SUCCESS STORY: Garden City Hospital

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Garden City Hospital Achieves New Level of Automation with FormFast

When Garden City Hospital realized that it needed an upgrade that would complement its existing HIS and archiving platforms, the provider turned to FormFast. FormFast has assisted many hospitals in the quest to become more efficient and high-performing. With its help, Garden City Hospital found success – reducing the need for manual tasks that were slow, inefficient and error-prone for a more seamless and cost-effective process.

Serving Metropolitan Detroit, Michigan, and housing 323 licensed beds, Garden City Hospital is a crucial part of the Prime Healthcare Services system. The hospital was already using FormFast output management software but was seeking an upgrade. While already predominantly paperless (and very efficient), Garden City needed a solution that would eliminate many menial, superfluous daily tasks that took up valuable time. The challenges? Total automation, fewer overall clicks and a user-friendly system that would be intuitive to the entire staff.

Luckily, FormFast was able to meet these challenges head-on with the help of Siemens, which was providing its Soarian product to Garden City as well. Collaboration between the software providers and the hospital yielded impressive results.


Improving interoperability

Garden City was already working with FormFast prior to the project, but the hospital sought further improvement to its system – to go from good to great by breaking the barrier between its forms software and its HIS platform. When implementing Soarian, the hospital seized the opportunity to upgrade its entire process.

By using FormFast, Garden City gained the capacity to create an automated workflow that eliminated the need to manually manage, organize, and print forms and labels across the organization. This saved the hospital valuable time spent finding and printing the correct forms and labels needed for each individual patient.

FormFast and Soarian set out to create a system that would allow both platforms to effectively communicate with and complement each other. The result was a better process for Garden City’s staff, providing new productivity gains.


Integrating autolaunch for improved process automation

FormFast and Soarian collaborated on an autolaunch integration, which would allow Garden City staff members to automatically launch into Web FormImprint using patient information. The workflow itself is simple: The user logs in to Soarian Clinicals, selects the patient and clicks on FormFast in the interoperability menu. Users are then able to select individual forms or entire packets, which will automatically print on the local printer.

The improved process completely overhauled a once entirely manual set of tasks in which doctors, nurses, clinicians and administrative employees would have to find, print and organize existing forms and labels, and allowed them to automate the search for relevant documents and forms.

Form printing can be automated at registration or completed on demand using this workflow, which helps ensure the patient has all the necessary paperwork at every step of his or her time at the hospital. Automating the creation of form packets is especially convenient when many forms need to be filled out by a patient, as it eliminates the need to identify and print them all individually. The workflow itself is perhaps the most efficient part – the two products work almost as if they were one, never requiring the user to exit the program and reboot the other. As a result, patient accuracy is also greatly improved.

An additional feature provided to Garden City using FormFast’s integration with Soarian is the ability to instantly archive patient information using barcodes. Each patient number is assigned a barcode that provides an easy way to view, organize and update the patient’s record at any time. The integration is impactful in every corner of the organization as well: Between 800 and 1,000 individuals use the FormFast and Soarian integration each day at Garden City.


Faster forms, fewer clicks and better care

The collaboration has been important in a number of ways. It has vastly cut down on time spent handling administrative and clinical tasks, for one thing, making Garden City Hospital employees’ work more efficient. Jaicy Samuel, systems analyst at Garden City Hospital, explained that the integration has improved the entire clinical process, particularly registration.

“It’s seamless,” Samuel said. “The staff log into Soarian Clinicals and select their patients. There’s an icon to hit that interops into FormFast – that takes them into FormImprint, which is set up according to each department. They can click on those forms, and it will print to their designated printers. … For instance, if a mother needs to be registered in OB, they’ll go to the OB section, and they just need to click on the OB packet and the whole thing prints. The barcode with the patient ID will be on each form.”

Samuel also commented on how easy it was to create new forms using the software. During the project, she had to create more than 300 new forms – a task she cited as user friendly and relatively simple to complete.

“It’s not difficult because of the design software that makes the documents,” Samuel said. “[The task] is split between two of us – a person in one department actually does the document design in FormFast and she will send me the file. Then, I just deploy it. Very easy.”

The collaboration allows for the generation and printing of forms even if the Soarian Clincials software is experiencing downtime, thanks to Web FormImprint, making the FormFast software even more valuable to Garden City Hospital.

“The staff really likes FormImprint. Since the ADT goes over to FormFast at registration, staff have a standalone form platform where they can log in and get the patient information already in the system. They can print labels and forms even if [the HIS] is down,” added Samuel.

Overall, the time saved has had a significant impact at the hospital. When each individual’s day is more efficient and fewer resources are wasted finding, generating, printing and archiving forms, more time is spent on what’s important: patient care. In turn, staff may find their work to be more satisfying, as was the case at Garden City Hospital.

“There’s not much manual labor, especially with the new improved interop capabilities between Soarian Clinicals and FormFast,” Samuel said. “The staff really likes it – they don’t need to go anywhere. They don’t have a separate log-in, and the staff doesn’t have to put any labels on any forms – all the demographics are already there. We’re very happy with it.”