Baptist Health
Health system relies on Hyland to support enterprise content management needs for nine hospitals and 400-plus points of care.
Introduction
Baptist Health is a full-spectrum health system consisting of nine hospitals and more than 400 points of care. The health system has almost 23,000 employees and 1,500 providers, plus a physician network that includes more than 2,000 independent physicians.
Like its peers, Baptist Health faces pressure to constantly innovate and provide the best possible experience for its patients. Focusing on innovation helps the health system “provide our caregivers comprehensive information to make the best decisions for the patients,” Corporate IT Manager Mitzie Dodge said.
1,500
Providers
23,000
Employees
9
Hospitals
Moving to the cloud
Baptist Health shifted from an on-prem deployment of Hyland’s OnBase, its enterprise content management solution, to the Hyland Cloud, a secure platform that offers disaster recovery and ensures that an organization’s data will be available whenever and wherever it’s needed.
“To know that the cyberattack possibility is way lower in the cloud than it is on-prem is just comforting and you sleep better at night,” Dodge said.
Enterprise-wide solutions
In addition to increased security, the move to the cloud brought additional tools Baptist Health could add to its tech stack. The health system has deployed Hyland integrations for Epic and Oracle PeopleSoft, plus Hyland RPA (a comprehensive robotic automation software suite) and WorkView (Hyland’s low-code application development tool).
Hyland now supports enterprise content management for the health system’s nine hospitals. More than 35 departments — including accounts payable (AP), health information management, HR, surgery and revenue integrity — rely on Hyland to improve efficiency and operational performance.
Workers aren’t wasting time searching for information in multiple content repositories, and IT employees are more efficiently managing security, scalability, workflows, integrations, records management, audit trails and legal holds in one enterprise content platform — OnBase.
I think when people say document management or a document management solution, they usually mean you go over there and you scan and you print and you look at it, and that's about it. I think the content services and what Hyland can provide is so much bigger than that.
— Mitzie Dodge, Corporate IT Manager, Baptist Health
Fortifying the patient record
Hyland integrates more than 8 million unstructured patient records stored in OnBase and 20-plus ancillary devices for access within Epic workflow. This helps 11,000 Baptist Health clinicians and staff make more informed decisions.
Automating AP processes
Baptist Health has also utilized OnBase for significant AP gains. The health system processes more than 20,000 email and paper invoices each month and is leveraging AI-based machine learning to automatically process 4,000 non-purchase order invoices. The latter saves the health system 67 hours per month and frees staff to work on strategic projects.
RPA to the rescue
Baptist Health’s cloud bundle includes two bots, which can run automated processes across the enterprise.
With Hyland RPA, the health system:
- No longer manually looks up patient data on a military payer portal. This has saved staff 68 days per year.
- Deploys a bot to update the quality assurance level for health information management staff, generating significant time savings for managers and IT staff
- Has saved 20 hours migrating disk groups from on-premises to the Hyland Cloud
- Has reduced outage times by 25% for HL7 configuration in the cloud
“We've done a lot of things with the bots, and we've saved time,” Dodge said.
The bots have helped Baptist Health reduce costs, and they’re “a lot of fun” to use, she added.
Setting a high bar with low code
Baptist Health has utilized WorkView’s low-code, drag-and-drop technology to produce speedy application delivery. The health system has built more than a dozen applications, which have generated impressive results.
- Baptist Health has reduced its system monitoring time by 95% and saved $30,000 annually via an application that was built with Hyland’s low-code technology.
- In a six-month span, the health system’s quality assurance process prevented 1,500 document inconsistencies, remediated 25 instances in which documents went to the wrong patient record, stopped 700 documents from being incorrectly indexed to the wrong document type and, most importantly, has helped clinicians quickly and accurately receive critical patient information.
- Low-code application development has helped Baptist Health save $60,000 annually and reduce paper costs by $15,000 with improved fax management.
Less burden on staff
Hyland Managed Services is covering day-to-day application management, allowing Baptist Health staff to focus on more impactful tasks. And with the Hyland Cloud, all the health system needs to worry about is testing the system, Dodge said.
“We don't have to do everything else. And even the team’s kind of like, this is too easy,” the IT manager said.
IT employees initially were hesitant that the move to the cloud would negatively impact their jobs. Now, they’re thrilled to be able to focus on more meaningful work.
“What we found is it really has freed them up to work on strategic projects that we have that we couldn't get to before because we were doing a lot of admin work,” Dodge said. “We were building servers, we were putting software on there, we were doing a lot of things that we don't have to do now that the cloud takes care of.”
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