Access Intelligent Forms Suite Enhances MEDITECH Scanning and Archiving at Colchester East Hants Health Authority

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Top healthcare organization advances scanning initiative and provides registration clerks and clinicians with pre-filled, barcoded forms on demand.

As well as barcoding each page, Access IFS pulls data from our MEDITECH system and pre-fills forms, which is a big time saver.”

When administrators at Colchester East Hants Health Authority (CEHHA) decided to construct a new facility, they quickly realized that they would no longer have room for pre-printed paper forms that were taking up valuable floor space at the current location. To solve this problem, they decided to implement MEDITECH Scanning and Archiving, but needed a way to barcode forms more efficiently than by having staff members apply sticky labels to each page. After a thorough market evaluation, they selected Access Intelligent Forms Suite (IFS)– part of the industry-leading Access Enterprise Forms Management (EFM).

“The ability of Access Intelligent Forms Suite to barcode forms is a great complement to our MEDITECH Scanning and Archiving system,” says Charlotte Smith, Director of Health Information/Privacy Officer at CEHHA. “We were also impressed by its ease of use and by the healthcare knowledge of the Access team.”

Smith and her team identified patient admissions as a perfect fit for the combination of Access IFS and MEDITECH SCA. When clerk registers a patient in MEDITECH, they simply click a button to create and print a customized forms packet with Access IFS. This is more efficient than the previous method of pulling individual paper forms.

“With Access Intelligent Forms Suite, our registration clerks don’t need to remember every form because a completed packet is assembled automatically and printed on demand,” Smith says. “As well as barcoding each page, Access IFS pulls data from our MEDITECH system and pre-fills forms, which is a big time saver.”

When CEHHA admits patients from outside Canada, there are particular forms that must be completed if the organization is to bill the patient and their insurance company. When relying on a manual, paper-based process there was the chance that a form could be forgotten. This is impossible now that Access IFS is in use.

The Access suite is also providing forms automation benefits on clinical floors, where it is being used to manage forms in all inpatient areas. Before deploying Access IFS, clinicians sometimes created their own forms on the fly and photocopied these, leading to version control and data accuracy issues. CEHHA is using Access IFS to help normalize forms requests and production. With the intuitive Access Forms Designer, authorized versions can be put into use quickly.

“Managing forms in Access e-Forms Repository enables us to standardize our forms process for order sets and other clinical documentation,” Smith says. “This process ensures that only the latest versions are being used and all forms are readable, which is valuable from a compliance and data integrity standpoint.”

Before going live with forms automation, staff members at CEHHA spent hours each week manually affixing sticky labels on forms. The cost of these labels has skyrocketed in recent years and there was the chance of mislabeling or missing a page, errors that required redundant effort to correct. As Access IFS puts patient and forms ID information directly on forms, the productivity and financial costs of labeling have been eradicated.

“We could have never manually indexed forms in MEDITECH Scanning and Archiving because it’s too time-consuming,” Smith says. “Access IFS eliminates this concern and also the costs of affixing sticky labels on each form.”

When deploying any new technology, there will always be some objections or concerns from the user community. Once CEHHA’s clinicians and registration clerks began using Access IFS these concerns quickly disappeared, according to Smith.

“The forms coming out of Access e-Forms Repository look exactly the same as the old paper versions, which really puts our users at ease,” Smith says. “I’ve heard many positive comments about how user-friendly the Access system is.”

About Colchester East Hants Health Authority

Colchester East Hants Health Authority was formed by the Nova Scotia Department of Health in January 2001. The organization is responsible for managing and delivering a wide range of services to the 73,000 residents of Colchester County and the Municipality of East Hants. Services include Colchester Regional Hospital, Lillian Fraser Hospital, East Hants Resource Centre as well as Public Health, Mental Health, Continuing Care, Primary Health Care and Addiction Services.

About Access

Access provides electronic forms and workflow automation solutions to hundreds of healthcare organizations worldwide. Access Intelligent Forms Suite (IFS) and the other components of Access Electronic Forms Management (Access EFM) enable 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. Learn more at http://www.accesseforms.com

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Heather Cromer
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