Learn how Valley Medical Center, the largest non-profit healthcare provider between Seattle and Tacoma, Washington, used Boston Workstation to effectively implement Epic as a new EMR solution.

1. Healthcare Automation:
Revolutionizing How You Work
Valley Medical Center
Steps for Avoiding Migration Pitfalls

2. Key Topics

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• What Sets Us Apart?
• Migration & Resource Challenges
• Valley Medical Center
• Challenges in migration
• Before & after Boston WorkStation
• Results and achievements
• Closing Thoughts
• Questions & Answers
Key Topics

4. What Sets Us Apart?

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• Workflow automation platforms
• Pioneers of automation
• Largest customer base: hospitals & partners
• Market leader
• Global presence
Boston Software Systems

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• Leading automation platform
• Works when other approaches will not
• Does not require vendor involvement
• Speeds implementation time
• Reads, writes, and reacts to application screens
• Build automations
• Automate manual tasks
• React to and control end user activity
Boston WorkStation

7. Valley Medical Center

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• Largest non-profit
healthcare provider
between Seattle and
Tacoma, Washington
• Operates a network of
more than two-dozen
primary care, urgent
care and specialty
clinics
• Offers medical, surgical
and 24-hour emergency
care as a Level III
Trauma Center
Valley Medical Center (VMC)

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• VMC decided to implement Epic as a new
EMR solution
• Faced with retiring existing ambulatory
software
• McKesson Practice Partner
• Horizon Ambulatory Care (HAC)
• Needed to have all information available in ChartMaxx
• Uploading all ambulatory charts and linking select portions of
charts into Epic
• Needed to access all data from Epic as links into
ChartMaxx
• Charts, patient progress notes, EKGs, Spirometry and advance
directives
Challenges in Migration

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• Patient Charts
• 200K patient charts to be completed manually
• Printed to PDF and uploaded into ChartMaxx
• Progress notes
• Required manual printing of approximately 1.3M patient visits
• Ambulatory software would need to be kept running
for many years
• The number of people, equipment, and errors would have made
it more expensive than keeping the application running
Before Boston WorkStation

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• Had several VMs running the same
automation in order to meet deadlines
• Wanted a single automation that would be
flexible and accommodate different:
• Input source file directories
• Working directories that would select different
items from the partial chart list
• Used a file on each VM indicating the
working directory name and type of data
being processed
Process for Automation (1)

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• BWS uses standard VB making it possible to:
• Create and manipulate files
• Run other programs like PDF merge and ftp
• Several automations resulted:
• Actual creation of the PDFs from McKesson Practice
Partner
• FTP the files to the ChartMaxx server
• Perform reconciliation between a master list of visits and
the results files created by Boston WorkStation
• Project scope ensured one visit level and one
complete chart run
• Separate script was created to open the EKG and
Spirometry data in a different application for upload
Process for Automation (2)

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• Realized annual cost savings of $200K by
retiring Practice Partner
• Happy manager (Business Support Applications)
• Clinicians gained instant access to patient’s
data without opening Practice Partner
• Happy doctors
• Completed the progress note upload to Epic
shortly after the clinic go-live
• Even happier doctors
Automation Results (1)

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• All ambulatory data now stored in
the same location as hospital data
• Mirrors Epic by keeping patient legacy data in one place
• Happy Health Information Management (HIM) Team
• Frees valuable cold room space
• 5 Citrix servers will be re-purposed / removed
• Happy Systems Team
Automation Results (2)

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• With Boston WorkStation, Valley Medical Center has:
• Saved tens of thousands of hours of manual entry
• Ensured deadlines were met by automating multiple data loads
and migration projects
• Delivered against multiple department goals by accomplishing
this project on their behalf
• Achieved a smooth transition to Epic without massive cleanup
efforts
Our Migration Success

16. Conclusion

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• With automation, better efficiencies can be realized no
matter the system or hospital
• Deliver against target deadlines and budgets
• Automation solutions aren’t months away – they can
be days/weeks away
• Every time a process is automated, a hospital will save
more money
Closing Thoughts

18. Together, we
can revolutionize
how you work
Thank You!
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their respective owners.