Logistic and administrative processes

Logistics can be defined as ‘the right thing, at the right time, in the right place, in the right quantity, at minimal cost in the entire chain’. For a hospital, this applies equally to flows of information, patients and goods. With Workflower, you can quickly bring together the data that the various players have in different systems, and make it easily accessible to all. Additional information can be input via forms and then merged with the other data, saving time for everyone.

A few Workflower achievements

Amaron Notification Centre

Automatically send all kinds of messages, such as appointment reminders to patients, in any form and with any provider, via SMS, e-mail, Whatsapp, etc.

By linking the application to a master data source, such as the appointment management or ADT system, you are always using the most recent data you have available.

You can quickly set up the Notification Centre, with minimal support from Amaron.

Purchasing process

Workflower supports the purchasing process, from request to final decision. It involves the product managers, advisory committees (technical service, quality, IT, etc.) and the various approval levels.

> Read how Workflower streamlines internal ordering for one-off purchases at AZ Nikolaas.

Transporting patients at discharge or between sites

A hospital employee can request the transport of patients between different sites or to another institution, and monitor the request’s status, using a form on the intranet.

Verifying patient insurability status

A request is sent to the hospital’s social service from the EPR to verify a specific patient’s insurability status, and follow-up of this status, for non-critical medical procedures.

Registering of patient admissions

The doctor can begin the admission registration from the the EPR or via the Workflower platform. Workflower supports the follow-up of the process, until the patient is registered with the admission department and a knowledge transfer has taken place to the relevant department. A “paper-free” process.

Requesting medical information

The hospital can offer patients the ability to request their information from the medical record electronically.

> Read how AZ Sint-Lucas, Bruges has automated the follow-up of applications from patients who want access to their medical record.

Billing support

The accounting and the invoicing department can request reports of activities performed, in order to validate invoices.

Central nursing equipment lending service

Hospital departments can borrow nursing equipment (e.g. syringe pumps and alternating pressure mattresses) for their patients from a central lending service. They request the equipment with Workflower. The equipment is then either brought to the department, or the employee can collect it directly from the lending service. The location of the loaned material is tracked with barcode scanners. When the patient is discharged, Workflower sends a reminder to return the borrowed equipment. An API provides an interface with Ultimo.

Quality indicators

The Flemish Indicators Project for Patients and Professionals (VIP²) measures the quality of care in general hospitals in Flanders. In this project, the hospitals themselves choose which indicators to measure. Workflower supports the hospital to measure a number of indicators, such as pressure sores, high risk medication, medication verification, and the information transfer among care professionals (SBAR) and to patients.

Commissioning a device

This application coordinates the various steps that must be followed when commissioning a device.

Following up orders for blood products and transfusions

This process supports the request of blood products in the emergency department in the event of an acute emergency. The process starts with the request in the EPR, and facilitates the ordering of blood products from the blood bank, the transport and receipt of these blood products, the registration of the product administration in the emergency department, and finally the return of any unused blood products.

The project combines process monitoring with track & trace, by scanning products, people, places, etc.

> Read how Ghent University Hospital developed a proof-of-concept for the blood transfusion process in the emergency room.

GDPR

If a potential GDPR issue is reported – via a support case, a customer or internally at Amaron – Workflower acts as a tool to evaluate the GDPR issue, coordinate and follow up the various steps, and report.

Linking patient data for merged hospitals

Two merging hospitals have decided to consolidate their applications in several phases. The first phase covers the patient-related applications: the LIS, the PACS and (later) the EPR. During this phase, both hospitals are keeping their own HIS, which means every patient in Hospital A’s HIS has to also be identified in Hospital B’s HIS. The patient IDs must therefore be linked, both for existing and new patients (a kind of master patient index (MPI) so to speak). Workflower ensures that this link is created automatically whenever possible, and creates a task for the administrator when a manual action is required.

Monitoring the status of protective clothing

An easy-to-use registration tool lets the hospital accurately track how many times each set of protective coveralls has been worn and washed. Each washing of a coverall is registered via barcode scanning. After 50 washes, a notification is sent that the coverall must be replaced.

Surgical loan set management

This process starts when the surgeon checks ‘loan set’ in the surgery application, and ends when the borrowed material leaves the hospital to be returned to the supplier. Every step in between is controlled by Workflower, ensuring a smooth flow of information among all involved parties and departments. At any time, you can see the order status, which procedure the material that was ordered is intended for, where the material is located, and what material needs to be sterilised.

In-hospital distribution of medication

Manage the transfer of medication from the pharmacy to the ward down to the smallest detail, with this process-based solution and its accompanying mobile application. Among the advantages: you can monitor the status of each shipment, track the location of pharmacy packages, and check who has signed for receipt (when applicable). You can also easily ensure that packages are kept at the requested temperature.

Logistic and administrative processes

A few Workflower achievements

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