‘Foundation Against Cancer of Collaborating Hospitals in Arnhem and surroundings’ was founded in 1967. The name changed to ‘The Arnhem Radiotherapy Institute’ or ARTI in 1991. Besides giving the best possible radio therapeutic care to patients, ARTI – as an independent oncology centre – conducts research into radiotherapy. ARTI has formed the Radiotherapy Group together with the Radio therapeutic Institute Stedendriehoek and Surroundings (RISO) since January 1, 2013. In order to stand out in the healthcare sector, a switch to a fully accessible, digital system is unavoidable. The ARTI deliberately chooses I-FourC.

In-house or outsourced scan street?

Maurits Hesselmans (Healthcare Manager): “Thoughts about digitising our physical archive had been floating around for some time, so when we came into contact with I-FourC in February 2012 via our office supplier Wink, the plans quickly turned more concrete. We started in June 2012 and the project took about three months. 10.000 files were digitised. We have considered doing it ourselves with our own scan street, but it quickly became apparent that it would be time-consuming and very inefficient. A high level of professionalism was important to us, as was the realisation of our desired project speed. Later on we also reviewed the software, for access to our digitised archive, and switched to I-FourC® JIM. The doctors work with Medfolio (Nexus), which connects to I-FourC JIM for a complete overview of the digitised paper file. This makes for a complete file, new and old combined.

Working digitally in practice

Marcel Stam (Medical Specialist – Radiotherapist): “During a treatment conversation you and the patient undergo various phases. I always have the EPD opened. My information is complete and accessible with one click of the mouse because of the connection to I-FourC JIM. Our patients are referred to us by various hospitals, which gives us access to most EPD’s of the surrounding hospitals. We took screenshots with the I-FourC® Virtual Printer™ in order to collect all important information in our own system. It might sometimes happen that a diagnosis is made in hospital A, radiation takes place in the ARTI and the operation in hospital B. We now have all information collected in our own EPD through the use of the I-FourC Virtual Printer. It would naturally be great, when possible in the future, to realise a central status in which each attending doctor can work.

Integration EPD

According to Paul Nilissen (Software Developer/System Administrator) the intention was to simply transition from paper to digital, using I-FourC. However, the software was received so positively that they went a step further and created an integration with their EPD via a connection with I-FourC JIM.

Marion Diepenbroek (Administrative Assistant Patient Office) talks about the transition. “Several employees were asked to be key users and were trained to optimally learn about the I-FourC software and how to implement it in our organisation. That knowledge was then turned over to the remaining staff members. The benefits of such a system are huge. Searching for the right information is in the past. It is just there. Previously we would spend a lot of time searching for everything.

Eline Scholten (Doctors Assistant) confirms this. She went through the process in detail, because she was part of the project group. Reserving hours to search through the physical archive is no longer necessary. The time that is obtained because of this can now be put into carrying out primary tasks.

Searching is a thing of the past

The work processes have actually hardly changed. Where you previously had to write and browse, now you have to request the file and click on fields. As I previously mentioned, searching for information is no longer an issue because everything is always accessible and complete. That accessibility offers many benefits. When a file is needed by both the doctor and by us, we no longer have to make agreements on who puts the file where and at what time. This prevents mistakes and safeguards the security of patients’ information.

The ARTI has made large leaps in term of working digitally the last few years. They are now in a hybrid situation where not everything is digital yet. In the second phase of the transition, the organisation will switch to a fully digital workplace.

Gemeente Venray Maasziekenhuis Pantein Reade GGD Twente

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