The Providence Center: Medical Records Go Electronic
Customer Company Size
Large Corporate
Region
- America
Country
- United States
Product
- DocuWare
- Client Search
- EDocs
Tech Stack
- Electronic Document Repository
- Database Management
- Web Accessibility
Implementation Scale
- Enterprise-wide Deployment
Impact Metrics
- Productivity Improvements
- Customer Satisfaction
Technology Category
- Application Infrastructure & Middleware - Data Exchange & Integration
- Functional Applications - Enterprise Resource Planning Systems (ERP)
Applicable Industries
- Healthcare & Hospitals
Applicable Functions
- Human Resources
- Business Operation
Use Cases
- Remote Patient Monitoring
- Regulatory Compliance Monitoring
Services
- System Integration
- Data Science Services
About The Customer
The Providence Center is a mental health and substance use treatment center that serves adults and children throughout Rhode Island and Southeastern Massachusetts who are affected by psychiatric illnesses, emotional problems, and addictions. The Center provides treatment and support services within a community setting at four treatment sites, one school, and 11 residential locations. The Providence Center serves over 11,000 clients a year and maintains a clinical medical record for each one. The records vary in size from a few sheets to over nine inches of paper. Each record is standardized into eight main sections: administrative information, assessments, medical information, medication, progress notes, releases, treatment plans, and miscellaneous.
The Challenge
The Providence Center, a mental health and substance use treatment center, was struggling with the limitations of paper-based medical records. These records were only accessible from 9:00 a.m. to 5:00 p.m., Monday through Friday, and needed to be requested in advance of appointments. This was a hindrance to providing quality care to clients, especially in emergency situations. The Center had already eliminated most of its handwritten forms and had an electronic forms creation system in place, but once the forms were completed, they were printed and stored in a paper medical record. The Center needed a solution that would allow for 24/7 access to clinical records, improve the quality of records by reducing human error, and meet the privacy requirements of HIPAA.
The Solution
The Providence Center implemented DocuWare, an electronic document repository, as part of its information management system. This allowed all documentation, whether originating as paper or electronic, to be made available in electronic format. A majority of E-Docs forms were brought into DocuWare already indexed and ready to be stored. In cases where a computer was not available, handwritten forms could still be used and were manually indexed with the assistance of barcodes and database lookups to autopopulate key index values. DocuWare’s open architecture and Software Developer Kit allowed The Providence Center’s programmers to smoothly integrate DocuWare with existing off-the-shelf and custom software to meet their unique needs. The Providence Center implemented DocuWare on a point-forward basis, meaning new client records would be completely electronic, and any forms or information added to existing client records would be done electronically and stored in DocuWare.
Operational Impact
Quantitative Benefit
Case Study missing?
Start adding your own!
Register with your work email and create a new case study profile for your business.
Related Case Studies.
Case Study
Hospital Inventory Management
The hospital supply chain team is responsible for ensuring that the right medical supplies are readily available to clinicians when and where needed, and to do so in the most efficient manner possible. However, many of the systems and processes in use at the cancer center for supply chain management were not best suited to support these goals. Barcoding technology, a commonly used method for inventory management of medical supplies, is labor intensive, time consuming, does not provide real-time visibility into inventory levels and can be prone to error. Consequently, the lack of accurate and real-time visibility into inventory levels across multiple supply rooms in multiple hospital facilities creates additional inefficiency in the system causing over-ordering, hoarding, and wasted supplies. Other sources of waste and cost were also identified as candidates for improvement. Existing systems and processes did not provide adequate security for high-cost inventory within the hospital, which was another driver of cost. A lack of visibility into expiration dates for supplies resulted in supplies being wasted due to past expiry dates. Storage of supplies was also a key consideration given the location of the cancer center’s facilities in a dense urban setting, where space is always at a premium. In order to address the challenges outlined above, the hospital sought a solution that would provide real-time inventory information with high levels of accuracy, reduce the level of manual effort required and enable data driven decision making to ensure that the right supplies were readily available to clinicians in the right location at the right time.
Case Study
Gas Pipeline Monitoring System for Hospitals
This system integrator focuses on providing centralized gas pipeline monitoring systems for hospitals. The service they provide makes it possible for hospitals to reduce both maintenance and labor costs. Since hospitals may not have an existing network suitable for this type of system, GPRS communication provides an easy and ready-to-use solution for remote, distributed monitoring systems System Requirements - GPRS communication - Seamless connection with SCADA software - Simple, front-end control capability - Expandable I/O channels - Combine AI, DI, and DO channels
Case Study
Driving Digital Transformations for Vitro Diagnostic Medical Devices
Diagnostic devices play a vital role in helping to improve healthcare delivery. In fact, an estimated 60 percent of the world’s medical decisions are made with support from in vitrodiagnostics (IVD) solutions, such as those provided by Roche Diagnostics, an industry leader. As the demand for medical diagnostic services grows rapidly in hospitals and clinics across China, so does the market for IVD solutions. In addition, the typically high cost of these diagnostic devices means that comprehensive post-sales services are needed. Wanteed to improve three portions of thr IVD:1. Remotely monitor and manage IVD devices as fixed assets.2. Optimizing device availability with predictive maintenance.3. Recommending the best IVD solution for a customer’s needs.
Case Study
HaemoCloud Global Blood Management System
1) Deliver a connected digital product system to protect and increase the differentiated value of Haemonetics blood and plasma solutions. 2) Improve patient outcomes by increasing the efficiency of blood supply flows. 3) Navigate and satisfy a complex web of global regulatory compliance requirements. 4) Reduce costly and labor-intensive maintenance procedures.
Case Study
Cloud-based healthcare solution for Royal Philips
Royal Philips wanted to launch its cloud-based healthcare solution HealthSuite Digital Platform in China to deliver services to help cope with challenges related to urbanization and population growth. Philips wanted to achieve this goal by combining mobile, cloud computing and big data technologies. To bring this platform and product to market, Philips required cloud computing and local technical service capabilities in China, in addition to a flexible IT infrastructure that could handle user requests.
