University of Louisville Hospital Gets Electronic Patient Forms into Siemens Soarian EDM with Access Intelligent Forms Suite

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Siemens’s exclusive e-forms management partner helps leading hospital advance its EHR initiative, improve version control and eliminate paper

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With the Access system’s Siemens integration, we’re confident that clinical forms are going into the right patient record every time. This is a huge time saver for our HIM team, as they don’t spend time on manual indexing.

University of Louisville Hospital administrators realized that they needed an electronic forms management solution to overcome version control issues, eliminate the use of embosser machines and get forms into Siemens EDM without indexing. Upon recognition of these concerns, they turned to the Intelligent Forms Suite from Access.

When generating forms packets or individual forms, such as consents for MRI and/or CT scans, the Access system applies unique patient identifiers to forms labels, including patient account numbers. Upon scanning, Siemens Soarian EDM uses this to associate the forms with the correct EMR.

“With the Access system’s Siemens integration, we’re confident that clinical forms are going into the right patient record every time,” said Crystal Wheatley, IT project manager at University of Louisville Hospital. “This is a huge time saver for our HIM team, as they don’t spend time on manual indexing once they’ve scanned the forms into Soarian EDM.”

In the patient registration department, University of Louisville Hospital has gone one step further, creating a paperless admissions process. When a staff member creates a new patient record in Siemens Invision, a feed goes to Siemens AnyQueue, the hospital’s output management application. This maps patient data onto e-forms packets created by the Access system.

Upon completion and authorization with an electronic signature, forms are sent directly into Soarian EDM – no scanning or indexing needed. The Access system also outputs a barcoded label that a staff member affixes to the patient’s armband, ensuring positive patient identification throughout the visit.

“Access Intelligent Forms Suite has reduced our forms costs, eliminated the need for the embosser machines and given us a way to create a customized forms packet and armband for each patient,” Wheatley said. “The product is so versatile that it can meet our forms management needs in any department.”

When relying on pre-printed paper forms, University of Louisville Hospital found it difficult to eradicate old versions, and several different iterations could be in circulation at any one time. This headache went away once the facility went live with its e-forms on demand system and consolidated forms into a 1,200 document library.

“We’re now generating up-to-date forms in real time from a single source, with accurate patient data on each one,” Wheatley said. “This improvement in version control is one of the biggest benefits of Access Intelligent Forms Suite.”

Moving to e-forms has also had a positive impact on registrars and nurses, who no longer waste time retrieving and embossing pre-printed versions. Additionally, the switch has simplified the registration process for patients, who don’t have to write their demographics on each form – a task that used to present legibility issues.

“Our users love the form favorites function, which allows them to quickly get to the documents they need most often,” Wheatley said. “The support calls are minimal due to the intuitive nature of the product.”

Hospitals wanting to achieve similar benefits can see Access solutions in action at booth 102 at the Innovations ‘12 event in Baltimore on August 12-15, 2012.

About University of Louisville Hospital
University of Louisville Hospital is an outstanding healthcare resource for the community. At the core of the region’s leading academic medical center, it offers patients the benefits of the latest treatments, research and equipment delivered by one of the finest groups of knowledgeable and caring healthcare professionals anywhere. University Hospital has received national recognition as a leader in many areas of care, including trauma, stroke, high-risk obstetrics, radiology/diagnostic imaging, cancer and regional clinical care. Learn more at

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 one. 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

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Lindsey Eaton
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