Karolinska Institute Unifies Central Patient Administration System With
SUCCESS STORY
Karolinska Institute Unifies Central Patient Administration System with OpenText OpenText solution provides health personnel with fast access to the right patient documents
tockholm’s Karolinska Institute is part of Sweden’s Industry largest medical training and research center and Education Sis one of Europe’s leading medical universities. Karolinska University accounts for 40 percent of academic Customer
medical research in Sweden and awards the Nobel Prize in Karolinska Institute Physiology or Medicine. Challenges Growing volume n Integration with legacy systems of medical records n Enterprise-wide access to patient records Over the years, Karolinska Institute has inefficient,” says Luciano Dani, Head of IT n Costly, time-consuming, treated a huge number of patients at Archiving at the Karolinska Institute. “In and inefficient archiving various sites across the region. The volume addition, the system lacked security and n Lack of security of associated medical records is vast. Over documents were easily mislaid.” time, the average size of patient files has The Institute commissioned an audit of the Solution increased to meet legislative requirements patient record handling processes. “The for better research documentation. Boston Consulting Group found that not n OpenText Kofile For example, the average birth file contained only were administrative staff spending only 8 to 10 pages in 1963, increasing to 47 huge amounts of time in retrieving patient Benefits pages in 2004. Complex medical records files, medical staff were also involved. For can now run to more than 100 pages. By example, in the Internal Medicine depart- n Easy migration from legacy systems the 1980s, the Institute’s archived, paper- ment, a massive 12 percent of nurses’ time n Unified, central patient based patient records filled a massive was taken up in obtaining the right medical administration system 15km of shelf storage space in a number records,” continues Luciano Dani. n Secure and fast electronic access of different locations. It was expensive to In 1986, to save time and space, the to patient records store the files and difficult to access them. hospital started scanning the old, inactive n Integration of legacy data “There was no standard procedure for paper medical records onto microfilm, for retrieving patient records from the differ- long-term storage and manual retrieval by ent filing systems, and this approach to an archival staff of 35. By 1996, to speed archiving was costly, time consuming, and up the scanning process, the hospital had
ENTERPRISE INFORMATION MANAGEMENT SUCCESS STORY
“As our objectives have changed over the years, from saving archiving space and time to helping health personnel carry out their work, we have made full use of OpenText BPM solutions to meet these changing objectives.”
Luciano Dani, Head of IT Archiving, Karolinska Institute
increased the number of people in the Extending patient OpenText BPM solutions allow the import, scanning team from 4 to 15, and acquired administration system export, and management of many file two Kodak high-volume scanners. formats, including XML, TIFF, JPEG, ASCII, Working with system users to identify and printer output. It allows digital data to Integrating diverse systems their requirements, the newly merged IT be stored in various ways, including DVD/ The Institute then decided to introduce Archiving team identified their OpenText CD and Computer Output to Laser Disc an electronic solution. And by 1998, the BPM system as providing the easiest and (COLD), as well as long-term storage on IT Archiving team had fully implemented most flexible solution. The team decided to microfilm. And it is easily customized using OpenText Kofile, the electronic archiving use the OpenText BPM solution to enable Application Programming Interfaces (APIs). system. Since then, all newly received them to extend Huddinge Hospital’s central The Institute has also further implemented paper documents have been scanned patient administration system, Take Care, the OpenText BPM solution functional- into the OpenText Business Process right across the new hospital organization ity. Firstly, to streamline the scanning and Management (BPM) system to create an by the end of 2005. indexing process, scanned paper docu- Electronic Medical Record (EMR), as well Patient data is imported into the OpenText ments are now automatically indexed as a microfilm archive. At the same time, BPM solution from Karolinska Institute’s using Optical Character Recognition and the old paper files are also gradually being legacy systems in XML format, ready for Intelligent Character Recognition, in place scanned into the electronic record. When- instant retrieval. Members of staff using the of manual indexing. ever a file is requested from the paper Take Care system can request a patient’s archives, these are scanned in, along with documents on screen. Take Care then fires Secondly, single documents within each a proportion of the remaining paper files. a request against the OpenText BPM data- paper patient file are automatically sepa- By 2004, the original 15km of archived base, asking for all documents with that rated in the scanning process. So users paper records had successfully been patient’s personal identification number. can identify individual documents in a reduced to only 6km, with 30 percent of all The OpenText BPM solution returns a list patient file, instead of having to search patient records now stored in the OpenText of all the documents stored for that patient, through the entire file, which can be more BPM EMR system. regardless of where they originated. And the than 100 pages long. However, 2004 brought a new challenge. user can open any document from the list. And, thirdly, following requests by medical To improve patient care and increase effi- The solution has been designed so that staff, new Kodak color scanners have been ciency, Karolinska Institute merged with the user interface is the same, whether the installed, allowing documents, including Stockholm’s Huddinge Hospital, creating records are stored in the OpenText BPM x-rays, to be scanned and stored in color. an even larger organization employing system or in Take Care. The Institute is Meanwhile, users revealed a major new approximately 17,000 people. This posed satisfied that the OpenText BPM solution requirement for the system. They were the problem of how to integrate the diverse is providing a very viable integration solu- looking to enable 15,000 of the total 17,000 systems used by the two hospitals across tion. “With the OpenText BPM solution, hospital employees to securely access the 45 or so different clinics. integration is very easy and very flexible,” 60 million or more documents stored in comments Luciano Dani. the OpenText BPM system, from wherever they happen to be in the hospital.
ENTERPRISE INFORMATION MANAGEMENT SUCCESS STORY
OpenText provides The OpenText BPM solution now provides web-based solution Karolinska Institute with a combined archiving and data exchange solution, Karolinska Institute chose the OpenText delivering structured information. It has BPM solution Internet Retrieval (IR) module allowed the integration of legacy data to provide the advanced web-based solution and has now become a significant part of it needed. As a result, the Institute became “The web browser the hospital’s central patient administra- the first to take full advantage of the latest tion system, enabling authorized users to web features offered by the OpenText interface is the obtain the patient information they need BPM solution. greatest OpenText on screen, regardless of how and where The OpenText BPM IR module enables it was originally stored. authorized staff to access OpenText BPM BPM solution Not only can the OpenText BPM solution solution information via a single browser feature we’ve be applied to patient records, it can be interface over the Institute intranet, using applied to other types of information, thin client machines. And access can implemented such as invoicing. This means that other easily be extended to authorized staff in systems in the Institute can be integrated other hospitals and, possibly, eventually so far. It’s easy in a similar way to create a single set of the patients themselves. to deploy, easy systems across the organization. It is esti- “The web browser interface is the greatest mated that this will save up to 28 million OpenText BPM solution feature we’ve imple- to maintain Swedish Crowns (US$4.1M). mented so far,” says Luciano Dani. “It’s easy and support, Karolinska Institute’s IT Archiving team to deploy, easy to maintain and support, is very positive about the way that the and provides good security.” and provides OpenText BPM solution has evolved to A solution for archiving provide medical staff with fast access to good security.” the right patient documents. “As our objec- and data exchange tives have changed over the years, from The OpenText BPM system has evolved Luciano Dani, saving archiving space and time to helping significantly since it was first implemented Head of IT Archiving, health personnel carry out their work, we Karolinska Institute by Karolinska Institute. Originally, it was have made full use of the OpenText BPM designed to save space and time by solutions to meet these changing objectives,” providing a stand-alone, “add-on” hybrid concludes Luciano Dani. n archiving system for paper and microfilm documents, offering unstructured informa- tion and accessible by archiving staff.
www.opentext.com n [email protected] n 800 499 6544
Copyright ©2012-2013 Open Text Corporation OpenText is a trademark or registered trademark of Open Text SA and/or Open Text ULC. The list of trademarks is not exhaustive of other trademarks, registered trademarks, product names, company names, brands and service names mentioned herein are property of Open Text SA or other respective owners. All rights reserved. For more information, visit:http://www.opentext.com/2/global/site-copyright.html (04/2013)00858.1EN