San Juan Regional Medical Center Interfaces Perinatal Documents into EHRs via MEDITECH Scanning & Archiving with Access Universal Document Portal

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Leading New Mexico facility bridges gaps between GE Centricity and MEDITECH SCA in obstetrics (OB) department as well as MetaVision ICU system and Provation system with Access UDP.

Access Enterprise Forms Management

With Access Universal Document Portal we’ll be able to seamlessly share information between our MetaVision ICU system and Meditech CIS. This gives physicians and nurses access to complete electronic records from anywhere in the hospital.

As at many hospitals, staff members at San Juan Regional Medical Center (SJRMC) typically scanned obstetrics (OB) patients’ documentation after discharge, and performed laborious manual indexing into MEDITECH Scanning and Archiving. SJRMC CIO Sheri Rawlings explains the challenges this manual process presented.

“Scanning and manually indexing patients’ perinatal documents was time-consuming for our HIM staff and there was the chance of associating the documents with the wrong patient,” Rawlings said. “If a patient returned for any reason we may have had an incomplete record, which could affect care.”

Rawlings and her team, who are committed to improving patient care through the use of innovative technology, looked for a solution that would overcome these problems and complement the hospital’s GE Centricity and MEDITECH Magic suites. After a thorough market analysis, they chose Access Universal Document Portal (UDP), part of the industry-leading Access Enterprise Forms Management (EFM) suite, the only solution of its type.

Access UDP will capture COLD feeds from GE Centricity, convert this into a standardized format and assimilate the data into patients’ electronic health records (EHRs) through auto-indexing in MEDITECH Scanning and Archiving.

“With Access Universal Document Portal we can port perinatal documents from GE Centricity into MEDITECH Scanning and Archiving without manual intervention,” Rawlings said. “This saves time, eliminates errors and ensures we have all the information we need to provide continued care to OB patients.”

After further exploring the capabilities of Access UDP, Rawlings realized that the product could also overcome other pain points with clinical documentation. Clinical information for patients admitted to the ICU are kept in the MetaVision application. When the patient was transferred to another unit the chart had to be printed and physically carried to the next clinical unit, decreasing efficiencies in the ICU.

Now, Access UDP will capture output from MetaVision, convert it into a standardized format and interface it into patient records in SJRMC’s MEDITECH Scanning and Archiving system.

“With Access Universal Document Portal we’ll be able to seamlessly share information between our MetaVision ICU system and Meditech CIS,” Rawlings said. “This gives physicians and nurses access to complete electronic records from anywhere in the hospital, which increases care quality and efficiency. Additional plans include the porting of information from the Provation system into MEDITECH as well.”

About San Juan Regional Medical Center
San Juan Regional Medical Center is a modern, acute-care 260-bed hospital located in the Four Corners of the American Southwest. As a sole community provider of hospital services in San Juan County, New Mexico, SJRMC delivers a remarkable range of healthcare services to the people of the entire Four Corners area. SJRMC is a community governed hospital that was founded in 1910 by Drs. A.M. Smith and G.W. Sammons. The hospital is accredited by the Joint Commission and received their Gold Seal of approval in March 2008. Also in 2008, SJRMC was selected by Thomson-Reuters as one of America's 100 Top Hospital Performance Improvement leaders.

About Access
Access provides electronic forms and workflow automation solutions to hundreds of 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 and current data and make it usable to people and systems across the hospital. This data exchange improves patient care and safety, cuts costs and enhances electronic health records (EHR), patient safety and downtime planning initiatives. Learn more at

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Heather Cromer
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