San Juan Regional Medical Center Bridges Clinical Reports into MEDITECH Scanning and Archiving With New Access Universal Document Portal

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Top New Mexico facility extends the use of paperless clinical data bridge from Access, the world’s leading provider of electronic forms management software. Their solution now captures, standardizes and ports endoscopy, colonoscopy, brochnoscopy and other clinical images and reports into the ECM system.

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We’re very excited about the flexibility and versatility of Access UDP. It was difficult and time-consuming to get information from our clinical systems into the content management system, and UDP solves that problem for us.

San Juan Regional Medical Center (SJRMC) selected Access Universal Document Portal (UDP), a paperless, electronic data bridge, to get perinatal documents from GE Centricity into MEDITECH without generating paper output.

This summer, administrators started looking for other clinical output that was difficult to capture, standardize and port into SJRMC’s MEDITECH Scanning and Archiving (SCA) system. They soon identified the many reports and clinical images generated in the endoscopy department.
Before Access UDP, HIM staff printed out multipage clinical reports, such as for a colonoscopy, and scanned them into MEDITECH SCA. They then performed time-consuming, error-prone manual data entry to associate each image with the correct patient record.

These steps were repeated for output relating to any other procedure performed on the patient, including endoscopy, bronchoscopy, upper GI endoscopy, ERCP, flex sigmoidoscopy, PEG, pH capsule and Bedside Percutaneous Tracheostomy, as well as for associated nursing documentation.

Now, staff members simply access the report and virtually print it to Access UDP from the Provation MD system. The Access solution ports this output and associated nursing and procedure notes into MEDITECH SCA, presents it in a standardized format, and automatically ties it to the correct electronic medical record (EMR) using the form ID and patient account number. This seamless integration delivers multiple benefits.

“Access UDP is saving a lot of time by eliminating scanning and manual indexing for endoscopy, colonoscopy and other clinical reports,” said Steve Richards, ancillary systems analyst at SJRMC. “It has also removed paper output from the process.”

Another advantage is the ability to view clinical images via MEDITECH SCA without losing quality, as was the case before SJRMC implemented the solution.

“The color digital photographs sent by Access UDP are so much better than the grainy, black-and-white scans we used to have, and that makes a big difference for our physicians when they review the clinical reports,” Richards said.

Access UDP captures, standardizes and bridges output from any clinical device or system to any enterprise content/document management (ECM/EDM) application. SJRMC plans to take further advantage of this capability by porting ICU documents from its MetaVision system into MEDITECH SCA. The hospital also hopes to apply Access UDP to interface output from its Allscripts system in the emergency department into EHRs.

“We’re very excited about the flexibility and versatility of Access UDP,” Richards said. “It was difficult and time-consuming to get information from our clinical systems into the content management system, and UDP solves that problem for us.”

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 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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