If a test is done internally, the results generally show up in the EMR as discrete data and is associated with the original order placed by the clinician. Wouldn't it be ideal if external results appeared that way as well? For clinicians it would mean having all relevant data in the same place and the ability to see trends in patient data. It would also mean a consistent way of looking for data, saving time and reducing frustration. For quality and compliance, it would mean that reports could be run on both internal and external results to prove that they were completed and are being tracked. So, if an external screening, an ejection fraction test or any clinical lab test happens external to your organization and is reported to you via fax, even those could be made available to your clinicians as discrete data and made available for incentive reporting
How Extract can help?
Automate the finding, extraction, structuring and filing of data into the EMR
When an external document arrives, the Extract system will automatically recognize the document type and match it to a document type in your EMR. From there, the system can intelligently look for specific data in that document to ready for input into the EMR. For example, today we extract and file over 6 million clinical lab results annually for our existing customers and we collect over 400 fields of anatomical pathology data. The platform is designed to look for and collect many other clinically relevant data from faxes and scanned documents as well.
Using new and improved technology instead of manual data entry
This is not just "OCR", this is intelligent software algorithms, machine learning, natural language processing, and other artificial intelligence combined to easily find and capture the data you need. There have been a lot of advancements in recent years and we encourage you to take a look again! In addition, the platform can "speak" back and forth with your EMR to pre-validate data and be sure it is correct. For exception handling, your staff plays a role of quality checking instead of data entry, ensuring even better accuracy.
All the data you want and need, none that you don't
An issue with the overwhelming amount of incoming external documents is that clinicians and support staff are required to look through everything to find the few pieces of valuable information they need. One customer told us it took their staff upwards of 20-30 seconds just to acclimate themselves to where the patient name and date was to be sure they were looking at the right document in the first place. Then they had to search to find the pieces of information they needed, sometimes over multiple pages. With Extract, because we have worked with you to understand what valuable pieces of information you need per document type, we have already found and extracted the information, and ONLY the information, that you want. The data is presented for review if required and the original document is filed along with that data in the event the clinician needs to refer to it. But because the important information has already been extracted and is found in the fields of the EMR, the clinician likely has everything they need.
Valuable, but still "external"
Over the years of working with some of the top medical centers in the country, we have begun to see a shift in the policies around external data. It is still very important for an organization to know what data they have "created" and what data is from external sources. The Extract platform is designed to support this in many ways. First, it supports the EMR's functionality to "mark" data as external. So, the data will be there and can trend alongside internal data, but it will be clear to your clinicians that it is external. Next, often it's very important to record the "resulting organization's" name and address as a part of the filing of the data. Because the Extract platform can find and extract this automatically, this does not overly burden your staff to find and file this information. Additionally, where reference ranges are an important part of the clinical result data, the Extract solution can easily extract and file this along with the result so that your EMR has it recorded and it can be seen by clinicians when required.
Enabling Notifications and Review Protocols
A common complaint that we hear from clinicians is that for external faxes and scanned documents, they are not aware that the results are available. They are not notified like they are when the results are internally created or interfaced. Extract solves this problem as well. Because our solution "speaks" back and forth to your EMR, the clinician that placed an order will be automatically be informed that the results have arrived. Those results will be available in the order and the original fax will be linked to the order as well. Even when the procedure was not ordered in the EMR, the Extract solution can use information from the patient record or from the fax itself to send off appropriate notifications. Normal notification procedures will take place and your clinicians can use their same review processes in the EMR to keep track of what they have reviewed or not.
Where appropriate, the Extract solution can also be used to alert clinicians to abnormal results that have arrived by fax or scanned documents. Because the Extract solution can extract and results important clinical data discretely, that data can trigger alerts for abnormal results. If that is not possible in the EMR, the Extract solution can be configured to acknowledge abnormal results based your defined criteria and either trigger notifications within the EMR or send a pre-configured e-mail telling the clinician that abnormal results have arrived and been filed in the EMR.
When review is necessary, your staff is supported
The solution will automatically capture patient demographics, dates, and other relevant clinical data based on document type. Where appropriate, this data will be presented for review before filing into the EMR. Instead of manual data entry, your staff concentrates on quality assurance of what the Extract solution has captured when necessary. The software shows your staff what was found and where it was found and shows the captured data directly above where it was captured from on the original document. This reduces eye strain and greatly improves accuracy. Once they finish the review, they click "OK" and the document and data flow into the EMR and file in the desired way. Meanwhile, your staff has already moved onto reviewing the next document.
Accuracy and consistency is increased by the software's pre-defined approach to each document type based on your organization's specifications and its highly accurate classification and indexing rules. The software automates the capture of richer, more accurate indexing data which is used to file the documents automatically and reducing burdens on your staff. Using an additional quality assurance step, where necessary, your staff is relieved of manual data entry, but instead reviews the work of the software to ensure the highest accuracy for the most important clinical data before filing in the EMR.
Better consistency by automating the filing of data and documents to the right place in the EMR
Clinicians and reporting initiatives can be thwarted by inconsistency. From one staff member to the next, a different decision can be made about how a document should be classified and filed. In addition, when processes are manual, it's often easiest to avoid capturing discrete data and to file documents simply to the patient and not associate it with correct procedures, orders, and encounters/visits because it's simply too tedious. With Extract, recognizing the document type is automatic and then deciding what options are allowed for that document type are pre-defined. Taking the guesswork out means better consistency. In addition, because the Extract solution can extract valuable index and clinical data, that too is automatically routed consistently to the right places as well. This means clinicians can find data and documents more easily and it's available for clinical quality measures.
How does this work?
This powerful solution can "speak" to the EMR to find patients, find applicable open orders to file documents to or find related encounters as appropriate. Based on the document type and your desired workflows, the right procedures can be chosen automatically and you can create unsolicited orders or encounters to file to if that is the best way for your physicians to find data and to report on external screenings, etc..
All the data you need to run your business
Everything that happens in this system is reportable: where did a document come from, how long did it take to process, who touched it along the way, what data was captured, did it need to be corrected, what exactly did your staff do as they reviewed it, where did it file, what is all the data captured from it, what is each employees accuracy, speed, productivity, etc. Standard reports come built in and others can be customized to your needs. You tell us what you need to run your department and we will help you get the information.