Consulting Case Study: Olympia Multi-Specialty Clinic

"Qdabra DBXL has streamlined our process saving physicians valuable time. Their solution has been up and running for over 3 years without any downtime."       —Marshall McCabe, M.D. and Consulting client

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Client

Olympia Multi-Specialty Clinic (OMC) provides medical care services in the areas of gastroenterology, cardiology, and hepatology. The company operates three clinics in the Olympia, Washington region. It has built a loyal base of customers who regularly return to the clinic for health care needs. OMCs staff of eight doctors each visit anywhere from twenty to forty patients each day.

The Challenge

As expected of a growing business OMC was interested in spending more time caring for their patients and less time managing back-office administrative tasks. Paperwork was a burden both to the doctors who had to constantly update patient charts, and to the patients who frequently filled out the same form multiple times. In addition OMCs doctors were spending too much time sifting through folders to locate historical patient information which was hidden in a non-aggregated paper trail.

The Solution

OMC was looking for a forms-driven solution to help reduce the bottlenecks around finding and reviewing patient synopses during their transcription process. Qdabra developed a Microsoft Office InfoPath 2003 template solution to streamline data entry for OMCs transcription process. The solution integrated existing data sources into the new process and provided data for downstream usage, such as lab orders. In addition patients no longer have to fill out the same information every time they visit. The InfoPath solution provided printouts that recalled previous medical history and medication information, allowing patients to update what had changed since their last visit. The new transcription system integrated with OMCs existing patient management system, but it also can be used as a standalone system running Windows XP Professional and Microsoft Office InfoPath 2003.

Screenshots

Figure 1. Physicians enter progress notes into this screen using notebook computers or Tablet PCs.

Figure 2. The form shows all history in one place with space to enter new notes. Most progress notes systems require doctors to pick from endless lists of codes and symptoms. It's too cumbersome. Our system enables lookup lists while also letting doctors just type data as they normally would dictate or write. Data entry is simplified by remembering the previous entries for quick "auto-complete" as shown in this screen shot.

Figure 3. Different visit types have custom forms so only the necessary fields are shown. In this example an Hospitalization form is shown.

Figure 4. Daily schedules are integrated so physicians can quickly review the day's patients and call up records. This schedule can also be printed for physicians to take with them.

Figure 5. When a patient arrives the receptionist prints a patient intake form which contains details from their last visit. This means less hassle for patients. After the form is completed, the receptionist keys in the data in a mirror electronic form, making the data entry quick. (Click picture for a larger version.)