How to Use Trace Integration Services to Connect with Other Hospital Systems

TraceCommunication.com
“How to Use Trace Integration Services
to Connect with Other Hospital Systems”
Wednesday, May 21, 2014
1pm ET | 10 am PT
Trace User Education Session

Webinar Playback
• Today’s presentation will be recorded.
• To view past webinars or register for upcoming
webinars, go to TraceCommunication.com/Webinars

“How to Use Trace Integration Services
to Connect with Other Hospital Systems”
Matt Jernigan | Director of Product Management
The White Stone Group, Inc.
Phil Gilbert | Corporate IT Program Manager
Baptist Health

Session Agenda
• Overview of Trace Integration tools
• How Trace is connecting to other
hospital systems
• What processes are being automated as
a result
• Opportunities to expedite workflow and
improve outcomes through Trace
integration.

Trace Integration Tools
Matt Jernigan
Director of Product Management
The White Stone Group

Overview
Trace Integration Services automatically
transfer Trace records to or from other
hospital systems.

Integration Examples
• Send test results (labs, radiology,
mammography) to ordering physicians
• Import and route electronic physician
orders
• Send patient medical records to Health
Information Management
• Automatically create work lists for teams
or individuals

Benefits
• Cost savings
• Greater accessibility to Trace records
• More efficient workflow
• Increased physician and staff satisfaction

How it works
Integration Services
Export

How it works – Export from Trace
Export delivery options
• File
• Link
• SecureSend

How it works – Export From Trace
• Via HL7 or “cold” feed.
• Any fax or electronic record.
• Indexing included.
File export

• Link to view Trace record.
• Via HL7.
• All record types.
Link export
http://www.trace.com/tracking=123456789

• Secure messaging with
anyone, anywhere and
any record type.
Secure Send
Elizabeth.Ogle@OrthopedicClinic.com

How it works
Import

How it works
• Via HL7 or “cold” feed.
• Images or recordings.
Import to Trace

How it works – Import from Trace
Options once imported to Trace
• Auto indexing.
• Auto fax.
• Creation of work lists.

• Allscripts
• ChartMaxx
• Cerner
• EDM
• Epic
• ImageNow
• KoFax
• McKesson
• OnBase
• OTTR
• SCI Solutions
• Siemens Sorian
• Sovera
• VI Web

Trace at Baptist Health
Phil Gilbert
Corporate IT Program Manager
Baptist Health

Baptist Health
• Headquartered in Louisville, Ky.
• Owns 7 acute-care hospitals with more than
2,100 licensed beds

Baptist Health
Physician network of more than 450 employed
physicians and more than 1,600 independent
physicians

Physician Satisfaction
• Satisfaction among physician base is
crucial as the health system seeks to
retain testing business
• Significant aspect is scheduling patients
effectively and efficiently through a
streamlined approach to physician order
management

Physician Order Process
• Employed physicians submit orders
electronically through Baptist’s EMR,
Allscripts
• Independent physicians fax orders to the
facilities
• Previously, this meant two processes for
managing orders
– Consumed valuable resources in scheduling
– Increased risk for lost records

Need for Centralized Process
Baptist hospitals needed a central
repository to manage all orders – fax and
electronic:
– Streamlined process to reconcile and route
orders to the appropriate ancillary
departments
– Improve workflow and service to both
patients and physicians

Role of Trace in Baptist’s Order Process
Trace serves as the central repository for
all orders received from both employed
and independent physicians:
– All faxed orders come directly to Trace
– Electronic orders are automatically
imported into Trace through an interface
between Trace and Allscripts

Benefits
• Gives hospitals a single workflow to
manage orders
• Provides more patient data in the
electronic order than the hospitals were
receiving previously
• Gives schedulers more information to
effectively schedule patients through a
single system

Workflow for Orders
• Once in Trace, orders are indexed to the
patient with information from the
hospital’s registration system
• Orders available for processing and
routing to the appropriate ancillary areas
• Streamlined process has eliminated
manual processing of orders
• Provided single workflow for physician
order management

Baptist’s Physician Order Process with Trace
Order received through
AllScripts; printed as
PDF from AllScripts
server
Order brought over to
Trace as image file
Order PDF-printed and
available in Trace
Order approved and put
into RelayHealth queue
Order indexed with ADT
information from
McKesson (account,
episode number)
Order validated for
compliance (Pre-
registration contacts
patient or physician
office)
Order available in both
RelayHealth and Trace
Patient test completed
Results sent back to
AllScripts
Order located by HIM
once patient test is
complete
Order sent to Horizon
Patient Folders Imaging
System
End Result: Order and
results side-by-side in
patient chart and
available for sign-off

Baptist’s Process Diagram

Q&A
Questions?

We’d like to hear from you!
Phil Gilbert
Corporate IT Program Manager
Baptist Health
pgilbert@bhsi.com
Matt Jernigan
Director, Product Management
The White Stone Group, Inc.
matt.jernigan@twsg.com

Thank you!

Next Webinar
Next Webinar is Wed., June 18
at 1pm ET/ 10am PT
“How to Use Trace Fax & Electronic Tools
to Manage Your Workflow”
Register at TraceCommunication.com/webinars

How to Use Trace Integration Services to Connect with Other Hospital Systems

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How to Use Trace Integration Services to Connect with Other Hospital Systems