Case Study: How we optimized a document management system of a Medical Institution

Daria Bulatovych
29 November 2017

In recent years interest how to improve efficiency of document management has noticeably risen among medical institutions.
Modern technologies implemented by software companies, to which the electronic document management system relates, are intended to improve and develop existing practices and save staff working time.

As our company has succeeded in developing healthcare software, we would like to talk about the particular product we are really proud of. One of our clients from Saudi Arabia once came to us with the following problems:
His volume of various paper documentation (either internal or external) was considerable;
He faced periodic medical staff’s abuse related to unjustified repeated examinations, excessive duration of treatment and providing unconnected with the disease services;
His therapists had difficulty with handling patients’ record promptly for the past period;
There was a long duration of the decision-making process about the treatment options for patients without a chance of operational information exchange between the members of attending staff;
He complained about lack of control of the whole workflow cycle in his medical institution;
In addition, he pointed out incoordination in doctors’ actions and repeated medical errors which took place.

How we came up with a brilliant solution to the previously mentioned issues.

We knew that a successful recovery of a patient depends on how far a diagnosis is made correctly and opportunely.It was obvious for us that electronic document management facilitates rising to a new level in quality and speed treatment of patients.That’s how we proceeded to develop the solution, so-called LaVida, which was dedicated to breaking the vicious circle of above-mentioned problems.It’s time to explore the way we came to the understanding of how to build the whole effectively functioning system from scratch.
Firstly, we carried out a detailed research of the world experience and analyzed a large number of successful projects of competitors.
As we closely communicated with the representative of our future users from the client side, he provided us with all the paper documentation they used in progress.Our authorized employees explored the forms and the relationship between them.We tried to develop the most convenient fill-out forms by means of UX design processing.
So far as our client’s staff was not accustomed to using an electronic document management system, our employees were focused on the different level of understanding.
Thus the task was to create a usable instrument which would be easy to understand.Secondly, the fully working prototypes were built up, which let us test the usability of the system we were creating.As soon as the client side approved the results of our work and all the adjustments were made, our staff initiated a phase of documenting requirements to the software product and design.
Finally, during the primary period of LaVida’s use the range of refinements were implemented by dint of parallel discussion with the customer.

What exactly LaVida is?

LaVida is a web-based solution and mobile application created to automate the business flow of Home Care Centers in order to free staff from plenty of paper forms, render possible keeping all patient’s data in one place and operatively gaining access to this information.It covers all the phases of patient’s workflow while they under the care of a Home Care Center.
First of all, we have to highlight that LaVida is a role-based system. Put it differently, each user of the system has his own role, permissions, screens, and tools.Operating principle of the system can be divided into two phases:

Initial Assessment of a patient condition and deciding on Home Care treatment:

The process begins by creating the Referral Request with all the patient’s information by a Referral Physician of a hospital where a patient is under treatment.The Referral Physician sends that request to Home Care Centers registered in LaVida system.
Each of the centers in the role of a Case Manager receives it and takes a decision on which Home Care Physician would be responsible for that patient.Afterwards, when a patient’s file has been created and the Home Care Physician has been assigned to build the team of authorized employees, the physician builds that team in order the current patient to pass on.
Once the team is created, each member performs an assessment.Assessment is an evaluation phase, during which each member of the team fills out appropriate forms to create a patient’s state of health general picture.
After all the constituents of assessment have been made, the Home Care Physician makes a decision whether to start or not this patient’s treatment.
LaVida system verifies if all the needed information has been created by the specialists.As soon as everything is done, LaVida allows creating a home care plan for a patient as a summary of assessment.Thereafter, a Referral Physician of a hospital receives the home care plan to review approval.As the plan has been approved and the Patient Consent regarding Home Care Center’s services has been signed, the Home Care Center becomes ready to proceed to the next phase.

Treatment phase:

This stage includes visiting the patient according to the homecare plan since LaVida has the system of scheduling visits. The system tells Heads of departments what person must be visited and when. Heads of departments assign specific employees to attend patients. During the visits, specialists create visit forms, fill them out so that those documents would be available for all the people engaged in the process of treating the person.All those filled forms can be reviewed and discussed later on.
A specific visit form includes the full assessment of patient’s condition using interactive models of the human body, organs, and equipment.As a result, a specialist can specify the place, for example, of wounds, affected area and so on.

Moreover, the system permits speeding up the process of filling forms by giving an opportunity to copy records from the filled form of the previous visit.
Each LaVida user has his own “To do list” and LaVida shows what objectives he hasn’t fulfilled yet.In that way the system doesn’t let staff forget to complete all the tasks.In addition, neither of team members would be able to create further forms if the previous one hasn’t been filled out yet.
Lastly, the treatment process in our system finishes by discharging a patient. This operation is also carried out by filling a specific form.The Discharge functionality in LaVida provides a quick and convenient way to stop the services upon the decision of the Home Care Physician and it would automatically inform all involved parties.
As well as playing its main role which is workflow optimization in patient’s therapy of Home Care Centers, the solution described in this article provides some useful additional services.

They are:
• Besides visit forms, LaVida comes with education forms that would assess the patient’s level of education, his family and the person who cares about his health at the same time.
A patient also has an access to the process of his treatment and schedule of his visits. Furthermore, he has an opportunity to estimate the quality of provided services.
LaVida allows to moderate equipment, which means specialists can monitor and review all the devices, their condition and whether they are available.
Billing system creates invoices according to patient’s services for a patient himself or for an Insurance Company.
LaVida provides a great resource of statistical data that would help in analyzing and monitoring the activity of Home Care Centers.

So in this way, our team of professionals has solved the problems, which were mentioned at the beginning of this article, that the currently satisfied client had before. Apart from that, by introduction of LaVida in his Home Care Center, the customer achieved the following results:
• Freeing up space previously needed for keeping paper documents;
Lowering expenses for copying at the expense of saving paper, consumables, and exploitation of copying equipment;
Cost reduction for delivering of paper documents due to system implementation;
The economy of staff time spent on operations with documentation and as a result having more time for productive activities.

Are you facing the same problems?
If you are looking for a similar solution, get in touch with us right away and we will establish your workflow once and for all.

The End