Health information management departments have a common goal: get patient records into the hands of users as quickly as possible. In order to meet this goal efficiently, most hospitals agree that electronic records are the optimum solution. Reaching the solution, however, often isn’t as easy as recognizing it. The following are reasons why:
- Health information management departments are all different, and all have different processes for managing paper and scanning.
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Electronic records can be achieved a variety of ways.
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Archival records often exist in a variety of formats and storage systems due to maintaing the file room over time.
One option for overcoming these issues is EDCO® Health Information Solutions’ software as a service (SaaS). When utilizing this solution, EDCO stores the hospital’s records in a central electronic repository that the customer can securely access 24/7 by using an Internet login. The following examples are testaments to how the SaaS solutions provides many benefits including built-in IT support, remote access option, reduced demands on IT staff and server capacity, and offsite security.
Valley View Regional Hospital
Valley View Regional Hospital in Ada, Oklahoma, was using EDCO for backfile scanning and conversion. Electronic images were imported onto the network and electronically accessible. Looking towards the future, Valley View’s IT Department was developing an electronic medical record (EMR) initiative. The IT Department partnered with the HIM Department to find a turn-key solution that freed up server space and reduced back-up time.
“I gave the challenge to EDCO and they introduced us to their SaaS services,” said Linda Vires, Health Information Management Director at Valley View. “We moved the entire collection of electronic records to EDCO. When paper charts are sent for conversion to electronic data, they are uploaded directly to the SaaS system.”
Vires considers the SaaS solution to be faster and easier to use, compared to their previous process. The hospital benefits from its deployment.
Duncan Regional Hospital
About 90 miles away, in Duncan, Oklahoma, Duncan Regional Hospital was in the middle of an onsite backfile scanning and conversion project, and they found it frustrating. Their patient records existed in a variety of formats: paper, CDs, and film, which made electronic conversion a daunting task. They were three months into the project without an end in sight.
Duncan’s IT Department recognized another problem. They could not accomodate the needed server space and back-up requirements. Importing quality digital image files was causing Duncan to max out their storage capacity. Additionally, they found that backing up images to tapes took days.
“A reality check told us we didn’t have the expertise, equipment, or manpower to finish the project,” said Rodney Freeman, IT Supervisor. “We also couldn’t get the data from the archived CDs and microfilm into a compatible format for our server. We turned to EDCO for ideas since they had been converting our paper to microfilm for years. As soon as they suggested the SaaS service, I recognized the value and presented it to administration.”
EDCO took on the project. The first step was to convert CDs and film archives for the SaaS system. Then the remaining charts were digitized. The work Duncan had taken months to accomplish, EDCO finished in less than a week. Additionally, all the records resided in one location.
The next test was satisfying the users of the records. Freeman attended training for the software and quickly learned how to use it. Users were delighted with the fast retrieval time. Records were available 24/7 to anyone with authorized access.
Another benefit was the underground location. Residing offsite meant no worries of tornadoes and severe weather, which are prevalent in the Midwest. Also, the SaaS solution did the redundant work and automated back-up.
Freeman believes the industry is moving towards more SaaS options. In fact, Duncan is using SaaS for insurance, community benefits, and educational programs. As an IT manager, he has to prioritize the workload, and this is a relatively simple way to accomplish that goal.
“We should have started with EDCO’s conversion and SaaS services and saved a lot of headaches,” said Freeman. “It’s easier to manage data and one less thing to worry about.”
With the SaaS solution running smoothly, Freeman has been able to focus on other initiatives such as converting paper charts to electronic images soon after they are created. EDCO provides an onsite team to daily scan documents into the local network while also transmitting encrypted data to the SaaS solution as a back-up system.
One of Duncan’s future goals is implementing a Computerized Physician Order Entry (CPOE) product, which brings them closer to a paperless environment and is a key component in increasing patient safety.
Evaluating SaaS
These two hospitals are among the many who find that the SaaS solution is a simple, turn-key solution that frees up server space and reduces the IT time needed to manage documents in a local network. For some, this is adequate as a long-term electronic record solution. For others, it serves as an easy stepping stone along a more complicated path.
