Ms. Corey is the vice president of business development and marketing at Simple Admit and Ms. Ziegler-Otis is the administrator of the Ambulatory Surgical Center of Stevens Point (Wis.).
The ideal online preoperative screening system will have electronic data that populates multiple forms, the possibility of integration with other systems, multilingual capabilities, customer service support, high level of security and a platform for insurance verification. “The level of customization is very important when you choose a system for your center. It is supposed to mimic the conversation patients would have with a patient,” said Ms. Corey.
While considering options, it is best to select a system that will cater to the needs of a specific center, said Ms. Corey. Does the system require a monthly subscription or is price determined by volume of users? Is there an ongoing maintenance fee? Will the vendor charge the center each time changes need to be made?
The level of support during the implementation process depends on the vendor, but the most important step in adding the system is staff and physician office education. “As an administrator, you have to own the process,” said Ms. Ziegler-Otis.
The top benefits of the system include labor cost savings and improvement of workflow. Nurses are the most expensive FTEs at a surgery center. They spend a great deal of time on the phone tracking down and speaking to patients for preoperative screening, each phone call can be as long as 40 minutes. An online system significantly reduces RN and staff phone time. “You’re getting your nurses off the phone and back at the bedside,” said Ms. Ziegler-Otis. Integration with other systems, such as a center’s EHR, contributes to a smooth workflow.
Online systems also decrease the amount of cancelled procedures. “According to CMS, the average cost for cancelled procedures at an ASC is $1,500 to $4,500,” said Ms. Ziegler-Otis. The reduction in nurse and staff phone time and number of cancelled procedures, surgery centers can experience thousands of dollars of savings each month.
Facility-wide, an online system provides improved regulatory compliance and documentation for Medicare and accreditation surveys. Systems can also bring value-added services, such as online patient satisfaction surveys, to a surgery center. Administrators can see the supply cost savings as need for paper drops and mailing costs go down.
From the patient perspective, an online system offers accessibility and convenience. Patients can fill out the form anywhere and at anytime. They do not need to repeat information to more than one ASC staff member. Registration backlog is also drastically reduced. Instead of patients arriving a great deal earlier than their scheduled procedure time, they can come as soon as an hour prior. The time needed for paperwork is almost eliminated.
