Approval Workflow Tool

THE PATH TO A PAPERLESS HOSPITAL

In collaboration with the Styrian KAGes hospitals, INFORMATICS Healthcare developed a report signing workflow tool that streamlines the process in hospitals and clinics—from the initial request to the signing of the approved report. This accelerates the treatment process, reduces the physician’s workload, and ensures that reports are signed in a timely manner.  

The consistent and comprehensive electronic recording and documentation of a patient’s medical history and treatment presents a major challenge for healthcare providers today. This is also the case at the Styrian Hospital Association (KAGES), where 17,656 employees—including 2,330 physicians and 5,998 licensed nursing staff—care for an incredible 260,000 inpatients and an even more staggering 1.5 million outpatients per year across 22 locations.  

REDESIGN OF MEDICAL PROCESSES

Documentation generates an incredible volume of data and records every day, which has made it necessary to increasingly digitize these processes. For this reason, KAGes decided some time ago to replace the traditional paper temperature chart, which was filled out by hand, with an electronic temperature chart.

“Until now, data was recorded outside the IT system and was only available on the paper chart. Because the data was not recorded systematically, standardization was not possible. Electronic recording, on the other hand, now ensures standardized, systematic data collection that is available to everyone, everywhere. This means it is now possible to initiate a medical order from anywhere—previously, this was only possible during rounds or through ‘auxiliary processes’ when the paper temperature chart was on hand. However, a holistic view of the patient is only achieved through the chart,” explains Peter Altreiter, Managing Director of INFORMATICS Healthcare.  

This transition also necessitated a redesign of all related processes—from the recording of vital signs and medication orders to the signing off on medical findings. As a result, KAGes took another step forward in digitalization with Peter Altreiter’s healthcare team, and together they developed a workflow tool for signing off on medical findings.

“It’s a milestone on the path to going paperless”

Peter Altreiter, Managing Director of INFORMATICS Healthcare 

“The tool serves as an extension of the fever chart and provides an overview of the completion status of tasks, from the initial order to the approval of the released findings. This makes the progress of tasks visible. As a result, it ensures that the physician is actively informed about their patient’s findings and can review and validate them. In addition, all data is collected in the correct patient record. This ensures a “closed-loop” for an examination, and no information can be lost during the patient’s stay. This increases patient safety.”

The signing or approval process is simple, location-independent, and seamlessly integrates with existing workflows. It ensures that you always have a clear overview of the order, request, clinical assignment, appointment, movement, and the status of the approved findings. “It’s a milestone on the path to going paperless.”  

STANDARDIZED TRANSFER OF INFORMATION

Together with Victor Grogger, the representative responsible for implementing the electronic fever chart throughout the KAGes, Peter Altreiter also gave a presentation on this topic at the DSAG’s annual conference in Leipzig. The KAGes expressed enthusiasm for the new tool:

“These guidelines support all professional groups in ensuring a standardized exchange of information across disciplines,” praises Dr. Norbert Bauer, Chief of the Department of Internal Medicine at Hartberg Regional Hospital. LKH Hartberg, and specifically its Department of Internal Medicine, was selected as the first department and thus as a pilot project for the implementation. From there, the new approval workflow has now been rolled out to all KAGes facilities.

“This puts an end to the often tedious task of deciphering handwriting or interpreting abbreviations.”
_{Brigitte Hahn, Director of Nursing at LKH Hartberg}

Brigitte Hahn, Director of Nursing for the entire LKH Hartberg, explains the benefits of the tool from her perspective: “The instructions and to-do lists help the nursing staff carry out routine tasks as well as handle special requests. “This puts an end to the often tedious task of deciphering handwriting or interpreting abbreviations.” Now there is standardized clarity that eliminates manual errors and remains consistently traceable.