Increased Workflow Efficiency and Process Improvement Utilizing Automation. Jesse J. Kaestner. Bellevue University

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1 1 Increased Workflow Efficiency and Process Improvement Utilizing Automation Jesse J. Kaestner Bellevue University

2 INCREASED EFFICIENCY AND PROCESS 2 Abstract Epic Care uses an EMR platform called MOSAIQ which is meaningful use compliant. Inside of MOSAIQ, many different modules can be added to make the system a very powerful EMR. One of the modules that Epic Care has added to MOSAIQ is called IQ Scripts, which helps to streamline workflow and automate tasks by taking away the manual process of performing that particular task. MMS is a software program that looks into the MOSAIQ database and reads a staff member s or location schedule and populates it into a calendar either on a mobile device or a program such as MS Outlook so that the user does not have to be directly logged into the EMR system. MMS will also populate tasks from the EMR to a user s mobile device or a MS Outlook task list. Both of these automation options allow Epic Care and its staff to function more efficiently and effectively.

3 INCREASED EFFICIENCY AND PROCESS 3 Increased Workflow Efficiency and Process Improvement Utilizing Automation Founded in 2008, Epic Care is a comprehensive cancer with over ten locations serving the East Bay Area of California. We use an electronic medical records platform called MOSAIQ which was developed by Elekta, a Swedish company that provides radiation therapy, radiosurgery, related equipment and clinical management for the treatment of cancer and brain disorders all over the world. Since the inception of Epic Care, an EMR platform was a must have, especially since we have multiple locations and a radiation oncology service line that requires a record and verify system for our treatment machines (B.J. Patel, personal communication, April 23, 2014). The decision to use MOSAIQ as our EMR was based on the decision to purchase Elekta Linear Accelerators at three of our cancer centers. When using multiple vendors, there is a greater challenge and the potential to cost more money (Hertlein, 2008). MOSAIQ is a fully functional EMR that also serves as a record and verify system that communicates directly with the radiation treatment machines. Record and verify is very important to patient safety while delivering radiation to the patient. The system verifies the radiation prescription with the treatment machine using multiple quality assurance checks and then records this information directly into the patient s chart. Within MOSAIQ, you have the option of purchasing modules such as, eprescribe, survivorship, IQ Scripts and many others. In fact, we received the eprescribe module for free since we were a beta test site for the latest version of MOSAIQ at the time.

4 INCREASED EFFICIENCY AND PROCESS 4 IQ Scripts At a cost of $24,000 which included training, Epic Care decided to invest in the IQ Scripts module for MOSAIQ with the potential to seamlessly automate tasks, standardize and establish consistent workflow throughout the clinic. After learning how to build and use the many different scripts, I needed to analyze our current workflow in the Radiation Oncology department and look for ways to streamline tasks, integrating IQ Scripts along the way. I knew that since these new workflows utilizing IQ Scripts would touch many different departments inside and out of Radiation Oncology, execution and roll out was going to be a challenge. After evaluating the current processes and understanding the ways that IQ Scripts could simplify workflow, I began by taking one of the current processes and outlining what the new workflow would be utilizing IQ Scripts. Once this was complete and tested within MOSAIQ, I met with and reviewed the new workflow with key personnel. We started the rollout with one location at a time, making sure to iron out any issues along the way. For the most part things went very smooth. As with any new process, we learned things along the way to further improve it. We also were able to identify other areas where IQ Scripts could improve workflow. Since Epic Care began using IQ Scripts, the staff has experienced a much more fluid, orderly, and streamlined radiotherapy operation ( Boosting Workflow, 2014). Now that things are more standardized across multiple locations, IQ Scripts has helped to prevent errors, therefore increasing safety to our patients. Mobile Medical Scheduler Another wonderful HIT application that Epic Care currently utilizes is Mobile Medical Scheduler by Sons Automation. This HIPPA compliant software pulls data like a staff member s schedule, from the EMR system and populates it into applications like Microsoft Outlook

5 INCREASED EFFICIENCY AND PROCESS 5 calendars. It will also integrate with your mobile device so that you can stay on top of your schedule as you are on the go and out of the office. At a cost of $500 per connection and no training required for the end user, many of the doctors at Epic Care are taking full advantage of this software. Now I don t have to be logged into MOSAIQ to see my staff schedule and I can check it on my iphone from home before I come to the office (G. Prasad, personal communication, April 25, 2014). Most of the doctors at Epic Care cross cover multiple locations within the practice. MMS enables them to see their schedule in real time so that they can make sure that they are not late for their patient s appointment. It also has the ability to pull quality checklist tasks from the EMR into their task list inside of Outlook. If an urgent task is requested to the physician inside of MOSAIQ, it will also populate in Outlook or on their mobile device. This allows the physician to see these items even when they are not logged into the EMR. Conclusion With the multitude of options the can be added into MOSAIQ to enhance the EMR experience, Epic Care has adopted almost all of them. This has allowed us to not only be compliant with meaningful use, but also provide our patients with the opportunity to communicate with us from the comfort of their home with the use of the patient portal. The doctors and staff have also benefited from the use of automation with MMS. Making sure that schedules are always accessible even when not in the office has been a tremendous help. Through these things, Epic Care has shown first-hand how automation can increase workflow efficiency and process improvement.

6 INCREASED EFFICIENCY AND PROCESS 6 References Boosting workflow efficiency with MOSAIQ IQ Scripts. (2014). Retrieved from: elekta.com/dms/elekta/elekta-assets/media Resources/wavelength/itemTree/volume18_2014/ Elekta-Wavelength-March-2014/Elekta-Wavelenth-March-2014.pdf Hertlein, S. (2008). EMR: Roadmap for Success. Journal of Medical Practice Management. Retrieved from: fulltextpdf

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