Title

Case Study - Aiken Regional Medical Center

Winscribe reduces average turnaround from 48 hours to 1.5

Aiken Regional Medical Center, located in South Carolina, first opened its doors in 1917 as the Aiken Hospital and Relief Society. Today they are a 225-bed acute care facility offering a wide variety of specialties and services.

THE SOLUTION

  • Winscribe Digital Dictation
  • PC dictation
  • PC transcription

THE CHALLENGE

  • To allow for remote dictating and transcribing
  • To improve efficiency of workflow by sharing transcription workload
  • A solution that can be implemented with minimal disruption to the organization
  • The product must also be capable of growing with the business

THE RESULTS

  • Cost savings were achieved
  • Efficiency gains were immediately evident with routing of dictation
  • The partners no longer need to email voice files or use FTP technology to send voice files to their secretaries when recorded remotely.
  • Remote technical support

The Solution

Winscribe

Through their research, Aiken considered several offerings, eventually deciding on the Winscribe Digital Dictation System with integrated speech recognition.Winscribe is a fully integrated solution for dictation, transcription and dictation workflow management.

Winscribe simplifies the dictation process by providing anywhere anytime document creation. With flexibility for Telephone, PC, Internet, Handheld Recorder and modern PDA dictation.

Winscribe has been configured for Aiken staff to use Winscribe PC/Internet Author application with the Philips SpeechMike/barcode scanner to dictate reports. This has simplified the dictation process and has eliminated human error.

The Challenge

Reduce Report Turnaround

Like many healthcare facilities today, Aiken was looking for a solution that would allow them to gain control of their Radiology transcription backlog and reduce operating costs. After extensively researching the market, Aiken chose to implement the Winscribe Digital Dictation System integrated with Speech Recognition. What amazed Aiken most was the outstanding result achieved – on average; turnaround time went from 48 to 1.5 hours.

Aiken Regional Medical centre relied on an “overseas” outsourced solution for their transcription needs. At the end of each day dictation was downloaded to the service provider and would start trickling back 24 to 36 hours later. Reports were then manually cut and pasted into Aiken’s Radiology Management System (RMS), adding further delays. A report took an average of 48 hours to complete. Aware of advances in dictation technology, Aiken management believed that an in-house system coupled with speech recognition might possibly offer a solution to their transcription backlog. Importantly, Aiken wanted a solution that would enable them to fully integrate with their Radiology Management System (RMS). Reports would then be available to physicians as soon as they were completed.

The Result

Transcription Productivity Increased by 150%

“Winscribe has eliminated the requirement to cut and paste transcribed text into Aiken RMS cutting average report turnaround by up to 48 hours. Reports are available to physicians on average 90 minutes after the Radiologist dictates the report. Transcription productivity has improved by more than 150%”, says Howard Sanford, Aiken’s Radiology Department Head. “By automating most of the manual processes, Winscribe has eliminated costly and inefficient human error. The reports are available in our RMS sooner and without mistakes”. “We now have a fully integrated solution that we intend to expand to other departments; Winscribe will scale with our future needs. We now have control of our transcription services and our costs. That is very important to us’” “Our patients are getting better care and we are more efficient. We are extremely pleased with the results”, says Howard Sanford. “I can transcribe/correct 60 jobs in one hour compared to 20 jobs before Winscribe was installed. Winscribe is the best system I have ever used”, said Cynthia Cook head transcriptionist for Aiken.

Increased productivity

The improved workflow management combined with work sharing has resulted in a big difference in productivity. Previously there was lots of cherry picking associated with which jobs the transcriptionists picked up, but now Colleen is able to take greater control of which are assigned to which transcriptionists. The transcriptionists themselves also have the ability to assign their own work and pick up the oldest jobs waiting in the queue.

There is no need to outsource work anymore. The clinic previously had a 3 month backlog of regular office notes and these are now all transcribed within 4 hours. “We get out about 300 transcriptions a day which is the same amount, but turnaround is faster and less human resource is used.” The introduction of Winscribe integrated with the clinic’s EMR system has also initiated the employment of clerks. The transcriptionists do the typing and then the clerks merge the jobs with the records.

Happier staff

Internal acceptance has been straight forward at Midwest Heart Specialists because of how easy Winscribe is to use. When using their PDA’s, the authors love the fact that the patients’ names are automatically attached to their dictations, as it automates the process for them. “We had one physician who refused to use Dictaphone, but even he now uses Winscribe because it is so easy to use. It makes the transcriptionists’ lives easier too as they don’t have to spend time matching a record up to a name anymore,” says Jayne. The transcriptionists also required little, if any training. “I’m a big believer in Winscribe for the job ID feature. I can copy the patient’s name in to my Word document, which is very nice and a huge timesaver. You can find jobs so much quicker,” says Linda Murphy, Transcriptionist. Jayne enjoys the fact she can work from home or anywhere. “I love it because it’s web-based. Pathetic I know, but I can look at it from home,” she says.

Fast ROI

Ultimately, the Winscribe solution delivered immediate cost savings. The upgrade to Midwest Heart’s existing system to allow integration into their EMR system was going to cost double the price of the Winscribe system. On top of this there would have also been the expense of purchasing proprietary hardware. “The cost of the new Dictaphone system would have been double what we paid for Winscribe so we made an immediate cost saving and we can also now use whatever hardware we want,” says Jayne.

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