Transforming OB-GYN specialty care with Hyland technology

The challenge

The client’s existing process heavily relied on paper-based workflows for managing ultrasound images. This came with numerous complications, including:

• Massive delays in adding images to patient charts — sometimes taking months
• Unclear and incomplete documentation due to lost or mislabeled paper records
• Physician frustration from inconsistent access to important patient data
• Duplicated efforts and missed billing opportunities caused by disorganized workflows
• Reduced quality and safety of care due to delays and lack of accurate records for follow-ups

The inefficient workflows created liability risks, delayed care and negatively impacted the overall patient experience.

The solution

To address these challenges, the client turned to Hyland, leveraging our advanced workflows and enterprise imaging solutions to modernize their system.

Implementation process

The transition began with strong leadership and change management. Guided by a dedicated project manager, the solution was implemented seamlessly via the following steps:

• Adopting digital workflows to replace paper-based processes, making ultrasound imaging accessible in real time.
• Training medical assistants, LPNs, RNs and physicians to utilize and trust the new system.
• Integration of Hyland solutions to enable image capture with PACSgear point-of-care ultrasound integration, digital storage and instant accessibility within EMR systems. With the help of NilRead, Hyland’s universal diagnostic viewer, the IDN eliminated lag times in documentation.
• Championing change by identifying physician leaders to support the adoption and offer hands-on guidance.

Addressing challenges

While initial hesitation among physicians required encouragement and demonstration of the solution’s benefits, the team quickly adapted. A key challenge during implementation involved manually adding patient information due to early workflow hiccups. Once resolved, adoption blossomed as providers realized the time savings and quality improvements.

The results

The integration of Hyland’s technology transformed the client’s obstetric operations, yielding measurable clinical and operational improvements.

Operational benefits

• Streamlined documentation: Images were seamlessly integrated into records in real time, minimizing delays and errors.
• Higher efficiency: Physicians accessed image data instantly, resulting in faster decision-making and improved patient workflows.
• Reduced liability: Consistent documentation enhanced accountability, reducing potential for legal risks.
• Physician satisfaction: Frustrations related to lost or unavailable records all but disappeared as providers embraced the workflow improvements.

Clinical impact

• Improved patient safety: Accurate, accessible images aided in timely diagnoses, safeguarding outcomes for first-trimester patients in delicate situations such as ectopic pregnancies.
• Enhanced patient relationships: Physicians were able to use real-time images during consultations, empowering patients and improving trust.

Cost savings

• The IDN reduced waste that stemmed from manually processing paper images.
• The solution optimized staff productivity, saving valuable time previously lost to inefficient processes.

Lessons learned

The client discovered a few essential factors for success when implementing digital workflows in healthcare practices, including:

1. Build a strong implementation team with project management and physician champions who push for adoption.
2. Prioritize staff training to ensure a smooth transition.
3. Prove the value early by showcasing measurable benefits such as reduced delays and improved care quality.

What's next?

With Hyland’s robust platform fully integrated, the client now envisions expanding their use of digital technologies. They aim to further optimize data-sharing across departments and introduce automation into other clinical operations.

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A better future with Hyland

Hyland’s solutions empowered this Midwest IDN to eliminate inefficiencies and enhance their quality of care. By modernizing their workflows, the OB-GYN specialty care provider has set a high standard for operational excellence in maternal fetal medicine.

Could your practice benefit from smoother workflows, better documentation and improved patient care? Contact Hyland today to start redefining what's possible in healthcare.

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