SUCCESS STORY: Orlando Health – Health Central Hospital

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Standardizing Documentation Processes & Improving Efficiency

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Like many hospitals, Health Central Hospital (HCH) was in search of a better way to manage healthcare forms. The hospital’s previous electronic forms management solution was limited and their reliance on print shops for many of their form needs only added excess paper and time to critical, time-sensitive processes.


Aligned with their efforts to standardize documentation processes, HCH chose to utilize FormFast solutions to boost productivity, save time and money, and to streamline form processes across the enterprise.

 

 

Orlando Health – Health Central Hospital’s partnership with FormFast has made all of the difference in gaining better visibility and control over the mission-critical documentation processes that help drive quality patient care at their hospital. FormFast helped the hospital achieve their goals of establishing new documentation standards, improving efficiency and retooling form management protocols.

“We went live with FormFast in 2011. We chose the forms management solution to complement McKesson’s STAR, HPF and clinical products,” said HCH’s Systems Analyst, Dina Daniel.

Automating & Improving the Registration Process

One of the most important improvements FormFast enabled was streamlining the collection of signatures at registration.

Prior to implementing FormFast, the registration process was paper-based, time-consuming and inefficient. FormFast eSignature features forms that are electronically signed and instantly archived into the EHR.

eSignature has saved the registration staff at HCH a significant amount of time. The hospital uses McKesson products, including the ILE functionality that seamlessly launches FormFast eSignature to create a streamline workflow at registration. This is a dramatic improvement from HCH’s previous registration process.

“Typically, what used to happen in the registration process is they would admit the patient and all the paperwork would print. They would go to the printer, pick it up, take it back, have the patient sign all the forms. Then they would go scan it all in and put it in the shredder box. Finally, they would select the specific patient folder in HPF, and manually index consents or face sheets,” said Daniel.

With FormFast in place, admission forms are automated and the documents that need to be signed are generated by analyzing patient information sent from the registration system.

FormFast eForms are selected and grouped based on pre-defined logic and imprinted with HCH’s patient-specific demographic information.

The eForms are then displayed on a secondary monitor making it easy for patients to read and understand the forms they are required to sign.

Patients apply their signature on a signing device. Once the electronic forms have been signed, they are instantly archived in the EHR, eliminating the need for manual scanning and ensuring the correct location in the patient record.

“We started in the ED registration area for electronic signatures and the admitting process through ER so we could do true bedside registration. We then launched FormFast throughout the rest of the house. We have about 1,100 forms,” adds Daniel.

Saving Time & Promoting Adoption Success

A survey by Jackson Healthcare found that nurses spend a quarter of the average 12-hour shift on non-patient related tasks, like paperwork.

With FormFast in place, the nursing staff at HCHC has streamlined core processes and reduced the amount of time needed to complete tasks, such as gathering a patient’s discharge documents.

“The biggest FormFast adoption capability from the nursing staff is the ability to print the same form,” she said. “If they have four patients that are being discharged, they can print all their discharge paperwork for every single patient that is being discharged all at once. They don’t have to pick a patient, then pick 10 different forms for that patient, then go and pick the next patient, and then pick all their different forms – and repeat the redundant, time-consuming process. The ability to print multiple forms has been a huge adoption win for the nursing staff.”

In addition to adoption success in the nursing department, the HIS staff found relying on electronic forms drastically reduced the number of steps involved in maintaining and organizing patient records. Today at HCH, when a patient signs the form, it’s automatically archived, cutting down on the amount of paper and the time involved in this lengthy process.

Setting New Documentation Standards

According to the Office of the National Coordinator for Health Information Technology, providers need catered approaches to meet their unique set of requirements. That includes developing organization-wide documentation standards to operate effectively.

Before FormFast, the management and standardization of healthcare forms proved to be a challenge.

“We had some users that when they needed a form, would just open Microsoft Word and create their own form. We did lack the standards there. Since implementing FormFast, we’ve eliminated the use of print shops, which we previously relied on for some of our healthcare form needs, and established a standardized process,” said Daniel.

With FormFast, HCH now has more efficient and reliable processes in place. FormFast’s solutions give HCH staff access to the most current versions of specific form templates, promoting improved compliance and reducing obsolescense.

“It’s a wonderful feeling knowing that all of our employees have access to the latest version of a form,” said Daniel.

A Better Method of Form Creation

Part of the hospital’s noticeable success with the forms management tool is how FormFast handled the form conversion process. FormFast takes the hospital’s paper forms and converts them into electronic files. Once designed in FormFast’s electronic format, HCH has free reign to quickly modify the forms on-demand, freeing up time for designers and preventing unnecessary committee meetings.

FormFast allows for hospitals to take their current, paper-based forms, that are already familiar to the staff, and convert them into eForms. Daniel noted that HCH’s previous forms management software was far less advanced, offering fewer design options and requiring more work from designers overall.

In addition to creating individual forms, HCH also appreciates FormFast’s ability to help with simplifying data streams, particularly pertaining to McKesson’s STAR system.

“We kind of took a step back and said, “Is there a way we can just send one data stream over from STAR?” Because, then you can basically train or set up rules in FormFast that say, “If it’s an inpatient admission, I want it to print X, Y and Z.” This allows us to avoid sending over multiple data streams,” said Daniel.

Conclusion

The aim of any hospital is to deliver a quality care experience, but without an efficient and reliable forms management process, maximizing staff efficiency can be a difficult task to achieve. A lack of standardization in this area can lead to process bottlenecks, delayed care and ultimately, affect patient safety.

FormFast has played a critical role in helping HCH boost productivity, improve adherence to documentation standards and streamline core processes vital to the mission of the organization.


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