Technology & Innovation

Virtua goes paperless

October 18, 2010

Global

October 18, 2010

Global
Our Editors

The Economist Intelligence Unit

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In late 2005 when Virtua, a diversified health-services company that operates four hospitals in the US state of New Jersey, decided to open a new hospital, the board decreed that it would be a paperless facility. By the time the IT department completed an assessment of what would be needed to make one facility paperless, the board decided that if the organisation was going to invest the money and human resources to do it in one facility, it may as well roll out the same technology in all its locations.

A number of doctors were less than enthusiastic and chose to downgrade their admitting privileges at the group’s hospitals rather than learn the new technology—but this did not impact its adoption. “We had a lot of doctors on our registry who only occasionally admitted patients,” says Alfred Campanella, vice president & CIO at Virtua. Mr Campanella estimated that just 500 of the more than 1,800 physicians registered with Virtua were responsible for the bulk of the patients the hospital group treated— and those 500 embraced the new technology.

Importantly, the solutions were developed in collaboration with committees involving some prominent physicians. “Getting their buy-in was really important,” says Mr Campanella. Thanks to the prior consultation, “By and large [the doctors] approved the approach before we even launched it.”

Though the switch was mandatory, the IT department went to great lengths to make it easier for users. That meant web-based training modules for many new systems so people could learn when it was convenient for them. And, since physicians can choose which hospitals to work with and are the primary source of new patients, Virtua sought to make it even easier for them.

“We employed a lot of ‘at-the-elbow’ training; that is, we would have people on site to help doctors learn how to use the new systems so they did not have to sit through long training sessions,” says Mr Campanella. “For the nurses, we tended to focus more on classroom training, as we could simply schedule those sessions into their work rosters.”

The entire project cost US$20m, and included two new data centres, one for active use and the other for disaster recovery. The company also created a new fibre-optic network to carry the data, a picture archiving system and a major scanning initiative to get existing paper-based records into digital format.

The hospital system now has a closed loop for providing medications, including ordering, filling and administering. The systems uses bar codes at every stage, including on patients’ wrist bands to register the time the medication is given. If an error is noted, the system will alert the nurse before the medication is given. By early 2011, Virtua physicians will rely wholly on electronic devices to make their rounds and enter information on patients’ charts.

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