Success Stories
Below are success stories from some of our satisfied clients using Image ProFile® for Pathology.
Douglass Hanly Moir Pathology
“Path Lab boosts throughput” (As seen in Image & Data Manager magazine)
Douglass Hanly Moir Pathology decided on a customised version of Image ProFile® to suit their specific operating functions, assisting them in proceeding quickly and accurate test results to patients.
The imaging system provides Douglass Hanly Moir Pathology with the ability to quickly access their patient referrals, which are central to the company’s business processes. It has a simple interface, but provides powerful look-up capabilities. Image ProFile® operates by scanning Barcoded documents into the systems. These images are then automatically indexed, using barcode recognition, making them accessible to all users.
After images have been indexed, users can search for images using any index field or combination of fields. The system has custom search methods for different departments, depending on how they use the documents.
In accordance with Douglass Hanly Moir Pathology’s overall strategy towards leading technology, they have invested in a complete imaging solution. A customised version of Surity’s Image ProFile® has been installed at Douglass Hanly Moir to suit their specific operations, assisting them in providing quick and accurate test results to patients.
The solution is a multi-user imaging system. The clients are PCs running Windows, with integration provided to their LIMS system. The imaging system provides Douglass Hanly Moir with the ability to quickly access their patient referrals that are central to the company’s business processes.
Image ProFile® utilises scanning technology to input the forms and Automatic Barcode Recognition to index them. Image ProFile® contains a manual index function in case the barcode processing is unsuccessful. Archiving to WORM disks, thorough search capabilities and continuous Auto Index are some of the additional features contained in Douglass Hanly Moir’s Image ProFile® solution.
Benefits have been identified in allowing patient documentation to be immediately located. Douglass Hanly Moir can provide instant billing confirmation and Customer Service information. If necessary, a print-out of the documentation can be provided to substantiate the enquiry’s result. Image ProFile® provides the first step in automating manual procedures and gives each user an easy introduction into the world of imaging.
Throughout the project, Douglass Hanly Moir’s involvement in the design process has been key to its success. The system was implemented using a phase approach. Improvements specific to their workflow have been made as they have been identified.
Image ProFile® has the ability to grow with the needs of Douglass Hanly Moir. It is an open system and allows for changes in the number of users and the database package used, as well as a migration path to thorough Document Management and Workflow.
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Gribbles Pathology
Gribbles Pathology required a complete image processing solution that could improve their work flow and the quality of services through faster access to request forms at their laboratories located in Melbourne and Adelaide. They also needed a system that eliminated the need for photocopying, provided document security, supplied a firm basis for any future work flow systems and gave a platform for the introduction of other technologies.
Gribbles Pathology decided on a customised version of Image ProFile® to suit their specific operating functions, assisting them in providing quick access to Request Forms and associated documentation. The solution was a multi-user imaging system based on a Windows NT configuration.
Image ProFile® has several “Pathology Friendly” functions to provide laboratory workers with immediate access to the information on the forms. The imaging system implemented provides Gribbles Pathology with the ability to improve their operations by the use of image processing, automatic barcode recognition, fast image display and the streamlining of processes.
After the intitial installation Gribbles required remote scanning functionality for other laboratories and offices in other locations around Australia. Remote scanning was quickly implemented, which effectively enabled the indexing module to index images from the remote sites and Wide Area Network (WAN) access to the images. The WAN Solution involved the Image ProFile® solution in Adelaide sharing a Jukebox with the Melbourne Office. They each have their own database, and both Laboratories are able to access each other’s Request Forms.
Gribbles have PC’s running Windows, with integration provided to their main-frame -based records through terminal emulation. The imaging system allows Gribbles the ability to quickly access their patient referrals, which are central to the companies business. It has simple interface but provides powerful look-up capabilities.
The solution implemented at Gribbles Pathology has the ability to grow with the changing needs of the organization. Possible future updates to the system may include the requirement for an Internet module, enabling patients to access their own results.
Image ProFile® for Pathology is an open solution and also allows for changes in the number of database packages used, as well as a migration path to thorough document management and workflow if required.
Achyut Naik, IT Manager for Gribbles Pathology Melbourne says of the solution provided “I have definitely seen quite a few productivity gains through using Surity’s solution. The main gain being fast inquiry resolution and ease of retrieval”. Achyut also found that there was a marked improvement in administrative time savings, adding “ We have improved our chances of a paper-less office. We have also gained productivity due to the resulting lack of photocopying.”
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Queensland Medical Laboratory (QML)
Queensland Medical Laboratory (QML) Achieves ‘Paperless Pathology’ with Image ProFile® from Surity.
Queensland Medical Laboratory (QML) has achieved significant productivity gains thanks to Image ProFile®, a pathology-specific document management and imaging solution from Surity. Image ProFile®’s electronic management of documents has eliminated manual processing of the pathology request forms received by QML every day. The solution has enabled QML to achieve substantial improvements in productivity, including benefits such as reduced administration costs and ease of compliance. In recognition of the outstanding advantages of Image ProFile® which have been gained at QML, Symbion Health rolled the solution out to their other labs, including Dorevitch and Laverty.
"Today, Image ProFile® is a mission-critical workflow and imaging solution for Symbion Health’s pathology laboratories" Symbion National IT Manager, Pathology, Paul Williams.
Paper-based system not sustainable
Back in 1999, QML’s old paper-based system of manual processing of tens of thousands of request forms per day, which required photocopying forms five or six times, had begun to strain at the seams. With the information throughput ever on the increase, QML was keen to identify and streamline an effective enterprise-wide document management process. By doing so, QML sought to increase processing speed and capacity and the efficiency of filing and retrieval of documents.
As Symbion’s National IT Manager for Pathology, Paul Williams, explains: "We were looking for a better way — one that captured the original form at the start of the process. As soon as the request forms hit the lab we wanted to capture an image of the original and make it available without the need for a photocopy. Image ProFile® removed our dependence on the photocopier."
"What used to happen is that forms would generally go from the GP to a collection centre where you would have taken whatever sample the doctor needs — be it blood, urine or whatever," continued Williams.
"The samples and corresponding forms then came to the main lab, or into one of the regional labs, for testing. There can be up to five tests each being sent to different departments within a laboratory and each with a photocopy of the original request form," Williams said.
"Furthermore, there was the issue of the infrastructure of filing and retrieval systems within the individual departments. Once each department finishes with the form, they file their copy as an historical record of what happened when they tested the sample," continued Williams.
"These copies, which frequently contained transcribed notes from the pathologist, were important in case there was any query from the referring doctor," he said.
Not only did each department need to file their own copies of documents, but an original was also put on a central file.
As Williams explains: "The existing paper-based systems were not sustainable. You get to a point where you have to say ’Things have to change in an architectural sense’ - what is frequently called a paradigm shift. We were at that point."
Revolutionised lab operations
QML worked with their departments to understand the issues as far back as the beginning of 1997. They engaged a consultant to undertake a review to establish the feasibility of, and devise specifications for, a revolutionary electronic system.
"Overall, I think one of the biggest favours Image ProFile® did for us was to force a formal review of the workflow from the time the specimen entered QML until the processing had been finished," said Williams.
"Involving the departments and giving them some ownership greatly contributed to the early socialisation of a concept that would likely impact the labs for some time to come."
"The labs had processes built around how they would process the forms, how they would stamp the forms, effectively write stuff on there and those sort of things — but if you take the piece of paper away, procedures have to change. Productivity-wise, that is usually for the better. People realised things had to change and this looked like the way to go." said Williams.
Image ProFile® solves QML’s business needs
QML has benefited from extensive automation of previous manual processes now driven by Image ProFile®. The solution has been configured to specifically meet pathology business needs for tight integration with the lab and its systems, and it helps to streamline pathology workflow for substantial productivity gains. For example, Image ProFile® encompasses conceptualised scanning and/or faxing of all forms to be made available as an image for retrieval throughout the organisation, and integration with the ULTRA laboratory system enables QML laboratory staff to access the image from the LIS system just by pressing a single keystroke.
"The most quantifiable cost benefit came from the dramatic reduction in the number of photocopies required. But the time and cost saved on the manual labour involved to get a bit of paper make three or four photocopies, take them back to a bench, match them up with the samples and then send them off, are just as incredible," reported Williams. "Filing thousands of forms alphabetically every day was also a fair task! Now they can be entered once and it’’s done."
"We’ve freed up a significant amount of storage space within the labs because they don’t need to keep their own filing space. Another issue we had to contend with was disposal of confidential waste. Having reduced our overall volume, we now pay less for confidential waste disposal", he said.
Focus is on the pathology test, not administration
Image ProFile®'s capabilities for pre-processing of documents keeps the focus on the test itself and not on the administration of the paperwork. Remote capture, remote data entry and rapid retrieval at any point in the lab geographic network means that all QML’s pathology labs have access to information as soon as it is stored in the system regardless of their location. This facilitates geographic labour transfer – a capability so critical now for Australian pathology organisations in these difficult times of skilled pathology staff shortages. Heads Up Data Entry (HUDE) removes the bottleneck from the data entry process. It prioritises requests and forwards document images to data entry operators who may be in multiple geographical locations, and aids them in quickly transferring information to the LIMS, thereby substantially reducing data entry times.
Another major benefit of Image ProFile® is that it helps QML to ensure their NATA and HIC compliance throughout the entire workflow process, with reduction in administration errors, reduced costs associated with long-term storage of original documents and confidential waste management, and the ability for rapid response in order to meet audit requirements. Labs have much better control over their processes in tracking and cross-matching documents associated with the tests, which helps to reduce errors and omissions relating to misplaced documents and/or objects such as test vials etc.
Benefits of Image ProFile®
Lodging requests: Pathology requests are lodged just once and stored a central location.
Information sharing: All departments have access to the original imaged document, and can add to it any vital notes.
Filing: The filed document is automatically sorted, and is immediately accessible to all departments and laboratories.
Retrieval: Simple immediate access to a complete set of data for any lab or department.
Confidential waste: Huge savings in cost of disposal service due to reduced volume of material.
Achieving sustainable competitive advantage
As a result of the significant productivity gains since the implementation of Image ProFile® at QML, Symbion Health rolled out the solution to their other labs, including Dorevitch and Laverty. The phased-in approach to the rollout meant ease of adaptation by users and minimal disruption to workflow. Symbion has continued to add to Image ProFile®’s usage by introducing new modules as the business requirements have grown. The series of implementations across their pathology labs has seen Symbion obtain the ’paperless pathology’ advantage, saving significant administration time and costs and improving productivity. Symbion Health also increased the quality of their customer service with the solution, as it provides a central information source for all tests and associated documentation made available across all labs which are part of the network.
"Suffice to say, throughout implementation processes, Surity was and has continued to be extremely responsive. The cost savings and business benefits of Image ProFile® are overwhelming. Today, Image ProFile® is a mission-critical workflow tool for Symbion Health’s pathology laboratories." Williams concluded.
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WCH
Surity’s ‘paperless’ Pathology solution streamlines laboratory workflow at WCH.
"With Image ProFile® we have dramatically improved our productivity, and the solution is now a critical workflow tool for the laboratory" says Darryl Graham, Laboratory Division Business Manager, at the Women’s and Children’s Hospital, Adelaide, South Australia.
The Women’s and Children’s Hospital (WCH), is part of the Children, Youth and Women’s Health Service formed in July 2004 by the joining of the Hospital with Child and Youth Health (CYH). The WCH plays a leading role in improving the health of women and children in Adelaide, South Australia and throughout the world.
The pathology department within the hospital operates within the main laboratory, providing pathology services to the hospital and also other referring doctors and specialists, processing around 600 – 700 pathology tests per day. The implementation of Surity’s solution has eliminated administration bottlenecks associated with processing the hundreds of Request forms which arrive with the specimens. Forms are now scanned at Reception as soon as they arrive, eliminating paper, making the document image immediately available to all departments within the network. Data entry can be rapidly completed before the specimen is tested. In addition to the productivity benefits and cost savings, Image ProFile® meets NATA’s compliance requirements, as the secure original form image is electronically signed and archived.
Paper-based system no longer manageable
Previous to the implementation of Image ProFile® at WCH, Request forms were received in triplicate, with a copy sent to the billing department. Matching tracking numbers on sticky labels were applied to the original form and the specimen. Forms were then placed in baskets which were prioritised according to urgency. Several photocopies of the forms were required for sending to various departments within the hospital. Data was then entered manually by operators working from the document.
The paper-based system was showing the strain, with bottlenecks in administration, high administration costs, document storage problems, and unacceptable error rates. "The situation was becoming unsustainable, we had to find a solution to combat the paper problem and the associated issues" states Darryl Graham, Business Manager of the Laboratory Division within the hospital.
While searching for a solution to the problems they were experiencing at WCH, Darryl Graham observed Surity’s Image ProFile® solution when he visited Queensland Medical Laboratories (QML). QML is the largest commercial laboratory in Queensland, and primarily provides specialist pathology services to Queensland, the Northern Territory and parts of New South Wales. QML originally implemented Image ProFile® in 2000, and has since also implemented the solution at other labs in Sydney and Melbourne, including a recent major upgrade at Dorevitch.
Darryl saw Image ProFile® as the obvious solution to the paper-based system issues for the laboratory at WCH. "Other products simply were not designed specifically for pathology, and could not fit our requirements with the resources we had available", comments Darryl.
Addressing pathology workflow issues
The primary problem at WCH was the amount of paper being generated and managed, as forms were being photocopied several times, which was expensive, and an enormous amount of paper was being handled manually throughout the hospital, causing backlogs and errors in administration. "We have different departments located within the hospital, which are located on a number of floors. We would photocopy the forms, and deliver them to each department." Darryl continues. "We also had issues with handling the forms according to priority, as urgent requests needed to be processed first, but the system we had in place was simply not working effectively."
When Request forms were received they were placed into various baskets which were organised by priority. The forms would pile up in the baskets in the order received, and the urgent forms received first would often end up at the bottom of the basket, so they were processed last. In addition, forms were sometimes not sorted correctly, and also errors were often generated from data entry being performed manually from the form.
"Another problem was that there was some inappropriate use of the forms, and if any of the photocopies were written upon, they also then had to be retained as original copies" said Darryl. To compound the already problematic form receiving and sorting process, there were also difficulties involved with storage. Forms and photocopies were being stored all over the hospital in various places, which was taking up valuable office and storage space. The documents were required to be stored for a minimum retention period of two years, and some for much longer.
"We met with Scott Thomas, Managing Director of Surity Pty Ltd, and he described how Image ProFile® could address our issues comprehensively” says Darryl. “We also visited a commercial lab close by where we could see the solution operating. The benefits were clear, and we quickly decided to go ahead with Surity’s solution".
Achieving ‘Paperless’ Pathology
Rosemary Velardo, Laboratory Information Applications Manager, headed the solution rollout. "As a public laboratory, we had a fixed budget and limited resources, and we needed Surity to meet our special requirements" Rosemary reflects. "Surity observed our system and processes, and tailored the solution to meet our needs". The implementation was rolled out in three stages, and the benefits were realised immediately. "The laboratory staff adopted the system with surprising speed, much faster than we anticipated." Darryl states. Rosemary agrees, adding "Image ProFile® has been a wise IT investment for the division," she continues, "It has become an integral part of our operation, and an essential laboratory tool".
The laboratory is also considering using the system to manage other documents besides pathology Request forms, including instrument result sheets, analyser scatter plots, doctors’ letters and many other documents. In addition, there is interest from other departments within the hospital for using Image ProFile® to manage a range of documents specific to each area.
"We needed a better system for managing our administration, and improving our pathology workflow, and Image ProFile® has certainly provided a comprehensive solution. Forms are scanned as soon as they arrive, and the original document image is instantly available to staff anywhere in the network, so we don’t have to send paper copies to several departments on different floors. Also data entry is faster and performed with greater accuracy. As a result we have obtained substantial productivity gains, significant time savings and a reduction in expenses." Darryl concludes.
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For more information about Image ProFile®, see Image ProFile® Benefits for Pathology, Image ProFile® Application Modules and Image ProFile® Features.
For more comprehensive information please see the Software Release Notices, Admin Guides and Help Guides on the Client Resources page.
Contact us to find out more about how Image ProFile® can benefit your business.
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