Reduction in TAT and optimum utilization of Manpower (For Patient Registration)

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Registration Name : eINDIA2011/AN/246
Project Category : eHealth::Best Private Sector Initiative of the Year
Project Name : Reduction in TAT and optimum utilization of Manpower (For Patient Registration)

Details of Applicant
Name : Om P Manchanda
Address : The Pavallion, 5th Floor Old MG Road
City : Gurgaon
State : Haryana
Country : INDIA
Zip Code : 122001

Details of Project/Implementing Agency
Name of Organisation : IL&FS Technologies Ltd (for ERP) and eInfotree (for DMS)
Address : The Ambience Mall,,,
City : Gurgaon
State : Haryana
Country : INDIA
Zip Code : 122001
Name of the head of Organisation : Mr. Sanjiv Bhargava

Brief description of the programme/project/Initiative :
This project was initiated to improve our overall TAT (Turnaround Time) of Patient Report. It was observed that Sample registration was taking longer time; which is resulted into increased TAT for Patient report. As LPL established a complete automated Sample testing system, the Sample cant be tested without registration in the System. This was one of the bottleneck in the system. A study was done by LPL-IT and Operation team and it was recommended to implement a DMS (Document Management System) integrate with ERP (MS-Axapta). Dr. Lal PathLabs identified eInfortree as partner for DMS implementation and IL&FS integration with ERP. The project was started in the month of July,10 and it was implemented and ready for use on 1st Nov,10. After implementing of this project LPL achieve reduction in Sample registration time, from average 45 min to average 25 min now. DMS was introduced first time into the system which is integrated with ERP system online. When TRF is scanned at different Lab (in DMS System) and immediately it is available on Registration Agent screen to enter the Sample Registration information. This is also resulted into increase in data quality.

Why was the project started :
Labs was facing challenges in registering the Patient on time

Objective :
To get the Registration done within 30 min of the TRF received in the Lab. To Utilise the available bandwidth of resources in different Labs.

Target group : National Reference Lab, Delhi and PSCs (Patient Service Centre)
Geographical reach : PAN India Basis
Date from which the project became operational : 1 November 2010
Is the Project still operational : YES

10 points that make the programme/project innovative?

  1. Online view of the documents, scanned at different locations and saved at central repository
  2. Solution has enabled LPL Registration Agent to register patient across location. i.e. Patient Sample received in Delhi can be registered by available Registration Agent in Kolkatta
  3. The ERP Registration screen has been designed in such a way that it reflects the same section of scanned document for easier data entry i.e. When Registration Agent enter the data of Patient Demographic, the scanned document zoomed the section of Patient Demographic.
  4. Availability of scanned document online in ERP in same screen of Sample Registration
  5. Overall TAT of the company is reduced
  6. Lab Documents related to accreditation e.g. ISO, NABL, CAP would be stored and maintained in a common repository
  7. There would be a secured electronic storage available now for storing all our Agreements & Contracts for all future reference
  8. Workflow Based Applications: Using eInfotree we can design workflow based applications for various departments e.g. for Quality, HR and Purchase
  9. It will save Time and improve planning of the department.

List the 5 achievements of the programme/project?

  1. TAT reduction: Registration of TRF’s before the physical reaching of TRF has helped in reducing TAT by approximately 20-25 min.
  2. Productivity of the manpower placed at remote location, resulted into manpower reduction in central Lab
  3. This was implemented on targeted time, following all the Quality norms
  4. Online availability of TRF for validation of registration information

List the 5 key challenges faced while implementing the programme/project/initiative

  1. Integration with ERP & DMS. Robust integration architecture document was prepared with the co-ordination with both the vendor where each & every field level validation was mentioned
  2. Display and highlight the images of the relevant section in TRF while registration data entry user. TRF has been divided into 4-5 relevant sections and these sections is highlighted/zoomed in ERP when Registration Agent is entering the Sample registration data
  3. Elaborate testing was conducted to make sure this solution is working perfectly
  4. Both online and Offline Training of Registration Agents at remote site with a user manual.

List the 5 points how can the programme serve as a model that can be replicated or adapted by others?

  1. This model can be adapted by other clinical labs, where the sample is registered centrally
  2. This solution can be explore for usage at Hospital for detailed Patient registration data entering (Considering only mandatory fields are entered initially)
  3. This process can be used for scanning of Hand written radiology reports/dispatched summary by the doctor and then entry into the system by the data entry operator

List 5 points to elaborate on the scalability of the programme/project/initiative

  1. TRF can be scanned at any locations even at Collection Center, if hardware is available
  2. This can be used for Radiology report data entry
  3. The solution is scalable to multiple times of the existing sample load
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