A doctor wearing safety goggles and a face mask appears with the blog title: Patient Safety Challenges & Solutions

Patient Safety Challenges & Solutions

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HealthWare Systems Blog

Patient Safety Challenges & Solutions

Posted on Monday, March 15, 2021

Here are some of the patient safety challenges healthcare facilities are facing today, along with solutions for addressing these issues:

Patient Safety Challenge: Patients Delaying or Avoiding Medical Care


A doctor wearing safety goggles and a face mask appears with the blog title: Patient Safety Challenges & Solutions

What are your patient safety challenges? Chances are, one or more of our ActiveWARE products can help.

Patients missed health visits at alarming rates last year.

Research reviewed by the CDC found that by “June 30, 2020, because of concerns about COVID-19, an estimated 41% of U.S. adults had delayed or avoided medical care including urgent or emergency care (12%) and routine care (32%).” Consequently, the Becker’s Clinical Leadership & Infection Control editorial team included “missed and delayed diagnoses” and “low vaccination coverage and disease resurgence” on its top ten list of patient safety issues for 2021.

Besides worry about the pandemic keeping patients away, other barriers to healthcare access include a lack of (or inadequate) health coverage.

Solutions: A patient outreach campaign can bring patients back for preventive health services and encourage them not to forgo urgent care when they need it. Patients may be confused about the guidelines for seeking medical care during a pandemic. Receiving clarification directly from your organization will reassure them of the importance of obtaining routine and emergency care for their own health and safety. You can find patient outreach messaging ideas here.

HealthWare SystemsActiveXCHANGE solution can be bundled with our messaging platform to add automated voice message (TTS), text, email, pagers, fax, and traditional mail to create a physician and patient outreach engine for alerts, reminders, requests for information, and post-acute care follow-up.

When it comes to your uninsured and underinsured patient population, you can improve their access to healthcare by finding alternative funding sources for their medical bills. ActiveASSIST is our financial assistance screening solution that identifies which charitable programs patients may qualify for and manages the application process for them. This patient advocacy tool helps remove financial obstacles to healthcare access.

Patient Safety Challenge: Potential Exposure to COVID-19


While it may not be in a patient’s best interest to evade medical care altogether due to COVID-19 fears, there is still a risk of exposure to the virus when visiting a health facility.

Solution: Most health systems are now enforcing visitor restrictions to limit the number of people on site at their facilities. But have you considered reducing the number of employees on site as well?

Healthcare organizations have historically been hesitant to offer remote work opportunities due to concerns over uncontrolled access to PHI. However, you can enable healthcare staff to work from home in a HIPAA-compliant, secure remote work environment. Our off-site print management workflow solutions provide:

  • Controlled access to PHI.
  • Complete audit trails.
  • Elimination of intermediate hard copies/storage of paper forms.
  • Encryption of all information at all times.
  • Full transparency and productivity monitoring for management.

With fewer people on site, the risk of exposure to COVID-19 will be lower for both patients and healthcare employees. Patients will also be more willing to come in for medical care if they know every possible measure has been taken to limit their risk.

Patient Safety Challenge: Data Integrity & Interoperability Issues


Healthcare organizations continue to experience problems electronically exchanging information both externally (between different health systems) and internally (between different units/departments). Individual patient safety, as well as public health, depends on a provider’s access to accurate and complete data for each patient.

Unfortunately, “patient matching in the EHR” and “fragmentation across care settings” were included on the ECRI Institute’s top ten list of patient safety concerns in 2020.

Solutions: Our integration capabilities can introduce universal master patient indexes across disparate systems. This makes it possible to link episodes of care and supporting documentation across fragmented systems. Our electronic forms solution, ActiveFORMS, protects patient safety by enhancing patient data accuracy. ActiveFORMS uses barcode automation to correctly match patients’ medical forms to their accounts and auto-populates patient data on forms to prevent human error from manual entry or illegibility issues from handwritten forms. It also improves clarity by converting raw data into easy-to-read reports and transforming legacy reports into user-friendly documents.

With ActiveFORMS, healthcare facilities can easily pass Joint Commission audits.

In addition, our ActiveXCHANGE platform helps achieve healthcare interoperability in many ways, including by:

  • Providing a bi-directional gateway for consolidating information from any source (e.g. multiple scheduling systems, custom interfaces, HL7, FHIR, XML, web-based requisition systems, EHRs/EMRs, faxes, direct messaging, e-mail, hard copies, scanned documents/images, and verbal appointments).
  • Routing information through business rules and account matching to the appropriate destination (e.g. EMR, physician portals, document management systems, other third-party applications) in virtually any format.

HealthWare Systems specializes in integrating proprietary and third-party patient access technologies and connecting disparate health IT systems and EMRs/EHRs.

Patient Safety Challenge: Clinician Burnout


Physician burnout is tied to more medical errors, lower quality of care, and reduced patient compliance. Not only does it affect patient safety, but provider safety and health as well. This problem was on the rise before the pandemic and has understandably increased since it began.

Clinician burnout also appears on the Becker’s patient safety issues list for 2021.

Solutions: Major causes of clinician burnout include too much paperwork, administrative burdens, spending excessive time on EHR tasks, and working long hours.

Many EMR frustrations and administrative burdens can be traced back to interoperability issues (e.g. sifting through an overwhelming abundance of low-quality data to find relevant information, spending more time with the computer than with the patient).

ActiveXCHANGE increases physician satisfaction by:

  • Improving interoperability.
  • Intelligently managing information objects by using business rules to find and create actionable data, determining what to do with that information, and flagging errors and exceptions (e.g. detecting missing signatures or required forms/documentation) for resolution.
  • Handling incoming physician orders/third party documentation to greatly reduce physician complaints related to lost or incomplete orders.

ActiveXCHANGE also does not require referring physicians to change their behavior or learn new software.

You can further reduce providers’ workloads by outsourcing credentialing, which is another time-consuming and exhausting clerical responsibility for clinicians.


Solve Your Patient Safety Challenges with ActiveWARE by HealthWare Systems

Which patient safety challenges are you facing? Chances are, one or more of our ActiveWARE products can help. Contact us today to learn more, request a live demo, or schedule a free consultation – together, we can improve patient safety and enhance the patient experience at your healthcare facility.


By Stephanie Salmich

Various devices and forms of communication appear along with the words: Achieve Healthcare Interoperability with ActiveXCHANGE.

How Does ActiveXCHANGE Help Achieve Healthcare Interoperability?

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HealthWare Systems Blog

How Does ActiveXCHANGE Help Achieve Healthcare Interoperability?

Posted on Monday, October 12, 2020

ActiveXCHANGE is our solution for helping organizations achieve healthcare interoperability. Below you’ll find information on the basics of interoperability in healthcare, the challenges healthcare facilities face, and how we can help you solve them.

What Is Healthcare Interoperability?


According to HIMSS:

“In healthcare, interoperability is the ability of different information technology systems and software applications to communicate, exchange data, and use the information that has been exchanged. Data exchange schema and standards should permit data to be shared across clinician, lab, hospital, pharmacy, and patient regardless of the application or application vendor.

Interoperability means the ability of health information systems to work together within and across organizational boundaries in order to advance the effective delivery of healthcare for individuals and communities.”

Why Is Achieving Interoperability Important?


  • Interoperability is vital to patient safety and public health and a lack of interoperability leads to poor health outcomes and higher healthcare costs.
  • Seamlessly sending, receiving, interpreting, and integrating data significantly improves the patient experience and patients often expect that their information will be readily available to them and their healthcare providers.
  • Federal efforts to achieve healthcare interoperability are aimed at giving patients access to and control over their own medical information.
  • Interoperable technology streamlines organizational workflows and increases efficiency, plus cuts costs, by eliminating manual and redundant steps in the process of exchanging data.
  • Better interoperability helps with reducing physician burnout, which is often tied to EMR frustrations and administrative burdens that can be traced back to interoperability problems (such as sifting through an overwhelming abundance of low-quality data to find the information they need and spending more time with the computer than with the patient).
  • The Office of the National Coordinator for Health Information Technology (ONC) states that “Seamless data flow will also accelerate progress on a range of national health priorities that include combatting the opioid epidemic, spurring clinical innovation, and accelerating science.”

What Are the Challenges to Achieving Interoperability in Healthcare?


Various devices and forms of communication appear along with the words: Achieve Healthcare Interoperability with ActiveXCHANGE.

Achieve healthcare interoperability with ActiveXCHANGE.

  • Disparate Technology Systems – there are numerous distinct EMRs in use today by different health providers and organizations, and most were not made for the purpose of integrating with others.
  • No Standardization – there has been no uniform method of identifying patients or shared clinical terminology used among different EMRs, resulting in inaccuracies when matching individuals to their health data, duplicate medical records/patient accounts, and costly repeat testing.
  • Fragmented Data & Information Delays – variations between systems in the way they handle information also leads to incomplete medical records and slows down the transmission of data.
  • Unstructured Data – information may be exchanged in a myriad of different formats, including fax, scanned images/documents, hard copies, and other non-electronic forms of unstructured data; many facilities are only able to integrate this information through manual work.
  • Design and Usability – the ONC found that barriers to interoperability identified by healthcare providers and other stakeholders include “the differences in user-interface design across developers variations in the design that make day-to-day use complicated when a health care provider uses multiple systems and the lack of developer engagement with end users of health IT regarding design needs.”
  • Cost of Replacing Technology – providers have made large investments in their EMRs and other health IT systems and may be unable or hesitant to purchase new solutions.
  • Security Concerns – providers are also cautious of maintaining patient privacy and HIPAA compliance when considering new solutions.
  • Information Blocking* – due to “legal and business incentives,” health “information networks and their participants often treat individuals’ electronic health information as an asset that can be restricted to obtain or maintain competitive advantage,” per the ONC.
  • Third Party Integration – challenges extend beyond the internal solutions used by the healthcare provider. Third party solution providers and service vendors introduce additional challenges for sharing information between systems.

*In accordance with the Cures Act and Interoperability and Patient Access final rule (CMS-9115-F), in late 2020 the Centers for Medicare & Medicaid Services (CMS) will start publicly reporting “eligible clinicians, hospitals, and critical access hospitals (CAHs) that may be information blocking” and “those providers who do not list or update their digital contact information in the National Plan and Provider Enumeration System (NPPES).”

How Does ActiveXCHANGE Solve These Challenges to Help Achieve Healthcare Interoperability?


ActiveXCHANGE helps facilities achieve healthcare interoperability in the following ways:

  • Provides a bi-directional gateway for consolidating information from any source (this includes multiple scheduling systems, custom interfaces, HL7, FHIR, XML, web-based requisition systems, EHRs/EMRs, faxes, direct messaging, e-mail, hard copies, scanned documents/images, and verbal appointments).
  • Interprets all information and makes it actionable, regardless of the structured or unstructured format in which it’s received.
  • Automatically transforms all incoming information into an electronic format.
  • Performs “image cleanup” (e.g. corrects alignment issues, discards blank or irrelevant pages, “de-speckles” to remove unwanted marks) on graphic images and scanned documents and extracts key data from each page.
  • Intelligently manages information objects by using business rules to find and make usable relevant data, determining what to do with that information, and flagging errors and exceptions (for example, detecting missing signatures or required forms/documentation) for resolution.
  • Drives and automates processes and workflows based on business rules and triggered by incoming information objects.
  • Routes information through business rules and account matching to the appropriate destination (e.g. EMR, physician portals, document management systems, other third-party applications) in virtually any format and in a user-friendly form that the destination system can accept.
  • Operates bi-directionally to manage incoming and outgoing communication (e.g. automated voice message (TTS), text, e-mail, pagers, fax, traditional mail) between healthcare facilities, patients, physicians, affiliated organizations, remote workers, payers, and vendors – whether the recipient has an ActiveXCHANGE server or not.
  • Ensures the secure, HIPAA-compliant exchange of information.
  • Supports custom workflows and can be configured to meet the unique needs of each department across a client enterprise.
  • HealthWare Systems specializes in integrating proprietary and third-party patient access technologies and provides the platform for connecting disparate health IT systems and EMRs/EHRs, so there is no need to replace your investment in your current technology.
  • All costs (e.g. software, implementation, training, transaction fees, hardware) for our solutions are included in one monthly subscription payment and there are NO upfront fees, creating a more immediate return on investment for our clients.

As the ONC wrote, “Improved interoperability can strengthen market competition, result in greater quality, safety, and value for the healthcare system, and enable patients, health care providers, and payers to experience the benefits of health IT.”

Contact us today to learn more about how ActiveXCHANGE can help you achieve healthcare interoperability or schedule a live demo of our solution.


By Stephanie Salmich

A nurse reads the HealthWare Systems blog to address nurse burnout.

How to Prevent and Address Nurse Burnout

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HealthWare Systems Blog

How to Prevent and Address Nurse Burnout

Posted on Friday, September 14, 2018

A nurse reads the HealthWare Systems blog to address nurse burnout.

Address nurse burnout to improve clinician well-being and reduce nurse turnover.

When hospitals address nurse burnout, they not only improve clinician well-being but also the well-being of their patients and revenue cycle.


As we discussed in our last post, the effects of nurse burnout have a critical impact on clinician well-being, patient satisfaction, patient safety, and the national nursing shortage.  Therefore, hospitals must address nurse burnout.


Here are a few ways health systems can prevent and address nurse burnout:


Maintain Adequate Staffing Levels – Understaffing contributes to nurse burnout because nurses become overworked in the form of longer shifts, more overtime, and heavier workloads.

Reduce Nurse Turnover Rates – High nurse turnover also places a heavier workload on your remaining nurses.  To reduce nurse turnover, many healthcare facilities are offering various incentives in exchange for a required minimum length of work from their nurses.

Millennial healthcare employees are especially drawn to organizations that invest in their education.  Offering educational or financial incentives like sign-on bonuses, scholarships, tuition reimbursement, and profit sharing is effective in retaining Millennial healthcare employees.

Another strategy is peer interviewing.  Allowing your nursing staff, who have firsthand knowledge of what it takes to succeed as a nurse at your facility, to interview applicants and contribute to hiring decisions can increase the likelihood the candidates you hire will be a good fit for your facility.  And, your staff may have an increased interest in helping those candidates adjust to their new positions if they helped choose them as new hires.

Create a Mentorship Program The nurse turnover rate for first-year nurses at Franciscan St. Francis Hospital and Health Centers in Indianapolis went from 31% to 10.3% thanks to its mentorship program.  A mentor can support his/her nurse mentee by acting as a role model and passing on skills, knowledge, and experience.  A mentor should also be a good listener, supportive and encouraging, and help build a mentee’s confidence.

Provide Emotional Support Research published in the journal Medical Care studied “compassion practices,” which “recognize and reward compassion in the workplace as well as provide compassionate support to health care employees.”  The study found that compassion practices positively affected nurse well-being and resulted in less emotional exhaustion and more psychological vitality.

Offering spiritual/emotional support services on your campus is one way you might support clinician well-being.

Alleviate Administrative Burdens In a national study conducted by RNnetwork, one of the top three reasons nurses gave for wanting to leave the profession was “spending too much time on paperwork.”  Having the right technology in place can help ensure your nurses get to spend more time with patients and less time doing clerical work.

Get Feedback Communicate with your nurses.  Find out which of these strategies are working and how you can improve upon them.


Hospitals that work to prevent and address nurse burnout using the strategies above can protect their clinicians, patients, and revenue cycle from the dire effects of nurse burnout.

Health systems interested in how to address nurse burnout may also wish to visit our other blogs on these topics related to clinician well-being:  reducing physician burnout, physician empathy, time-savers for physicians, support your physicians.


By Stephanie Salmich

The effects of nurse burnout: A nurse crossing her arms experiences nurse burnout.

The Effects of Nurse Burnout

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HealthWare Systems Blog

The Effects of Nurse Burnout

Posted on Wednesday, September 12, 2018

The effects of nurse burnout: A nurse crossing her arms experiences nurse burnout.

The effects of nurse burnout reach your nurses, patients, and bottom line.

The effects of nurse burnout are far-reaching.  Everyone, from your patients and their families to your nurses and the entire facility, can be affected by nurse burnout.


The Effects of Nurse Burnout Reach Your Nurses, Patients, and Bottom Line…


Here are some of the effects of nurse burnout:

Nurse Well-Being Nurse burnout can lead to feelings of dread about work, mental and physical exhaustion, sleep issues, and depression for your nurses.  The effects of nurse burnout also include compassion fatigue, causing your nurses to disengage from your patients.

Patient & Family Satisfaction Interactions between your nurses and patients and their family members are crucial to the patient experience and patient satisfaction scores.

A study published in the journal Medical Care found the following relationship between nurse work environment, nurse burnout, and patient satisfaction with nursing care:

“Patients cared for on units that nurses characterized as having adequate staff, good administrative support for nursing care, and good relations between doctors and nurses were more than twice likely as other patients to report high satisfaction with their care, and their nurses reported significantly lower burnout. The overall level of nurse burnout on hospital units also affected patient satisfaction.”

Patient Safety Clinicians suffering from burnout may be less motivated and/or may experience lower cognitive functioning due to emotional exhaustion, putting patient safety at risk.

An article published in the American Journal of Infection Control found a significant association between nurse burnout and UTIs and surgical site infection.  According to the researchers, “hospitals in which burnout was reduced by 30% had a total of 6,239 fewer infections, for an annual cost saving of up to $68 million.”

Reducing nurse burnout can decrease the likelihood of medical errors and improve patient safety at your facility.

Turnover & Nursing Shortage According to the American Association of Colleges of Nursing, factors contributing to the national nursing shortage include insufficient nursing school enrollment and faculty, high retirement numbers, the aging population’s need for more healthcare workers, and high turnover/number of nurses leaving the profession altogether.

Almost 1 in 5 new nurses leaves his/her first job within the first year, and about 1 in 3 leaves within the second year.  In a national study conducted by RNnetwork, “half of the nurses surveyed have considered leaving nursing.”  According to the survey, “the number one reason for wanting to leave is feeling overworked (27 percent), followed by not enjoying their job anymore (16 percent) and spending too much time on paperwork (15 percent).”

Unfortunately, there is a cyclical relationship at work here: the national nursing shortage increases nurse burnout for those who are working in the profession as their workloads consequently grow.


As you can see, the effects of nurse burnout have a critical impact on nurse well-being, patient satisfaction, patient safety, and the national nursing shortage.  Please read our next post on how to prevent and address nurse burnout to ensure your health system can avoid the dire effects of nurse burnout mentioned above.


By Stephanie Salmich