A patient tracking system will improve the healthcare employee experience.

Improve the Healthcare Employee Experience with a Patient Tracking System

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HealthWare Systems Blog

Improve the Healthcare Employee Experience with a Patient Tracking System

Posted on Friday, November 15, 2019

Patient tracking systems are known for improving the patient experience… But did you know HealthWare’s patient tracking system, ActiveTRACK, can also improve the healthcare employee experience?

ActiveTRACK captures data in real-time. Its real-time dashboards improve the healthcare employee experience in the following ways:

Better Resource Allocation

Access to actionable, real-time data enables supervisors to proactively manage resources and staff based on actual patient flow. Workloads can be better balanced so that one group or individual is not needlessly or disproportionately overwhelmed, which can greatly reduce workplace stress.

Holds Everyone Accountable

ActiveTRACK monitors productivity, creating the opportunity to reward or recognize high achievers. It also allows managers to identify low performers and ensure that every employee pulls his/her weight.

It’s very frustrating for a team when one member brings the rest down. Without a tool like ActiveTRACK it’s hard for managers to hold everyone to the same productivity standard. With ActiveTRACK, managers can put low performers on a work improvement plan and improve team engagement.

Correctly Determines Responsibility

Management can also immediately and accurately pinpoint where any bottlenecks in patient throughput occur thanks to ActiveTRACK’s real-time data.

An acute care facility in the Chicago Suburbs used ActiveTRACK for this purpose, and discovered that patient delays had been incorrectly attributed to its Registration Department. Data from ActiveTRACK revealed that patients were actually being held up in other areas. (You can read the full case study here.)

When healthcare employees are mistakenly blamed for workflow issues, they will feel irritated at best and unjustly treated at worst. A patient tracking system can bring your healthcare employees the relief and security of knowing their good work will be properly credited to them and won’t go unnoticed.

You may also be interested in: “3 Healthcare Solutions for Improving Employee Satisfaction, Engagement, & Retention

Improves Communication & Patient Visibility

In addition to real-time data, ActiveTRACK also delivers real-time communication among departments. And, patient status is visible to all departments across the enterprise. This eliminates calls between clinical areas, to greatly improve the healthcare employee experience.

A patient tracking system will improve the healthcare employee experience.

You can improve the healthcare employee experience by providing the tools and resources healthcare employees need to do their jobs well.


Annette Franz (customer experience thought leader and founder/CEO of CX Journey Inc.) says when she interviews employees, “some of the biggest pain points of their experiences are most often about their inability to do a good job”:

“At the heart of it all, employees want to do their jobs and do them well. Unfortunately, they can’t if they aren’t provided with the tools, processes, and resources needed to do that.”

ActiveTRACK is the tool healthcare employees need to do their jobs well. And when healthcare employees are happy and engaged, so are patients!

Download our Product Sheet to learn more about how ActiveTRACK can improve the healthcare employee experience at your facility.


By Stephanie Salmich

Physicians hold a thumbs up sign for solutions that can streamline prior authorizations.

Streamline Prior Authorizations with a Pre-Arrival Workflow Solution

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HealthWare Systems Blog

Streamline Prior Authorizations with a Pre-Arrival Workflow Solution

Posted on Monday, July 1, 2019

The results of a recent survey conducted by the American Medical Association illustrate the importance of solutions that can streamline prior authorizations.


The 2018 AMA Prior Authorization Physician Survey found the following:

  • 91% The percentage of physicians who say the prior authorization process postpones patients’ access to necessary care.
  • 28% The percentage of physicians who say the prior authorization process has resulted in a serious adverse event for their patients (e.g., “death, hospitalization, disability/permanent bodily damage, or other life-threatening event”).
  • 86% The percentage of physicians who describe prior authorization burdens as high or extremely high.
  • Almost 2 Business Days (14.9 hours) The average length of physician/staff time that is devoted to prior authorization requirements per physician per week.
  • 36% The percentage of physicians who have employees who work solely on prior authorization tasks.

Clearly, health systems face many challenges related to preauthorization.  Patient safety is compromised when care is delayed.  Patient and physician satisfaction are at risk as patients endure frustrating waits for treatment and physicians deal with administrative duties that disengage them from their medical work.

And not only can each prior authorization be costly, but excess costs are also incurred in the forms of extra clerical staff and rework when prior authorizations are denied and must be resubmitted.


According to CAQH CORE, 88 percent of prior authorizations are completed either partially or completely manually; and, the majority of preauthorization issues are related to manual processes.

A pre-arrival workflow solution can automate manual processes and streamline prior authorizations.


With a pre-arrival workflow solution that can streamline prior authorizations, you can address the issues mentioned above:
Physicians hold a thumbs up sign for solutions that can streamline prior authorizations.

A pre-arrival workflow solution can streamline prior authorizations and improve staff and physician satisfaction.


Support your physicians by utilizing solutions that make their jobs easier.  Implementing time-savers for physicians can go a long way toward reducing physician burnout, which is often related to stressful and time-consuming administrative workloads.

In addition to increasing physician and employee satisfaction, a pre-arrival workflow solution will improve your revenue cycle and patients’ access to care they need.

Hospitals can no longer afford to delay employing solutions that will streamline prior authorizations and benefit all stakeholders in their organizations.


By Stephanie Salmich

Prescription for celebrating the holidays in the hospital.

Celebrating the Holidays in the Hospital

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HealthWare Systems Blog

Celebrating the Holidays in the Hospital

Posted on Monday, December 3, 2018

Celebrating the holidays in the hospital can be tough for patients, their families, and your staff who take care of them this time of year.


Follow this prescription to help make celebrating the holidays in the hospital happier for patients, their families, and healthcare employees!

Help make the holidays happier for patients, their families, and healthcare employees!

 

The following ideas can make celebrating the holidays in the hospital happier for both your patients and employees:

Deck the halls! 

Put together a team of volunteers to decorate your facility.  Ask people to donate old Christmas and Hanukkah decorations – everyone usually gets a few new decorations each year and probably has some old ones to spare.  Better yet, display homemade decorations created by your pediatric patients!

Provide patients and their families with a list of hospital-approved ways they can bring the holiday spirit to their stay.

For example, candles may be prohibited so perhaps an electric menorah is the best option.  Can they bring in their own small Christmas tree or hang a few strands of lights?  What about playing seasonal music (at a reasonable noise level) and watching holiday movies?

Passing out a list of ideas is a proactive way to clarify any questions about what is/is not permitted up front.  In fact, patients may be pleasantly surprised that your facility allows quite a bit more than they expected.  And you are less likely to have to act as The Grinch later if they are reminded about a few rules before they have a chance to break them!

Set up a time for pediatric patients (who are able) to go caroling around the hospital.

This will brighten their day as well as bring joy to the other patients who get a visit!  Or, schedule a time for volunteer carolers to come in.

Plan a visit from Santa Claus!

Who better to lift everyone’s spirits than Old Saint Nick?  Invite children to write letters to Santa as well.

Conduct a Toys for Tots drive and fill your facility with the spirit of giving.

Did you know the December health observances include Safe Toys and Gifts Month?  Provide participants with guidelines for which toys are considered acceptable donations according to safety standards.  A Toys for Tots drive presents a timely opportunity to be charitable AND improve patient safety.

Add a personal touch.

You can really brighten a patient’s holiday with personalized decorations or gifts.  A former Regional Director of PreAccess, Joyce Bryant, shared her experience while working in hospice:

“Our hospice foundation gave us money to make small Christmas trees for each patient.  My Patient Access department made 150 eight-inch trees.  We hot-glued small ornaments we bought at Michaels.  We also had employees donate ribbon and broken jewelry that we took apart.  We decorated some in line with some of the patients’ hobbies – fishing, sewing, cats, etc.  We did blue and white for our Jewish patients.  We glued a small gold bell on each tree for those patients who didn’t have sight but could hear the tree.”

Joyce recommended hospitals “look at what their non-clinical, support staff can do.  Some are just waiting to jump in and help!”  What a special way to bring joy to both patients and staff.


As noted by Becker’s Hospital Review, it may be increasingly important for healthcare facilities to improve the experience of holidays in the hospital due to crucial patient satisfaction scores.

Plus, the holidays bring feelings of gratitude, happiness, love, contentment, and joy.  Spurring those emotions in your patients will not only benefit their mental health, but perhaps their physical health as well.  Each of these feelings has been studied for positive physical effects.

We hope these tips will help your patients and employees in many ways this holiday season.  Happy holidays to all patients, families, clinicians, and staff celebrating the holidays in the hospital!


By Stephanie Salmich

Support Your Physicians: An administrator and doctor shake hands.

Support Your Physicians by Asking These 3 Questions

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HealthWare Systems Blog

Support Your Physicians by Asking These 3 Questions

Posted on Friday, March 30, 2018

National Doctors’ Day (March 30th) provides a great opportunity to reevaluate the steps your facility is taking to support your physicians who work so hard for you and your patients.

Support Your Physicians: An administrator and doctor shake hands.

Happy National Doctors’ Day!

Here are a few questions to consider when assessing how well you support your physicians:

 

Are You Fueling Your Physicians’ Sense of Purpose?

One of the best ways you can support your physicians is by encouraging their passion, whether it be for medicine, for helping patients and their families, for serving the community, or any other meaningful reason they have for doing the work they do.

Fostering a sense of meaning in work can improve employee engagement, reduce physician burnout, and lower employee turnover.  According to Forbes contributor David K. Williams, the secret to helping employees find meaning in work is communication:

“If leaders focus on communicating the company’s mission, and the employee’s place in the success of that mission, they can have a significant impact on the overall level of fulfillment of their employees.”

He suggests that leaders “frequently discuss the meaning of the organization” and recognize employees for their personal contribution to that meaning.

 

Are You Making Your Physicians’ Jobs Easier or More Difficult?

Physicians are extremely busy.  Is the technology you provide them helping or hindering their time management?

Time-consuming and cumbersome administrative tasks and paperwork can overwhelm physicians and distract them from the reason they became doctors in the first place:  to help patients.

Alleviate physician stress by implementing solutions that:

1. Eliminate lost physician orders

2. Facilitate the sending, receiving, finding, and integrating of critical data to achieve interoperability

3. Prevent reimbursement issues

4. Provide real-time communication across departments

Are You Investing in Your Physicians?

Do you provide opportunities for your valuable physicians to learn and grow in the vital roles they fill for your organization?  Millennial healthcare employees may especially appreciate opportunities for growth and development, continued training, and education at work.  You can also support your physicians by offering or funding mindfulness training, empathy training, and emotional support programs to help prevent or reduce physician burnout.

Again, National Doctors’ Day is TODAY (March 30th)!  Now is the perfect time to rejuvenate your commitment to support your physicians with these suggestions.  And remember to celebrate the physicians who have made a difference for you and your family by personally thanking them and honoring them each March 30th for the hard work they do all year long.


You can also find ideas for promoting other health observances throughout the year here, and a detailed calendar of this year’s health observances and recognition days here.


By Stephanie Salmich

Doctors give the thumbs up to reducing physician burnout.

Reducing Physician Burnout to Improve Physician Retention

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HealthWare Systems Blog

Reducing Physician Burnout to Improve Physician Retention

Posted on Tuesday, March 7, 2017

According to a study published by the Mayo Clinic, 54.4% of physicians in the U.S. report experiencing at least one symptom of professional burnout, a growing problem in healthcare.

The Maslach Burnout Inventory, an instrument used to measure burnout, defines it as “a psychological syndrome of emotional exhaustion, depersonalization, and reduced personal accomplishment.”  Doctors suffering from physician burnout feel drained emotionally, grow cynical toward their patients, and view their work as meaningless.  These physicians may provide a lower quality of care, commit more medical errors, and develop an increased desire to leave a practice.

Not only does physician burnout and its ensuing turnover create significant consequences for doctors and patients, but also for healthcare facilities.  A study featured in the American Journal of Medical Quality found that physician turnover can affect an organization’s finances, patient satisfaction, other healthcare providers, and institutional public relations.

How Can You Help?

It’s in the best interests of everyone (doctors, patients, and the entire organization) when hospitals take steps toward preventing and/or reducing physician burnout:

Show Them You Care

The fact that you are searching for information on reducing physician burnout already shows you care about your physicians.  It’s important to make sure they are aware of your efforts so that they feel their work is valued and appreciated.

Investing in the well being of your doctors can pay huge dividends for your facility.  Many facilities are seeing substantial improvements in their attempts to increase physician satisfaction after introducing mindfulness training and on-the-job emotional support programs.  An added benefit of these is that they increase patient satisfaction with doctors as well.

Doctors give the thumbs up to reducing physician burnout.

Reducing physician burnout will help you increase physician satisfaction.

Help Them Rediscover Their Passion

Your physicians probably pursued a career in medicine because they wanted to make a difference in people’s lives; they didn’t become doctors for the administrative duties.  Yet, research highlighted in the Canadian Family Physician journal found that two contributing factors to physician burnout and stress are too much paperwork and long waits for specialists and tests.

You can make it easier for your doctors to focus on the aspects of their job that bring them the most meaning by implementing solutions that simplify administrative tasks.  A solution like ActiveXCHANGE, for example, can help you manage incoming physician orders and third party documentation and greatly reduces physician complaints related to lost or incomplete orders.  In fact, this system is known to increase physician satisfaction.

Eliminate Financial Stressors

In a Mayo Clinic Proceedings study, frustration with reimbursement issues was among the reasons physicians surveyed planned to reduce their working hours or leave medicine altogether.

You can limit payment glitches, and improve physician retention, by ensuring patients are financially cleared before they even present.  Read here about solutions that can verify treatment is authorized by payers before it is administered, how to prevent errors that result in payment delays and denials, and financial assistance screening tools that can help your self-pay patients.


Reducing physician burnout is crucial for both your organization and the health of the people who serve your patients.  If you can help your physicians find joy in their work, you will increase physician satisfaction and physician retention; this in turn will lead you to increase patient satisfaction with their happier, more emotionally-present physicians.


By Stephanie Salmich