Pomona Valley Hospital Medical Center Boosts Patient Safety, Supports Siemens EDM with Access Enterprise Forms Management

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Award-Winning California Hospital Uses Barcoding to Ensure Positive Patient ID and to Auto Index Forms Data with Patient Records

"I can’t imagine moving to Siemens EDM without Access EFM."

A content/document management product can only improve information sharing at a hospital if staff can get information into it seamlessly and with minimal effort. When Pomona Valley Hospital Medical Center (PVHMC), based in Pomona, Calif., decided to implement Siemens EDM, they turned to the new Access Enterprise Forms Management (Access EFM) suite to get forms data directly into the system.

Seamless integration with the Siemens system enables PVHMC users to launch Access e-Forms Repository (EFR) directly from their Siemens Soarian Portal. Access EFR gives staff a single source for a complete library of standardized and current forms. Once completed, these forms are scanned into Siemens EDM, which uses barcodes to auto-index them with patient records.

“The tight link between Access EFR and our Siemens dashboard gives clinicians a simple way to retrieve forms without altering their workflow,” said PVHMC CIO Kent Hoyos. “Nurses and HIM staff no longer waste time with sticky labels, because forms are barcoded by the Access system.”

Before moving to electronic forms automation, patients or clinicians filled out redundant information on each form. With the Access system pulling patient data onto each form using unique data mapping technology, this is unnecessary.

“Each form output by Access EFR has patient demographics pre-filled, which saves time,” Hoyos said.

Access EFR has put a stop to nurses hoarding paper forms as well as version control issues.

“With Access EFR we know our clinicians are only using the current versions of forms, and they’ll never run out like we did with hard copies,” Hoyos said. “We’ve also created standardized sets of documents – so cardiac nurses are only presented with the cardiology forms they need, for example.”

Hoyos believes that Access EFM has helped simplify PVHMC’s expansion of the Siemens suite.

“I can’t imagine moving to Siemens EDM without Access EFM,” he said. “It wouldn’t have been possible without additional staffing, and even then there would’ve been delays in getting information into our Siemens system.”

Access EFM also helps facilitate the BMV process at PVHMC by outputting barcoded wristbands. To ensure the right medication and dose is dispensed to the correct patient, a nurse scans the barcoded labels on individual drug doses with the Siemens Medication Administration Check (MAK) system and then the patient’s wristband, and only dispenses the medication if there’s a positive match. Nurses also scan their badges so the hospital can see who has given the patient their medicine.

PVHMC is also using barcodes in testing blood sugars with a barcode-reading glucometer. Hoyos is impressed with the impact of the Access system.

“We’ve advanced our patient safety initiative with Access EFM,” Hoyos said. “Its support of two barcoding methodologies on patient wristbands, and of our specimen collection, medication dispensing and blood sugar testing processes gives us validation that we’re positively identifying patients every time.”

Using Access’s barcoding solutions alongside Siemens Medication Management suite has also improved patient satisfaction.

“When we scan barcoded wristbands produced by the Access system, it gives our patients confidence that we’re doing the right thing, which makes them feel safer,” Hoyos said.

About Pomona Valley Hospital Medical Center

Nationally recognized as a 100 Top Hospital, Pomona Valley Hospital Medical Center (PVHMC) is a 453-bed acute care, not-for-profit teaching hospital serving Eastern Los Angeles and Western San Bernardino counties. In addition to its national designation, PVHMC is also recognized throughout the state and the region for outstanding medical care and the efficient use of resources. Founded in 1903, PVHMC is accredited by the Joint Commission on Accreditation of Healthcare Organizations.

About Access

Access provides electronic forms and workflow automation solutions to hundreds of healthcare organizations worldwide. Access Electronic Forms Management (Access EFM) enables clinical and administrative departments to easily capture complete, current and accurate data and make it usable to people and systems across the hospital. This improves patient care and safety, cuts costs and enhances EHR, patient safety and downtime/disaster planning initiatives.


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Heather Cromer
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