If a test is done internally, the results generally show up in the EMR as discrete data, in the correct place and trendable alongside other relevant data. It is also more easily shared with other clinicians so that coordinating that patient's care is done more safely and more cost effectively. Wouldn't it be ideal if external results could work 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 and coordinate that patient's care more easily with other clinicians. So, if an external ejection fraction or clinical lab test result is reported to you via fax, even those could be made available to your clinicians as discrete data and could be better used for care coordination.
How Extract can help?
Automate the finding, extraction, structuring and filing of data into the EMR from external documents
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.
All the data you want and need, none that you don't
An issue with the overwhelming amount of incoming external documents is that it is not all valuable to coordinated care. 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.
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 result important clinical data discretely, that data can trigger alerts for abnormal results. Using information from the patient record or physicians' names on the incoming document, the Extract platform can be configured to alert multiple clinicians as well based on pre-defined protocols.
Better consistency by automating the filing of data and documents to the right place in the EMR
Clinicians and care coordination 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..
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.