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Forms Control, Conversion, and Standardization
Does this scenario sound familiar? You’d like to convert your current forms to electronic versions for greater use and management, but your forms are a hodgepodge: You have forms on multiple servers, using spreadsheets, document files, in your print shop (created in Quark, Pagemaker or other programs), and provided through outside vendors. You don’t always have electronic versions of your forms…and if you do, you don’t have a standardized vocabulary (different applications cannot talk to each other).
Is the situation hopelessly overwhelming? Actually, it isn’t. But it requires that you think globally…and that you ask some very pointed questions of prospective software vendors.
For example, standardization is a key step and should take center stage as your facility considers IT strategies. In order to avoid costly and inefficient "work-arounds" later on, you should ask prospective vendors if their HIS formats are proprietary, and whether you will be able to convert them. If the answer to these key questions is "YES," you’ll find yourself with islands of documents that get lost and must be redrawn. Thinking about what you need today—and in the future—will help insure that that the IT decisions you make today are worth the investment.
You may have noticed that your users want forms on demand. However, your HIS company isn’t providing this. Should you expect this capability in the next version? It probably won’t happen. The solution? A standardized document automation software.
FormFast can be your solution. We’re ready with a universal presentation tool that can be attached to your database.
And we’re the only company that does this.
To help you think about the many issues surrounding forms conversion, take a look at the following Q&A.
Q: If I did want to standardize, what are issues I have to take into account?
A: To achieve standardized formats, they’ll have to work with your HIS platform. The most important question to consider when choosing any HIS vendor is whether they understand and support your long-range goals. Ask yourself: is this vendor going to be partner in our process? That means achieving a partnership with your overall goals (i.e., improving efficiencies, enhancing patient safety and reducing costs) as well as the organizational culture that permeates your unique day-to-day operations.
Q: People are getting more serious about web utilization, but I don’t know how to approach this.
A: Successful implementation of intranet and Internet applications can offer tremendous workflow advantages to your facility and its employees, and offer an important tool for patients as well. However, it requires a careful analysis of your current processes. Unless you address this key step, you’ll simply layer another technology over what may be inefficient systems already in place. The next two sentences may be the most important pieces of advice we can give you.
In order to look critically at your culture and systems, you’ll need representation from all the potential user groups: physicians, nurses, pharmacy, etc. These individuals not only can give you first-hand reports "from the trenches" but they also will become your stakeholders in helping achieve a successful implementation.
Q: Who should be responsible for forms, CIOs, Materials Managers, CFOs?
A: All of the above. You need CIOs who have done their homework and the "professional buyers" from materials management who can strike a good balance for your facility. The person/department that makes the initial inquiry to vendors will depend on your facility’s structure and usual way of doing business. Usually, though, Materials Management staff should make initial inquiries and bring in the CIO as information is collected. The CFO must bridge the funding from capital and operational budgets so that all parties can win.