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Form Letter System
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OSU Physicians Implements Global Works Form Letter SystemTM SCHED Module
"We selected Global Works' FLS because it lets us merge letters created in MS Word–complete with graphics, columns, tables, font attributes, and watermarks–with IDX data. The result is a professional, quality image which we're proud to have bear our physicians' names."
Lisa Harris, OSU Physicians' Special Projects Analyst
OSU Physicians Implements New FLS Module
Global Works is celebrating a successful, on-time go-live of the Form Letter System (FLS) SCHED module at Ohio State University Physicians, LLC.
OSU Physicians oversees the IT/IS functions of the IDX software applications for the University's medical practice plans. With 1500 users, 550 scheduling locations (including 300 mobile mammography locations), 171 scheduling departments, and nearly 1500 scheduling providers, OSU Physicians needed a flexible system that could satisfy special formatting and letter processing needs.
"We selected Global Works' FLS because it lets us merge letters created in MS Word–complete with graphics, columns, tables, font attributes, and watermarks–with IDX data. The result is a professional, quality image which we're proud to have bear our physicians' names," states Lisa Harris, OSU Physicians' Special Projects Analyst.
OSU Physicians uses FLS SCHED to produce new patient packets that include basic form letters plus maps, directions, information about financial responsibility, clinical instructions, medical history questionnaires, and special instructions specific to a provider, visit type, or location.
Workflow Management
FLS allows you to set up logic defining the circumstances under which a letter or other document is to be produced. For example, when a user schedules a new patient appointment in the radiology department to see Dr. Jones, FLS can automatically generate a particular set of materials.
In other cases, FLS will guide the user through the process of document generation via filtered lists. Rather than requiring the user to sift through screens to build a letter, FLS limits the user's options, minimizing chance of error.
"Our users are extremely happy with the seamless incorporation of document handling into their workflow," says Ms. Harris.
Expanded Solution
It's not always easy being first, but Global Works and OSU Physicians worked well as a team, expanding the SCHED module beyond the original vision. "OSU Physicians had some needs and ideas that had not occurred to us. As a result, we have a better product to offer," says GWS Software Architect Justin Eatinger.
While FLS enables printing on demand, OSU Physicians wanted the ability to demand print in bulk. Now secretaries can gather a week's worth of materials and prepare their charges as fully as possible before going on vacation, lessening the burden for those who will cover for them.
In addition, FLS allows for documents to be automatically generated according to a schedule. Special logic will take into consideration whether there is time to mail materials prior to a visit, or if they should be delivered by hand upon arrival. Scheduling also allows for letters to be printed during times when printers are not otherwise occupied.
OSU Physicians use a schedule in order to make materials available to the clinics one full business day in advance of when they'll be needed. "Staff find fee tickets on their respective printers the morning before the next day's clinic," explains Ms. Harris. "This enables them to assemble the chart and other necessary materials in time for the patient's visit." It was OSU Physicians' idea to include a "jump weekend" option in the automated scheduling process to coordinate such materials for Mondays.
"Global Works considered, developed, and delivered customizations for our business needs in record time," says Ms. Harris.
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