Archival solution for rehab centers: HCM a companion to the HIS

For Santamaria – and for management too – the crucial criterion for selecting the right archival system was primarily interoperability. After all, the sites’ subsystems would all potentially need to transfer their data to the archive in a process that was smooth and as automatic as possible. For areas in which automation was not an option during the first step – because documents were only available in paper form, for instance – uncomplicated scanning processes needed to be established in order to minimize the amount of manual work involved. “And, of course, the archive also had to be user-friendly and harmonize well with the HIS. With those requirements worked out, we began our search and quite quickly found what we were looking for in VISUS and the JiveX healthcare content management system,” says Santamaria looking back.

Because the new HIS was being implemented at the same time, the timeline for introducing the HCM system was tight – both had to go live simultaneously. And that was indeed how the launch played out in October 2020, with no real problems or incidents arising throughout the entire project phase, as the project coordinator recalls: “Bringing a project to completion that quickly is rare. The system is really working great, and even though we didn’t have a lot of time for indepth user training, the intuitive user interface allowed our staff to get right to work.”

Importing documents was the first step

In addition to the data from the old HIS, patient intake forms were imported into the archive right from the start. Along with intake and/or referral documentation, referring physicians for the Zürcher RehaZentren usually provide additional documents, such as medical and/or diagnostic reports or examination results – often in paper form, sometimes via the postal system. If these data arrive in a digital format, they can be automatically forwarded to the JiveX HCM. And if the patient brings their forms in paper format, then the JiveX PDF Print Gateway comes into play: this small but sensitive, efficient solution makes it possible to scan and appropriately allocate documents as soon as a patient arrives. To do this, the Zürcher facilities have set up scanning stations at strategic locations where patients and/or their medical data most commonly arrive: in the reception area and in planning and administrative offices.

Diagnostic findings generated at the centers are automatically imported into the JiveX HCM, of course, as are medical data such as EKGs from established manufacturers or pulmonary function tests. “The smooth communication between diagnostic medical devices and other software systems was one of our most important reasons for going with JiveX. We want to be flexible here – and indeed have to be – in order to meet the needs of the different departments and sites. And when it comes to interoperability, we’ve not been disappointed in any way – it really has worked well. Especially combined with the excellent technical and process expertise of VISUS employees here in Switzerland,” says Santamaria, whose satisfaction extends to future challenges as well: “JiveX HCM is a system that can grow with us and adapt to meet our needs going forward.”