Archive for Case Study

Eagles Landing Family Practice Case Study

The Client
Eagles Landing Family Practice features 11 locations and 45 care providers serving families in the Atlanta metropolitan area. It is the largest independent health care company of primary care providers in the state of Georgia, and is known for its keen focus on increasing the quality of care and enhancing efficiencies through innovative use of their eClinicalWorks electronic health records and practice management system.

The Situation
Primary Care practices and physician groups find themselves in a challenging segment of health care. These groups typically serve as the “home base” for a patient’s overall health and wellbeing, while governmental programs such as MIPS, MACRA and PCMH require them to engage in increased data collection and reporting – functions that don’t provide revenue to the practice or its providers. The key to thriving in this environment is determining how to best leverage electronic health records and practice management systems, build technology to interface with these systems, and develop workflows that will increase efficiency while improving care and communication.

The Client’s Need
Eagles finds itself in the midst of rapid, yet deliberate growth, and recognized the need to put systems in place to better manage population health and improve the way the practices communicate with patients to ensure that care is delivered promptly, accurately, and consistently, and in a way that delivers value to both patients and the practice itself. A high level of automation and customization was required to achieve this goal, and it was quickly determined that Eagles’ needs and vision were quite different from how a typical practice uses eClinicalWorks. In fact, they were originally told what they were trying to do wasn’t possible. That’s when they turned to Mi7 for help.

How Mi7 Solutions Helped
The Eagles vision for how they wanted to leverage their eClinicalWorks system to grow their practice and do business in a smarter way was quite advanced and involved a variety of different technology platforms. At a high level, the work Mi7 performed for Eagles included custom reporting, integration and automation of data with programs such as Salesforce and other third-party organizations and softwares. But it’s the details behind the purpose, functionality, and customization that make these projects so remarkable.

  • Data Integration – The Mi7 team integrated eClinicalWorks data into Salesforce to trigger patient communication and activity tracking to help ensure that patients were on track with appointments, testing, and other items critical to their overall care and health. In addition, this process integrates with the DASH scheduling system to allow for enhanced patient scheduling options.
  • Predictive Analytics – In order to initiate the various patient communication points, Mi7 developed processes within eClinicalWorks to calculate when those communications should happen and trigger the activity.
  • Custom Reporting – Eagles found that certain modules and registries, such as the CDSS section, were quite limited, and the process of creating custom registry alerts was not so straightforward. Mi7 created reporting that would address these needs, and produce the alerts and outcomes needed from the system.
  • Opportunity Capture Reports – Providing great health care involves ensuring patients are getting the tests and procedures they need. To accomplish this goal, Mi7 created opportunity capture reports to track whether patients were actually going in for routine tests such as mammograms or other health screenings, or one-time procedures they may need. Not only does this make for better overall care, it also makes good business sense in tracking captured and lost opportunities and putting systems into place to increase capture rates and track the associated revenue generated.
  • Automation – A primary goal for Eagles was to automate as much as possible, creating systems that would auto-populate data, flag issues, and generate alerts. One such automation revolves around PQRS reporting, in which codes are auto-inserted into the billing data. Mi7 also automated the process of payment posting within eClinicalWorks directly from their third-party patient payment portal. This eliminated the need for manual data entry and streamlined the process.

Results
Through the various projects implemented by Mi7, Eagles Landing Family Practice has been able to bring their vision to life in terms of leveraging eClinicalWorks to grow their practice – both organically through patient satisfaction, and financially through increased capture rates and more efficient processes. They’ve substantially increased their monthly billings across the practice and have been able to focus their staff on patient care and patient communication activities to better serve the population.

“We were told by others that our vision for what we wanted with our eClinicalWorks system wasn’t possible, but the Mi7 team made it happen. They have in-depth knowledge of eClinicalWorks, and team members who understand and embrace what we were striving to accomplish, not just with the system, but with our overall business, and they developed the solutions that actually worked for us. What Mi7 has created runs efficiently and has helped us reach our overall goals.”

Nick Williams
CEO, Eagles Landing Family Practice

Data Migration Case Study: Central Peninsula Hospital

The Client

Central Peninsula Hospital (CPH) is a 49 bed, full service hospital in Soldotna, Alaska. The staff includes more than 80 physicians and allied medical staff practicing a wide variety of specialties.

The Situation

CPH was planning to consolidate and connect its hospital records into one centralized electronic health records system. They had chosen Epic as their new EHR system, and needed a way to extract data from existing systems, and format, validate and migrate it into Epic. With 13 physician practices operating within the hospital network, those managing the project knew they were dealing with 13 different data sources, 12 of which were eClinicalWorks.

The Client’s Need

CPH was in need of a partner who could help them extract the data they needed from the different data sources in a way that was meaningful, accurate, and as smooth as possible. They realized the challenges posed by the number of data extracts that would need to be performed, as well as the extensive planning and data verification processes that were required in order to ensure that the data migration into Epic was successful. When dealing with patient data files, it’s important to have confidence that all information is delivered to spec with no variations.

How Mi7 Solutions Helped

The CPH team had an advantage entering into this project: they had worked with Mi7’s sister company, Curas, for many years on their eClinicalWorks needs, and knew members of the Mi7 team (and their extensive capabilities when it came to data extraction and migration). Mi7 began the process by working with the consulting group the hospital had chosen  to create the specifications for the project, ensuring that all were in alignment with how the data would be pulled and migrated, while remaining flexible to make adjustments to the process as the project got underway.

Eventually, three data extracts, and validations, per database were performed, totaling thousands of patient records and lines of data to import into the new EHR. Not only did Mi7 extract patient data, including demographics, visits, and progress notes, the team also extracted Problems, Allergies, Medications and Immunization (PAMI) data.

Results

When evaluating a data extraction and migration project, the first result to consider is the accuracy of the data. Through the validation process, the CPH team never encountered any inaccuracies. In fact, this level of accuracy enabled the team to get the validation work completed efficiently. In addition, the data was complete, delivered to spec, and delivered on time. CPH reports that Mi7 created a meaningful conversion for them, meaning the data was usable, in the format that was needed, and included the right data. This was made possible because of Mi7’s extensive understanding of the structure of the data, where it’s located, and how to properly access it. Though it was a complex and large project, it was not only labeled as a great success, but was also one that those involved enjoyed being a part of.

“When it comes to eCW data extraction and migration, I would only recommend Mi7.  They are the experts and understand the structure of the eClinicalWorks database.  All of their work was clean, allowing me to feel confident that the data they extracted met spec and was accurate.  Their team was wonderful to work with and they were highly professional.  If a medical practice or hospital group needs data migration Mi7 is the best option.”

Stephanie Roberts
eHealth Services Manager
Central Peninsula Hospital

Mi7 / CRMC Case Study – Report Interface

The Client
Capital Region Medical Center (CRMC) in Jefferson City, Mo. is an affiliate hospital of University of Missouri Health Care. It encompasses a full service hospital and an expansive clinic system covering eight counties. The hospital’s Inpatient Rehabilitation Center is one of the few accredited hospital-based rehabilitation centers in the state.

The Situation
For many years, CRMC had been using a manual, fax-based system to transfer diagnostic reports, or reports from various studies between 100+ providers across 30 clinics, using 23 separate EMR databases, in the region. In addition, reports between the hospital itself and the network of providers and clinics, including discharge orders, patient histories, and others, were being faxed and manually processed.

As the partner for the data migration project to create CRMC’s centralized eClinicalWorks system, Mi7 Solutions was well positioned to help them execute this phase of their eClinicalWorks project. Mi7’s experience with CRMC, their processes and needs, as well as their extensive knowledge of health care IT and eClinicalWorks made them a trusted resource.

The Client’s Need
Capital Regional Medical Center processes 400-800 reports each day between their 30 clinics and with the main hospital. The previous process was manual on both ends, meaning the sender and the receiver each had time consuming tasks to manage for hundreds of reports. With a recently implemented, centralized eClinicalWorks system in place, they sought a way to automate the process and make information more readily available.

It was also imperative that CRMC’s workflow was considered, as the process for how an automated reporting system functions would be much different from the way that the manual reports were flowing through their system. This involved both process documentation, as well as the shift in focus for the staff managing the process.

How Mi7 Solutions Helped
Mi7 listened closely to CRMC’s project requirements. Once they had a full understanding of the needs and challenges, they collaborated with the team and provided a plan, with suggestions for the best ways to accomplish CRMC’s goals. Extra care was taken to draft the scope of work and clearly define the requirements and end result.

To meet the goal, Mi7 developed a custom reports interface for CRMC, leveraging HL7 language (the standard health care interface language) to allow for the transfer of data. All reports, clinical documentation, lab and radiology results, and others, are easily transmitted through the interface for accessibility to all providers involved in the patient’s care.

Results
There have been many benefits as the result of the implementation of the reports interface. A great deal of time is being saved by eliminating the need to manually fax hundreds of reports between CRMC providers each day. This translates to overall cost savings, and a large burden being relieved from CRMC’s fax system. The patients also see a benefit in that there is more accuracy, and more immediate access to information, which ultimately expedites treatment.

“Mi7 is very detail oriented, which is imperative when you’re working with the type of information involved in the transfer and sharing of patient data. His thoroughness led to a very well-defined scope of work and project requirements, which allowed the project to run very smoothly with no surprises. As we have the need to add new reports to eClinicalWorks, Mi7 is right there with us, adding to the interface as our needs grow. Mi7 is great to work with, and we’ll continue to work with them on future projects.”

Belynda Imhoff, RN, MS
Director, Health Informatics,
Capital Region Medical Center

Mi7 / CRMC Case Study

The Client
Capital Region Medical Center (CRMC) in Jefferson City, Mo. is an affiliate hospital of University of Missouri Health Care. It encompasses a full service hospital and an expansive clinic system covering eight counties. The hospital’s Inpatient Rehabilitation Center is one of the few accredited hospital-based rehabilitation centers in the state.

The Situation
Because of the organization’s size and number of clinics within its system, CRMC found itself with 23 separate installs of an outdated version of eClinicalWorks. Once it became possible to do so, they sought a way to create one centralized system.

Mi7 Solutions was chosen, in part, because they had helped CRMC in the past. Mi7’s experience with health care practices in general, their extensive knowledge of health care IT and their specific knowledge of eClinicalWorks made them a resource.

The Client’s Need
Central Regional Medical Center had a need to consolidate patient data into one central system from its 23 separate eClinicalWorks systems. Each system housed both patient demographic information, as well as clinical documentation associated with each patient. There was also a high probability that the same patient, visiting multiple clinics for various specialties, tests or treatments, had a separate record within each of the clinic’s eClinicalWorks systems.

This posed a challenge for a number of reasons. In a centralized system, the goal is to create one record for each patient. However, there was a possibility that variances could exist in the data entry from one system to another, making matching up patient records difficult. CRMC wanted to ensure that multiple patient records were not created for each patient, so the data matching process must be precise. Also, it was crucial that records from different patients didn’t inadvertently overlap, causing clinical data to be included for the wrong record. Finally, it was imperative that all of the data be moved to the centralized system, with nothing missing.

CRMC needed to make sure their partner for this project could manage that level of accuracy with no mistakes.

How Mi7 Solutions Helped
Mi7 worked closely with CRMC to outline the project requirements and suggest a detailed plan of action for migrating (or consolidating) the data from each of the 23 locations into a centralized eClinicalWorks system. Each need was specifically addressed in the plan, as to how the objective would be accomplished.

Mi7 helped CRMC define which data would be consolidated and which would simply be moved to the centralized database. To accomplish the level of accuracy necessary for the data migration, Mi7 developed a comprehensive data matching process that would help ensure that duplicate patient data would not be migrated to the new system, and that the proper data was matched with the proper record.

Extensive testing was performed prior to launch to ensure the accuracy of the data. This testing also included the identification of pieces missing in the original process design. Solutions for those pieces were presented and implemented as the process unfolded.

Results
Access to information and sharing between CRMC’s multiple locations is much faster and easier, now that it is centralized. This has improved patient care, as well as the patient experience, because all patient data is located in one database. All providers have access to the same information, in the same location, without delays in communicating or transferring data from clinic to clinic.

 

“Mi7 Solutions was highly responsive and personable. It gave our team great comfort, moving the project along while adapting to the many changes that developed. Their knowledge of health care IT and its related regulations, along with their specific understanding of eCW made a profound difference for us. We would recommend them to anyone who has data migration, integration, reporting needs, or any other custom programming needs for eCW.”

Belynda Imhoff, RN, MS
Director, Health Informatics
Capital Region Medical Center

Mi7 Solutions Featured in the St. Louis Business Journal’s Tech Flash

St Louis Tech Startup, EMR Interfaces, IntegrationThe St. Louis Business Journal’s Brian Feldt recently interviewed Mi7 Solutions’ founder Brad Cassity about his recent departure from Curas and the launch of Mi7. The article discussed the increased need for lab device
integration, data extraction and migration, and system interfaces for Electronic Health Records systems being used in hospital and medical practice environments. Cassity stated in the article:

“We’ve seen a big need from clients at Curas who were looking at other softwares or mobile solutions and wanting to use another system … [practices are also] looking to move systems and finding other EMR systems that can’t do what they originally thought….Their needs are growing more sophisticated, so they are going to other applications.”

The article can be read in its entirety on the St. Louis Business Journal website.

Mi7 Case Study – Arthritis Consultants, Inc.

The Client

CaseStudy_img_webEstablished in 1974, Arthritis Consultants, Inc. is a Rheumatology practice with three locations in the St. Louis area. The firm is the oldest Rheumatology practice in operation in St. Louis.

The Situation

As medical practices continue to mature in their use of Electronic Health Records, many are looking for more functionality and integration between systems. In addition, Meaningful Use Stage 2 requires that specific integrations be in place for the sharing of information. One such integration is lab device integration with the electronic health record. Practices are turning to technology partners to help them design and implement these interfaces.

The Client’s Need

Arthritis Consultants operates with two lab devices, Beckman Coulter and ACE Alera, and uses eClinicalWorks as their EHR. The practice had implemented a rudimentary device interface between their devices and eClinicalWorks. Unfortunately, their interface software was unreliable. It was also inflexible and lacked a reconciliation utility for managing and resending results that could not be matched to patients in their eClinicalWorks system. The interface computer recently crashed and they were faced with having to not only replace the unit, but also rebuild the interface which could not be recovered.

How Mi7 Solutions Helped

Mi7 Solutions worked closely with Arthritis Consultants to design the new lab device interface that would operate similar to what they had before, but that was more stable and a lower cost to maintain. Through the implementation and testing process, Mi7 identified additional modifications they could make that would better fit Arthritis Consultants’ workflow. The interface also includes a user interface for assisting the practice in reconciling results when there is a data entry problem on the device side.

As a safeguard, Mi7 also implemented off-site backup of the configuration and interface so that if there ever was a problem with the computer again, they could easily restore the interface.

Results

Mi7 was able to install the new interface in just a couple weeks time, and has helped Arthritis Consultants gain greater efficiency in their workflow while providing a better, more functional environment for the lab device interface. In fact, the new system functions so well that, to date, Arthritis Consultants has made only one support call to Mi7, who quickly discovered an issue not with the interface, but with the lab device itself which required a simple restart.

 

“The Mi7 staff is very professional and knowledgeable, working one-on-one with us to build our new system with the features we wanted. Our experience with Mi7 was fabulous. It’s nice to work with a company that aims for customer satisfaction.”

Tracy Hickles, Office Manager