Access Intelligent Forms Suite Helps Olmsted Medical Center Improve Clinical Processes with Electronic Forms

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The Enterprise Forms Management Solution from the world’s leading provider of electronic forms seamlessly integrates with McKesson Series 2000 to dynamically generate e-forms on demand with patient demographics pre-filled, preparing the document for the patient’s electronic medical record

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Our patient care staff members like that they can instantly print all the forms they need with patient demographics completed with Access Intelligent Forms Suite.

Like many healthcare facilities, OMC struggled with the financial and productivity costs of managing pre-printed paper forms. In the patient registration department, admitting a patient involved a registration clerk pulling the appropriate forms for a patient, and then manually stamping demographics onto each paper form using a machine that was expensive and time-consuming to repair.

Bonnie Anderst, then OMC’s Supervisor of Admissions and now Business Analyst, realized that an enterprise forms management (EFM) solution could help the organization overcome these challenges. After evaluating several options, she and OMC’s cross-department team chose Intelligent Forms Suite (IFS) from Access, the world’s leading provider of electronic forms management, workflow and automation software.

“Of all the e-forms management products we evaluated, Access Intelligent Forms Suite was the easiest to use,” Anderst said.

Once the OMC team had catalogued the facility’s 950 forms, analyzed and adjusted workflows and decided to deploy Access IFS in clinical departments and patient admissions, they worked with the Access project management team to put the plan into action.

“Of all the vendors I’ve worked with, Access provided the best project management,” Anderst said. “They set the bar and now I expect our other vendors to level up to the same level of responsiveness.”

An integral part of OMC’s e-forms management project was converting existing paper forms to electronic versions. Anderst said that Access’s e-Convert tool was “wonderful and makes it very easy to switch to e-forms.” To date, OMC has 569 different forms in the Access e-Forms Repository (EFR). Access EFR gives OMC the ability to securely print electronic forms on demand.

With Access IFS, each care area receives a patient face sheet, wristband, and labels. They then print on demand their own customized forms packet. Seamless integration between Access IFS and OMC’s McKesson Series 2000 health information system pre-fills and dynamically populates patient demographics on each form, eliminating the need for the stamp machines. In addition, OMC only prints the forms that are required for each patient, creating a green solution from end to end.

“Our patient care staff members like that they can instantly print all the forms they need with patient demographics completed with Access Intelligent Forms Suite,” Anderst said. “They no longer need to keep stacks of forms, and can work a couple of days ahead instead of reactively.”

Anderst also believes that Access IFS has positively impacted patient care and service.

“With Access Intelligent Forms Suite, caregivers spend more time with patients and less on paperwork,” she said. “They also don’t have to remember which forms are required, which was always difficult in departments such as surgery, which has 97 forms packets.”

Anderst feels that Access’s support team is helping OMC get the most from its electronic forms management project.

“I can ask any question and receive a fast, well-informed response,” she said. “Throughout our project, the Access project managers, implementation consultants and support staff have gone out of their way to help us achieve our goals. I give Access an ‘A plus’ for customer service.”

About Olmsted Medical Center
Olmsted Medical Center (OMC), a not-for-profit organization, has been southeastern Minnesota’s hometown healthcare provider since 1949. OMC’s 136 clinicians and more than 1,000 healthcare professionals serve at 16 locations, including a multi-specialty clinic, a hospital with walk-in urgent care and 24-hour emergency room, two FastCare retail clinics in Rochester Shopko stores, and 10 community branch clinics.

Olmsted Medical Center has more than 20 specialties and is best known for its convenient, quality personal primary care. Each year, the Olmsted Medical Center team sees 280,000 patients, performs 3,600 major surgical operations, cares for 38,000 patients in our Emergency and Urgent Care Departments, and delivers 1,000 babies.

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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