Windham Hospital Enhances Patient Registration Process with Barcoded Electronic Forms on Demand from Access Intelligent Forms Suite

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Replacing pre-printed forms with e-forms that print with patient demographics and barcodes saves time and money and supports planned transition to Siemens Enterprise Document Management (EDM)

Access Intelligent Forms Suite is the missing piece to our Siemens EDM project.

When administrators at Windham Hospital, an acute care facility in Willimantic, Conn., were planning their transition to Siemens EDM, they realized that this product would have a greater impact if they could replace costly pre-printed paper forms with an enterprise forms management suite that generates barcoded forms on demand.

To meet this need, Windham Hospital selected Intelligent Forms Suite (IFS) from Access, the world’s leading provider of electronic forms (e-forms) management, automation & workflow software and the Siemens Strategic Alliance Partner for Electronic Forms Management.

“Access Intelligent Forms Suite is the missing piece to our Siemens EDM project,” said Paris Sideris, RN Clinical Analyst, Application & Informatics Specialist at Windham Hospital.

Previously, a patient access associate in Windham Hospital’s Patient Access department registered a patient in Siemens MedSeries 4 (MS4) and pulled multiple pre-printed forms from a storage area and then affixed labels.

With Access IFS, the associate registers the patient in MS4 and then Access IFS intelligently creates a forms packet. Instead of staff members labeling forms, Access IFS applies barcodes, which will facilitate native integration into the electronic health record (EHR) as Windham continues implementation of the Siemens EDM product. There will be no need for time-consuming, error-prone manual indexing typically required when scanning pre-printed forms. Access IFS also pre-fills patient demographics on each form.

“Access IFS works behind the scenes to create a forms packet that’s customized to each patient, instead of our staff finding each individual form,” said Paris Sideris. “Its ability to pre-populate patient demographics is another time saver, and we no longer need to label forms.” The implementation of this product is well received by our end users.

When using pre-printed forms, Windham Hospital staff members put in a request to the in-house print shop every time they needed to alter or update a form, and then waited for the new version to be produced. Such modifications and versioning can now be done on the fly with the Access forms designer (part of Access IFS), without involving the print shop.

“We were able to easily change our logo in a master form with Access IFS’s form designer, and it was then applied to all our forms,” Sideris said. “With Access IFS we know we’re only using current form versions, which was difficult with pre-printed forms.”

To enhance its electronic forms management initiative, Windham Hospital plans to deploy Access e-Forms Repository (EFR), an enterprise intelligent forms on demand solution, in patient registration and clinical departments.

“Access e-Forms Repository will provide a central repository for standardized forms for information that is not documented in the clinical documentation system. Additionally, EFR will act as a repository for forms that can be used during downtime of the clinical documentation system, enabling continuity of care” said Jason Rosenblum, PC Application Specialist at Windham Hospital.

Becki Jarvis, Windham Hospital’s project lead for enterprise forms management states that their experiences with the Access sales, professional services and support teams are positive and professional.

“I consider Access employees to be good friends, which is not typically the case with vendors,” Sideris said. “They are honest, responsive and knowledgeable about their products, and I always get the information I need quickly.”

About Windham Hospital
Windham Hospital is a 130-bed acute care hospital serving thousands of people in northeastern Connecticut. For nearly 80 years, Windham Hospital has been renowned for its outstanding physicians and extraordinary nursing care and today offers a unique combination of talent and technology in patient care as a member of Hartford Healthcare, Connecticut’s premiere healthcare system.

About Access
Access is the world’s leading electronic forms (e-forms) management, automation and workflow software provider. Our solutions transform any paper-intensive forms process into a paperless, collaborative workflow. Hundreds of hospitals worldwide are using Access solutions to improve patient care and safety, cut costs and enhance electronic health records (EHR), patient safety and downtime planning initiatives. Learn more at http://www.accessefm.com

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Kiffer Davis
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