Four-site health care organization will create paperless human resources (HR) processes, simplify patient-focused workflows and get e-forms into the ECM system with reduced user effort
Columbia Valley Community Health (CVCH) is a leading provider of medical, dental and behavioral health services, with four service locations in Wenatchee, Chelan and East Wenatchee, Washington.
CVCH recognized challenges with internal and patient-focused processes that are paper-based. These included a lack of version control for patient and HR forms, and the valuable staff time used to enter forms data. To remedy these issues, CVCH selected the Evolution paperless e-forms and workflow solution from Access.
“Access had all the functionality we needed with a reasonable pricing structure,” said Marc Paskett, Enterprise Content Manager.
One of the difficulties of not having an electronic forms management system is the lack of a single repository for paper and electronic forms, and the use of old versions. At CVCH, employees were responsible for more than 450 forms in various formats and it was nearly impossible to ensure current forms were at the ready without a centralized process.
“Until now, forms could be stored in file cabinets, on our network, in Microsoft SharePoint® or on employees’ desktops, and any of these repositories could be outdated,” Paskett said. “With Access solutions, we’ll have just one stop for current versions of all HR and patient forms.”
HR will be one of the first departments to deploy the Access Evolution electronic forms management suite at CVCH. Using Evolution, employees will retrieve e-forms from an online portal. Upon entering their credentials, the Access system will pre-fill certain data, including demographics.
When the employee completes the remaining fields and applies a secure digital signature, Evolution will route the e-form on to the appropriate supervisor. When the process is complete, the e-form will be sent directly into the ECM system, at the same time as Evolution updates the personnel record in the Sage Abra system.
“With Access Evolution, our staff members will avoid entering the same information every time they complete a form,” Paskett said. “The integration with our Sage Abra and DocuWare ECM application will save even more time.”
Columbia Valley will also deploy an Access solution in the patient registration department to create a fast, paperless check-in process. Once a secure electronic signature is applied to the admissions packet, the Access system will send the form into the correct patient record in either the NextGen EHR or Avatar Behavioral Health EHR system (depending on the department), again through integration with the Docuware ECM application.
“With Access’s solution, we’ll generate forms on demand, and then capture patient signatures on these at the point of registration,” Paskett said. “Access products will remove paper from the registration process.”
About Columbia Valley Community Health
Columbia Valley Community Health is a Federally Qualified Health Center (FQHC) that offers medical, dental, behavioral health, pharmacy, WIC and outreach services to everyone in Chelan and Douglas Counties. Their mission is to provide access to improved health and wellness with compassion and respect for all. Established in 1972, CVCH is now an industry leader and was the first in the Pacific Northwest to achieve the Joint Commission’s Primary Care Medical Home certification. CVCH serves well over 20,000 patients a year between all of its departments and locations in Wenatchee, East Wenatchee and Chelan.
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 http://www.accessefm.com.