In 2006, University of Louisville Hospital administrators realized that its library of
preprinted paper forms had grown to an unmanageable size. This complication made it
difficult to ensure that only current versions were being used. Registrars and nursing staff
had access to forms through an integrated MFP product, but this limited them to specific
devices. The use of embosser cards to apply some patient information to forms was
time-consuming, and the machines frequently required costly maintenance, adding to the
already significant costs of maintaining paper forms stock.
To overcome these challenges, University of Louisville Hospital’s IT department and
leadership team began a search for an electronic forms management system. After
evaluating many products, they chose the Intelligent Forms Suite from Access, the world’s
leading provider of e-forms software for hospitals
Another factor that spurred University of Louisville Hospital’s e-forms project was the need
to get patient forms into Siemens Soarian EDM in a timely, efficient manner that involved
minimal staff intervention. As with the facility’s other electronic forms management
requirements, Access Intelligent Forms Suite fit the bill.
Typically, associating a patient’s forms with their electronic medical record (EMR) requires
laborious, error-prone manual data entry. Access Intelligent Forms Suite eliminates this step in ancillary departments and at nursing stations. When generating forms packets or individual forms, such as consents for MRI or CT scans, it applies unique patient identifiers to forms labels, including patient account numbers. Upon scanning, Siemens Soarian EDM uses this information 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,” says 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 process 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 bar-coded 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 says. “The product is so versatile that it can meet our forms
management needs in any department.”
When relying on preprinted paper forms, University of Louisville Hospital found it difficult to
eradicate old versions, and several different versions could be in circulation at any one time.
With dozens or even hundreds of forms circulating in each department, it’s easy to see how
problematic version control was for the hospital staff. This headache went away once the
facility went live with its e-forms on demand system. As each form was evaluated during the pre-implementation phase, University of Louisville has now consolidated its documents,
with 1,200 e-forms managed in a central library.
“We’re now generating up-to-date forms in real time from a single source, with accurate patient data on each one,” Wheatley says. “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 preprinted 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 says. “The support calls are minimal due to
the intuitive nature of the product.”
Such simplicity reduced the time it took for University of Louisville Hospital to get its
electronic forms initiative underway. Implementation went ahead on schedule, and hospital
staff began generating e-forms right away.
“Access Intelligent Forms Suite is so easy to use that we didn’t spend long training users
— they simply choose a patient, select the forms and they have everything they need,”
Wheatley says. “The Access system doesn’t require each user to have new credentials, as
they just use their Active Directory user names and passwords.”
A key component of any successful IT project is the relationship between vendor and
customer. Wheatley values her positive partnership with Access’s support team.
“We don’t spend much time administering Access Intelligent Forms Suite because it just runs,” she says. “But when I do have a query I, get a call back right away, which goes a long way toward customer satisfaction.”
“We don’t spend much time administering the Access system because it just runs. When I do have a query I get a call back right away, which goes a long way toward customer satisfaction.”
Location: Louisville, KY
Integration: Cerner Siemens
Focus: Version control, consent forms, paper storage issues, EMR integration
Departments: Clinical and ancillary departments
Access solutions: Intelligent eForms and Enterprise Integration
Bar-coded eForms go directly into Siemens EDM and are auto indexed.
Only current versions of eForms are available via the electronic forms library.
Form Favorites function presents customized eForms packets on demand quickly.
Train-the-trainer approach required just one 15-minute education session.