RPA robot automatically transfers anamnesis questionnaire to ECD – by discipline, error-free and on time
Tacstone has developed an RPA solution that automatically transfers anamnesis questionnaires from ConsultAssistent into the ECD. Where healthcare professionals previously had to manually retype and check answers, the robot now ensures fast and consistent processing. The result is clear: no more manual retyping, fewer errors and an anamnesis that is available in the ECD in time for the first consultation, even when completed in the waiting room.
The urgency for this solution was great. Intakes regularly got stuck because multiple disciplines had to review and manually transcribe the same questionnaire. In addition, patients or clients sometimes completed the questionnaire too late or forgot about it altogether. Completing the questionnaire in the waiting room did not offer a solution because the information was then often no longer in the ECD on time. This led to incomplete record keeping and additional administrative pressure on healthcare professionals.
The central question was therefore: how do we ensure that the patient or client’s completed history from ConsultAssistent enters the ECD quickly, completely and per discipline without employees losing time or making mistakes?
What applications?
ConsultAssistant, Ysis (ECD)
Time savings:
30 min. time savings per anamnesis
Result of the solution:
Readily available information by discipline, fewer errors, better turnaround time and more time for care.
Reason
The organization works multidisciplinary, including occupational therapy, physical therapy and medical services. Each discipline had to determine which sections of the anamnesis were relevant to them and manually transfer this information into the ECD. Moreover, because of authorizations in the ECD, employees could not work in each other’s sections, which led to parallel and duplicate manual work.
In addition, timeliness played a major role. When patients filled out the questionnaire late or only in the waiting room, the information was often not in the file in time for the first consultation. This created not only inefficiency, but also a quality risk: over-typing is error-prone, costly and poorly scalable.
Approach
The solution is designed from a clear process and technology combination. For each discipline, the process was first designed: which questions from the anamnesis belong to which discipline and to which ECD fields should the answers be mapped. This mapping forms the substantive basis of the automation.
Technically, the robot automatically retrieves the (just) completed questionnaire from ConsultAssistent and sets it up for processing. Next, the RPA robot performs the processing. For each discipline, the robot logs into the ECD with its own account and places the answers in exactly the right locations.
An important part of the approach is the waiting room scenario. As soon as a questionnaire is saved or handed in, the robot is automatically started. As a result, the information is in the ECD within minutes, even if the questionnaire is completed just before the consultation.
How does it work?
Functionally, the process is as follows. :
- The patient or client receives the anamnesis questionnaire by email and completes it, either at home or on a tablet in the waiting room.
- Once the form is completed, an event occurs that triggers the robot.
- The robot reads the responses, applies the mapping by discipline, logs into the ECD by discipline and automatically fills in the relevant sections.
- Finally, checks and logging are performed so that everything is ready for the consultation.
The process
How can you apply this in your organization?
Do you also want anamnesis information to always be complete and timely in the ECD, without additional administrative pressure on healthcare professionals? Contact Tacstone Technology and discover how RPA solutions speed up care processes, reduce errors and create more time for the patient or client.
