• Clinical documentation and billing on paper and/or

other systems• Third party billing which was both manually and

electronically entered by both the provider and the billing staff, depending on the practice

Before Boston WorkStation


Preload as much abstracted data into EMR as is reasonable prior to activation

Option 1: Review paper charts and manually enter data• Extensive resource time commitment and cost• Estimated 18 FTE’s over 12 month period to complete• Must be completed where the patient paper chart is located

Option 2: Secure third party resource for automated process of entering data that can be extracted from various reporting systems• Less resource requirements• Removes ‘human error” issues• Allows for duplicate checking and updating of patient data• Can be completed outside of practice

Challenge #1


Move existing scheduled appointments to new EMR system without compounding “bad data” issues• Option 1: Print Schedules and manually enter as new appt’s

• Extensive resource time commitment and cost• Estimated 18 FTE’s over 12 month period to complete

• Option 2: Dual entry of appointments • Resource restraints and cost• Dual maintenance of both EMR and interfaces for greater than 12

months• Option 3: New appt’s entered in new system with view only of

previous system• Dual maintenance of both EMR and interfaces for greater than 12

months• Option 4: Secure third party resource for automated process of

entering that data that can be extracted from various reporting systems

• Less resource requirements• Removes ‘human error” issues

Challenge #2


• Decision: • Secure third party support for automation activities

• Process:• Determine and prioritize data to be abstracted from

previous records• Determine what data could be extracted as electronic

documents• EMPI data• Scheduled Appointments• Patient registry information from state and local

reporting agencies• Manually created data collection systems

• Work with BSS to determine scope and cost• Assign resources to extract reports, design, and test• Incorporate automation activities into overall timeline• Monitor and manage errors

Decision


• Find the patient’s chart• Select the application or control required• Add data in appropriate locations, utilizing custom

rules and workflow processes approved by client• Monitor for errors with manually correct

Automation with Boston WorkStation


• During negotiation and contracting process• Partner attitude not vendor• Understood this would be a one-time project

• Boston Software Systems built the automation• Allowed client staff to stay focused other tasks instead of

having to learn the Boston WorkStation application• Out of the box thinking around pricing

• One-time project set a fixed price instead of requiring annual developer and run-time license fees with support contract

• After automation provided, validated and running• Easy to reach out to BSS support desk• On occasion requested person who developed automation

to assist if complex issues for faster edits

Working with Boston Software Systems


• Very cost effective solution• Not sure how the project could be completed without

Boston WorkStation• Resources were able to stay focused on other tasks

as the migration piece was left to Boston WorkStation

• Errors far less than would have been if a manually process had been used

Summary

Conclusion


• With automation, better efficiencies can be realized no matter the system or hospital

• Save time and money not having to train temps• 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 saves

more money

Closing Thoughts

Together, wecan revolutionize

how you workThank

You!©2016 Boston Software Systems. Boston WorkStation and Boston Software Systems are registered trademarks of Boston Software Systems, Inc. All other trademarks are acknowledged to their respective owners.

Health & Medicine

5 EMR/HIS Migration Secrets All Department Leaders Must Know