valley medical center - steps for avoiding migration pitfalls

Healthcare Automation: Revolutionizing How You Work

Valley Medical CenterSteps for Avoiding Migration Pitfalls

Key Topics

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

What Sets Us Apart?


• Workflow automation platforms• Pioneers of automation• Largest customer base: hospitals & partners• Market leader• Global presence

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

Valley Medical Center


• 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)


• 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


• 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


• 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)


• 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)


• 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)


• 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)


• 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

Conclusion


• 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

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.

valley medical center - steps for avoiding migration pitfalls

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