Patient forms are a critical part of documenting a patient’s stay. Pairing traditional forms management and top-of-the-line document management software, Hygrade Business Group has built a one-of-a-kind solution that utilizes the Hygrade Business Group EZ.Order forms management philosophy. This allows patient forms complete with accurate demographic information and barcodes to be printed on demand from any workstation. Built with years of document management experience, Hygrade provides a portal to quickly access registered patients, pull together forms needed for the patient stay, and print them with the click of a button through EZ.PatientAccess. Added security can be set up to ensure users access to only the information they need as well as HIPAA compliance through our in-depth audit trail. Hygrade's EZ.PatientAccess offers a solution that is easy, cost effective, and invaluable to your organization.
WHAT IS EZ PATIENT ACCESS
A combination of a real-time ADT to collect patient demographics, access control to PHI information and on-demand forms results in an enterprise solution that will allow you to control costs as well as identify information within your organization. With the movement towards EHR technology, you need to make sure as you collect information (even in a handwritten form) that the information gets identified accurately for storage in a non-paper environment. We utilize barcode technology with provided key demographic information generated when you need the forms. The result are forms that not only are identifiable by the type of form, but that also provide human and machine-readable demographic information.
WHY FORMS ON DEMAND
Every organization needs to be cost conscious. With the ever-changing requirements in a complex healthcare environment, forms too are constantly changing. This provides an opportunity to build a system that will let you only generate what is needed, as needed. Combined with the information to appropriately identify each document, this is a win-win situation.
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WHAT IS THE RIGHT CHOICE FOR DISTRIBUTING AN ON-DEMAND FORMS PRODUCT?
You want something easy to distribute that will not require a technician at every desktop. We use browser-delivered technology that can easily be accessed or even embedded into your application to make this possible. Now a user with Internet Explorer 5.5 or higher can access a web page that will ask them to log in. Once they do so, they can obtain the information they're allowed, produce forms for a specific function, even generate forms in different languages based on ADT-provided information. Packages of forms can be built to accelerate the forms generation function, plus can be facility personalized for multiple-facility organizations.
IS IT ENOUGH TO JUST GENERATE THE FORMS WITH THIS INFORMATION?
The simple answer is no. The information required above is considered PHI and should have appropriate security measures so that access to the information is not abused. We overlay a system of user access and control to make sure the appropriate information is delivered to the right users, which minimizes the risk of access to this information.
WHAT INFORMATION CAN BE INCLUDED?
We recommend that form identification be combined with basic demographics such as:
- Form Catalog Number
- First Name
- Middle Initial
- Last Name
- Admission Date
- Date of Birth
- Location of Generation
- Date and Time of Generation
- Document Serial Number
- Page Sequence (X of N)
This information can be generated on a form to replace the labeling that has been used in the past, as well as 2D bar-coding that allows for successful machine reading for indexing the pages during a document management process. Healthcare has rallied around the bar-code topology of PDF417 as the right technology for this job.
WHAT IS VITAL DOCUMENTS?
Hygrade Business Group is the single hub for all forms in a forms management program. EZ.Order is the one-stop access point for end users to obtain any form used throughout the system. We have provided the resources and technology to support many of the print-on-demand and print-at-the-desk applications. The Vital Documents project is a JCAHO requirement to provide vital documents such as consent forms in as many languages as possible to support the diverse demographic range within a healthcare system. The Vital Documents module is accessible to all entities and will allow for the site-specific information to be included on the document, in addition to the required language. The system works as follows – an end user will access Vital Documents via ImageWorks. Each user will be authenticated and directed to their specific campus, (i.e. ABC Hospital) select the specific document (i.e. consent for endoscopy) then choose the patient language (i.e. Polish). Within two clicks of a mouse, the clinician will have the specific document and most current version, allowing them to focus on patient care. Additionally, each foreign language consent that prints will be accompanied by the English version as a backup and reference.
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