St. Joseph’s Health Center Creates Barcoded Electronic Patient Forms on Demand and Enables Electronic Patient Registration with Access Intelligent Forms Suite

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Award-winning hospital in Toronto, Canada, supports scanning of paper patient charts into Microdea Synergize EPC to make them accessible through their EHR, Allscripts Sunrise Clinical Manager, and improves patient safety with the world’s leading electronic forms (e-forms) management, workflow & automation suite.

We were looking for an e- forms management system that would generate barcoded forms and patient wristbands on demand, enable electronic downtime registration and integrate with our Meditech and Allscripts systems. Access best satisfied these criteria.

St. Joseph’s Health Centre, a full-service hospital in southwest Toronto, Ontario, has established a comprehensive, multi-phase e-Care strategy that will deliver even better patient care and service through enabling healthcare technologies.

To help reach the second phase of this plan, administrators recognized the need to transition from pre-printed paper forms to barcoded electronic forms that could be more easily and accurately scanned and accessible via the facility’s Allscripts Sunrise Clinical Manager system. After evaluating several products, they chose Intelligent Forms Suite (IFS) from Access, the leading electronic forms choice for Canadian hospitals.

“We were looking for an electronic forms management system that would generate barcoded forms and patient wristbands on demand, enable electronic downtime registration, and integrate with our Meditech and Allscripts systems,” said St. Joseph’s Health Center project manager Bohdan Sadovy. “Access best satisfied these criteria, and has a proven track record working with hospitals in Canada.”

Previously, the emergency department (ED) and patient registration area at St. Joseph’s Health Center used pre-printed forms produced by an in-house print shop and third-party forms vendor. Following registration, a staff member created a blue plate with demographics and stamped this to the patient’s forms. This was a labor-intensive, time-consuming process.

Using Access IFS, a registration staff member registers a patient in Meditech, and then selects a print command. Access IFS dynamically builds an electronic forms packet with patient demographics pre-filled and barcodes applied. The Access e-Forms Repository (EFR) enables the ED to print electronic forms on demand in a high-volume department which in 2010 served 93,000 patients. Access EFR allows the organization to only print what they need, when they need it, creating a green end-to-end solution. Sadovy explained the advantages of this approach.

“With blue card stamping, the patient demographics could fade if the ink was low or could be positioned at an angle that made it difficult for our scanners to read,” he said. “Now that we’re using Access Intelligent Forms Suite, each form has clear, legible patient demographics, which improves scanning accuracy and patient safety.”

St. Joseph’s Health Center was previously scanning face sheets of the ED outpatient chart, but this did not always provide all the information physicians needed. Access IFS is helping the facility meet its goal of making a complete ED outpatient chart available to physicians across the hospital within 48 hours of patient discharge.

Another way in which Access products are making patients safer is by generating barcoded wristbands at the point of admission, part of the Access Patient Safety Suite. This ensures that the right patient is receiving the correct care.

“We needed a product that supported several different barcoding types for uses such as glucometers and ECG machines, and enabled us to print both forms and labels without leaving their Meditech Magic screens,” Sadovy said. “The Access system meets these needs and as we acquire more clinical devices that use barcode recognition, it will help further enhance patient safety.”

When evaluating electronic forms management products, one of the main criteria was downtime registration. Access is the world’s leader in electronic forms management downtime solutions for Meditech and Allscripts.

“In the event our ADT system goes down we want to be able to register patients electronically, and will be able to do this with Access Intelligent Forms Suite,” he said. “This will help us provide continuous patient service.”

When using pre-printed paper forms, a new form or update rendered the existing version unusable. It also took time for staff members to collect the outdated forms and replace them with the latest version. Now, St. Joseph’s Health Center can easily create new forms in the Emergency Department or update existing ones using an intuitive, graphical forms designer in a timely manner. Access IFS provides a single e-forms access point across the enterprise, and ensures only current forms are used.

“It’s easy to create or modify a form in Access Intelligent Forms Suite, and when we do an update it is immediately available,” Sadovy said. In the ED, Access e-Forms Repository (EFR) 4.0 is providing multiple benefits. Access EFR supports HIPAA and JCAHO compliance by ensuring users only interact with the patient forms and data they are authorized to use.

“With Access e-Forms Repository we can print barcoded forms as they’re needed and filter what patients and forms can be viewed,” Sadovy said. “The product also gives us the flexibility to print more forms and labels before a patient moves from the ER to an inpatient visit.”

About St. Joseph’s Health Center
St. Joseph’s Health Centre, Toronto, is a full service acute care community teaching hospital in the Catholic tradition, affiliated with the University of Toronto, providing services to the diverse communities of southwest Toronto. With a vision to be Canada’s best community teaching hospital, St. Joseph’s is acknowledged for its commitment to community engagement and linkage that enables the delivery of outstanding quality and service to the communities we serve.

For more information on eCare initiatives at St. Joseph’s Health Centre please visit: http://www.stjoe.on.ca/about/ecare.php

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) and downtime planning initiatives. Learn more at http://www.accessefm.com.

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Kiffer Davis
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