Consulting for Second Largest Pediatric Clinic System in Portland Location Portland, Oregon. Tualatin, Oregon. Newberg, Oregon Categories Pediatrics, Consulting, Workflow Automation, EMR Transition, Public Relations Case Study: Consulting with The Children’s Clinic Consulting with The Children’s Clinic: Over 40,000 Pediatric Patient Premier Clinic System in Oregon, Portland A big challenge in Pediatric Clinic Consulting: The …
Consulting for Second Largest Pediatric Clinic System in Portland
Location
Portland, Oregon. Tualatin, Oregon. Newberg, Oregon
Categories
Pediatrics, Consulting, Workflow Automation, EMR Transition, Public Relations
Case Study:
Consulting with The Children’s Clinic
Consulting with The Children’s Clinic: Over 40,000 Pediatric Patient Premier Clinic System in Oregon, Portland
A big challenge in Pediatric Clinic Consulting: The Children’s Clinic, the oldest established pediatric clinic system in Portland with over 40,000 patients is a busy pediatrics practice with multiple locations. The clinic was undergoing a significant transition of their Electronic Medical Records (EMR) system to EPIC. This change required educating thousands of patients and the parents/guardians about the benefits of the new EMR system and guiding them through the process of downloading and signing up for MyChart. MyChart would allow them to access their own or their child’s medical records, schedule appointments, securely message the practice, and request medication refills. Additionally, guardians needed to submit requests for proxy access to manage their child’s account.
Solution:
ConsultingMDs played a crucial role in facilitating this transition by:
Developing Educational Webpages
Created comprehensive webpages to inform the patient population about the EMR change, highlighting its benefits and providing a detailed FAQ section.
Creating a Simplified Workflow
Designed an easy-to-follow process for downloading the MyChart app and gaining proxy access, ensuring patients and guardians could navigate the transition seamlessly.
Designing Physical Media
Produced postcards and posters to distribute and display in the clinic. These materials included QR codes for quick and easy sign-up, ensuring that the information was accessible even to those who might not frequently visit the clinic’s website.
HIPAA-Compliant Digital Forms
Developed and deployed digital forms for patients and guardians to request access and proxy access, ensuring all processes remained compliant with regulatory laws.
Proactive Communication
Sent multiple emails and messages to the existing patient panel ahead of the transition, increasing awareness and preparedness for the upcoming changes.
Results
Despite the inherent stress of transitioning an EMR system for thousands of patients, Practice Ascend ensured the process was as smooth as possible. By introducing digital workflows, the team alleviated the burden on phone systems and receptionists, preventing them from being inundated with calls. The results were impressive:
- High download rates of the MyChart app.
- Successful acquisition of proxy access for guardians.
- An informed patient population that understood the value of the transition and could sign up effortlessly.
The Children’s Clinic successfully navigated the EMR transition, thanks to the comprehensive and strategic support provided by Practice Ascend. This case study highlights the importance of clear communication, streamlined processes, and compliance with regulatory laws in managing significant changes within a healthcare practice.
