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Robotic Process Automation For Meditech Integration

SphereGen Case Study

A not-for-profit area hospital partnered with SphereGen to update and automate integration to their Meditech applications, resulting in better patient service and a large time savings in processing data.​

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Robotic
Process
Automation For Meditech Integration

SphereGen Case Study

A not-for-profit area hospital partnered with SphereGen to update and automate integration to their Meditech applications, resulting in better patient service and a large time savings in processing data.​

uipath silver partner badge

O V E R V I E W

Integrating data between system silos is currently a huge challenge within the Healthcare system. SphereGen was able to help a Connecticut based hospital integrate Meditech data to both their Amwell TeleHealth system and a legacy order system by developing automations using UiPath.

In these automations, highly manual processes were automated to enable continuous processing and save time, so staff could be more focused on issues related to facilitating patient care, instead of paperwork.

THE DETAILS​

Automation: Revenue Cycle Management​ Meditech integration to legacy Purchase Order system

Challenges

Generating Purchase Orders required a manual rekey of data from Meditech to a legacy order system. The process was time intensive and if compounded by any keying errors, supply schedules were affected. Not having the right supplies on hand when needed resulted in delayed patient visits.

SOLUTION

To streamline the order process, an automation was setup to receive requisitions from Meditech. Upon receipt, cost center data is retrieved via a Requisition desktop screen and a purchase order is created using UiPath’s Studio. The order department receives notice that a PO has been created; upon approval of the PO, the order is sent to the associated vendor and the order department is notified that an order was placed.

CONCLUSION

Before automating this purchase order generation, 3-4 full-time employees (FTEs) were required to execute 40-70 transactions per week. After automation only 1 FTE was needed to approve a PO before sending it to a vendor. The other employees have gained almost 8 hours of time per week to focus on the patient process. In addition, more POs can be processed in a given time with less keying errors, which results in better availability of supplies in relation to patient scheduling. ​

RESULTS

Hours
Saved/week

0 hrs
Only 1 FTE required after automation

Error Reduction in
Data Entry

0 %
No more manual rekey of data
Focus shift to optimize Patient Process
0 X
2-3 FTE able to shift priorities to Patient Process

THE DETAILS​

Automation: Amwell Telehealth – Meditech/eCW Integration ​

Challenges

As with all hospitals at the onset of the pandemic, our client was faced with implementing a scalable telehealth system within weeks. Unfortunately, their Amwell Telehealth system did not easily integrate to their Meditech system, because Amwell was unable to access eClinical Works (eCW) Medical Record Number(MRNs) required by Meditech. ​In order to have the medical records on hand for the call, the staff had to manually pull data from 2 different systems.

SOLUTION

An automation was set up to retrieve or create patient eCW MRNs in Amwell by pulling EHR data from Meditech, via integration to Cloverleaf and a QuadraMed SmartID EMPI tool. At the onset of the telehealth call, all required information is retrieved and presented to the medical staff, so they no longer need to gather the information manually.

CONCLUSION

Clinical staff no longer need to manually retrieve patient information to prepare for a telehealth call. The time savings means more patients can be treated within the day.

As a result of using an RPA solution which overlays legacy systems, as opposed to a complete custom development integration – full Telehealth integration/implementation was able to be completed in 4-6 weeks​. This time savings was crucial during COVID.​ ​The UiPath automation was also an economical alternative to using QuadraMed’s sync solution, as the automation provides more functionality and flexibility at a favorable pricing.

RESULTS

Implementation
Time

0 wks
Quick time to deployment vs custom solution

Cost of Automation less than
other solutions

0 %
RPA automation cost less than other available options

Time savings /
telehealth call

0 mins
No manual information retrieval prior to call
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