Situation

Exempla Healthcare has been a Bottomline forms solution customer for nearly a decade. A not-for-profit, community-based network of physicians and hospitals located in the Denver, Colorado, metropolitan area, Exempla has more than 2,000 staff physicians and its three hospitals have more than 1,200 licensed beds. Exempla migrated its hospitals to Epic between 2005 and 2009. As part of this migration, the organization needed a customizable, user-friendly and scalable forms solution that integrated with Epic in order to better support its automation objectives.

Solution

Exempla chose Bottomline’s MedEx® solution to optimize the efficiency and effectiveness of its document-driven processes. MedEx integrates seamlessly with Epic and helps Exempla:

• Improve the efficiency of registration and clinical forms processes

• Reduce spending on paper and destruction fees for obsolete forms

• Eliminate forms inventory previously warehoused off-site

• Improve document control by instantly removing obsolete forms from circulation and updating existing forms

• Print blank forms for use during Epic downtime

• Support electronic health record (EHR) goals by creating documents for direct digital storage and retrieval

Why Bottomline?

Exempla selected Bottomline, its trusted longtime partner, to support its migration to Epic. According to Katheryne Kollor, System Document Manager at Exempla, “We chose MedEx because Bottomline is a leader in the industry, and the MedEx product is user-friendly, scalable and highly customizable as compared to the

” MedEx® has been critical to our overall Epic rollout."

Katheryne Kollor, MHA System Document Manager Exempla Healthcare

Company Profile

• Company: Exempla Healthcare, www.exempla.org

• Type: Not-for-profit, community-based network

• Network Size: Eleven hospitals and the Exempla physician network

• Region: Denver metropolitan area

• HIS/EMR: Epic

The Results

• Productivity: Saves registration clerks approximately five minutes per admission

• Patient Safety: Dramatically reduces the need to manually label forms

• Reduced Costs: Decreases need for paper, associated supplies and paper destruction

Advanced Forms Management for Epic Environments: How Exempla Healthcare Achieved Significant Savings and Efficiencies

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Asia-PacificHawthorn East, VIC, 3123 Australia tel +61.3.9824.6888email ap_info@bottomline.com.au

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competition.” Kollor stated that Bottom-line’s skilled staff was also a key factor in Exempla’s choice, noting that “Bottom-line’s staff is knowledgeable, experienced and professional and always willing to take feedback and enhancement requests for incorporation into future versions.”

Results

Exempla uses MedEx in all three of its hospitals to process business office forms, patient access documents, including registration packets, charge sheets and welcome letters, as well as clinical forms such as nursing flowsheets, patient questionnaires, physician orders and patient procedure information sheets. The simple, effective integration of MedEx and Epic has been critical to Exempla’s successful Epic rollout.

MedEx helps speed admissions. When Exempla admissions personnel register the patient in Epic, they use Epic’s forms reprint function to pass data to MedEx. Using rules-based logic, MedEx automatically prints out the appropriate admissions forms from the registration packet. Admissions personnel never have to leave Epic in order to print their forms. Furthermore, there is no limit on the number and type of forms that can be printed through MedEx.

Clinicians are also able to take advantage of MedEx to print the appropriate clinical packet, which contains a predetermined grouping of forms. End users can “push” patient data from Epic to MedEx via print stream even if the patient has not been pre-admitted, which is particularly helpful when the pre-surgical area needs to print clinical packets before patients arrive for their appointments. Clinicians may also print blank forms from MedEx during Epic downtimes.

User-Friendly and Customizable

Exempla users find MedEx to be very intuitive and easy to use. The search feature for forms and the “favorite” forms functionality is indispensable for clinicians, allowing them to keep customized lists of frequently used forms. The unit assistants and clerks value the ability to easily pick multiple forms for multiple patients from a single screen and to print a face sheet for all patients on a unit with just one click. Users overwhelmingly agree that the ability to customize MedEx based on their individual preferences and needs is a key benefit. Kollor concurred, “We appreciate the ability to use MedEx’s features in the way that works best for us.”

Cost Savings and Efficiencies

• Productivity: Saves registration clerks approximately five minutes per admission

• Patient Safety: Dramatically reduces the need to manually label forms

• Compliance: Ensures that only current forms are available for use and that updated forms can be instantly deployed

• Costs: Reduces need for paper, associated supplies and paper destruction

• User Satisfaction: High registrar adoption with integration to Epic and high clinician satisfaction for ease of use

• Scalability: Grew from a single facility to all Exempla hospitals on a single MedEx server

• EHR Requirements: Supports EHR goals by creating documents for direct digital storage and retrieval

About Bottomline

For more than 20 years, Bottomline has been focused on software applica-tions that optimize document-driven processes. As a result, Bottomline possesses both the proven solutions and the tested domain expertise to deliver consistent customer value and significant return on investment.

As a leader in document processing automation, Bottomline solutions have been successfully installed in more than 9,000 organizations around the globe.