Enterprise Communications
Solution Set
 Download PDF
Form Letter System
"Now BTMG can offer the new application as a service to their other medical groups, improving the quality of the front office experience through the integration of Flowcast Advanced Web and Global Works Form Letter System."
Linda Martinez
Director, Product Strategies
Global Works Systems
|
Advanced Web Form Letter System Implementation at Brown & Toland
"While the learning curve was steep for everyone from BTMG who was involved in the project, Linda made it easy and was great, anytime I had a question, she was there for me."
Christian Gomez, Business Analyst, Brown and Toland Medical Group
Issue
Brown and Toland Medical Group (BTMG), a comprehensive, multi-specialty independent practice association serving greater San Francisco, had upgraded their practice management system to IDX Flowcast 3.0TM Advanced Web and needed a form letter solution for their new scheduling environment. BTMG has been successfully using the Global Works Form Letter SystemTM for their Managed Care Environment for four years, so their staff was already familiar with the use and configuration of the application. The Form Letter System was a natural choice for the recently installed scheduling system. The catch was, this was a hybrid character cell/web implementation, and it needed to go live in a little over a month!
Solution
This was an exciting project for Global Works because BTMG was one of the first Form Letter System clients to integrate the application with Flowcast 3.0 Advanced Web. With the majority of clients migrating to the IDX Flowcast web environment, Global Works had already developed the web-based prototype and were looking forward to partnering with a client to bring the new version of the Form Letter System live. Some of the advantages to the web-based system are increased ease of use and enhanced workflows. The Form Letter System in the web framework enables clients to receive all of the Flowcast enhanced functionality and extend the system to their patient communications. BTMG had already achieved this goal with their Managed Care environment and were looking forward to implementing the extended functionality with patient scheduling letters and forms.
BTMG decentralizes their scheduling activities, so that each office manages their own appointments. With the Form Letter System, BTMG is able to automatically map the correct department letterhead to each form or letter printed. The first office to go live on the implementation would be the Pacific OBGYN Medical Group. Because of the vast number of users that need to access appointments and form letters, it made sense for users to access the Form Letter System software via the web user interface.
Forms maintenance and production schedules would be managed by BTMG's IT department. The BTMG team consisted of Business Analysts Christian Gomez, Gloria Rice and Golla Sanders. Golla and Gloria had extensive experience with FLS in the MCA environment. "The biggest hurdle faced by the project team was that, because the scheduling implementation was so new, there wasn't much time to become familiar with the application," mentions Christian, who quickly embraced Flowcast Advanced Web and assumed the role of SCHED expert.
Golla and Gloria had extensive experience with FLS in the MCA environment. "The biggest hurdle faced by the project team was that, because the scheduling implementation was so new, there wasn't much time to become familiar with the application," mentions Christian, who quickly embraced Flowcast Advanced Web and assumed the role of SCHED expert.
Global Works team included Linda Martinez, Justin Eatinger, and Douglas Preiser. Linda managed training and implementation, while Justin and Douglas handled the data elements and technical aspects of integrating FLS into the Advanced Web environment.
Results
Working in tight unison, BTMG and Global Works brought FLS live within 32 days. The scalable quality of FLS has allowed BTMG to add letters and further deploy the software as needed. These days, letters run daily - encounter forms, appointment reminders, patient information forms, and arrival letters.
Linda articulates, "now BTMG can offer the new application as a service to their other medical groups, improving the quality of the front office experience through the integration of Flowcast Advanced Web and Global Works Form Letter System."
When asked about the overall success of the project, Christian offers: "While the learning curve was steep for everyone from BTMG who was involved in the project, Linda made it easy and was great, anytime I had a question, she was there for me." He continues, "The implementation was extremely successful, the FLS Editor provides the flexibility needed by the diverse groups the IPA services. The front offices are happy!"
|
