With its many locations, Rijndam Rehabilitation is the largest rehabilitation centre in the Netherlands. In order to adjust to the needs of the patient, work as efficiently and purposefully as possible, and focus on their main task: providing care, the organisation has chosen a phased transition to a digital file; the rehabilitation EPD (R-EPD). I-FourC talks to Rajen Bhattoe, Project Manager at Rijndam Rehabilitation, and explains in detail how they are dealing with the transition to an integrated R-EPD.

The past, present and future within one environment

Rajen Bhattoe talks about the start of the project: “At Rijndam Rehabilitation, we have been using Ecaris from VIR since we were founded. In addition to Ecaris, we are not in the process of implementing the REPD within our organisation. These two systems have been linked, so that planning data and name and address data are linked. Still, this was incomplete. The “paper past” also needed to be visible in our digital information structure, because only then do you have a complete image and can you truly start working digitally and efficiently. This is where I-FourC came in. We have an integration within the REPD with I-FourC Virtual Archive, which we internally refer to as ‘the link to the scanned file’. This means all paper information from the past is integrated into the R-EPD!”.

“In August 2014, we started preparing for the test implementations of the I-FourC Virtual Archive. This included things like cleaning up our own historical archive. In October 2015, the R-EPD first went live, so that our people could already work with it extensively. People were very enthusiastic about the ‘scanned file’, as it eliminated any unnecessary search time. There were a few wishes regarding logging in, because with all of the systems that practitioners use alongside each other these days, logging in over and over becomes a bit of an issue. Fortunately, I-FourC has developed a Single Sign On solution for this. We are now working with this solution, and it means practitioners only have to log in to the R-EPD once, and logging in separately for the scanned file is no longer needed. This saves a lot of time!”

Step by step and deliberate!

“The rehabilitation EPD is being implemented on all clinical and outpatient treatment departments of Rijndam rehabilitation. The implementation of the Rehabilitation EPD is a major operation. Not just in terms of ICT, but also at an organisational level. It is a significant change with a major impact for the employees. Think of methods and mutual coordination surrounding the patient, the processes and the resources. A preparation time of over a year was needed for the overall implementation of the rehabilitation EPD. After this preparation, the phased roll-out of the Rehabilitation EPD was initiated in October 2014. The phased implementation was a conscious choice, so that the experiences gained can be utilised in the implementations of all clinical and outpatient treatment departments of Rijndam. By now, the R-EPD has been implemented within a large part of Rijndam. The outpatient clinics (children) and clinics (children and adults) were provided with the R-EPD in 2015. In 2016, it is the hospital locations’ turn, and the implementation project will be completed in September 2016.”

Say what you do, do what you say!

“The decision to work with I-FourC did not happen overnight”, says Rajen Bhattoe. “The success of the project and acceptance of the R-EPD depends on the way the past on paper is made accessible in the R-EPD. We deliberately made this an important issue, which we set a lot of requirements to! We invited four suppliers for a product presentation, with that integration being the most important criterion. I-FourC was very convincing. They were able to demonstrate that they could deliver on their promises. Because I-

FourC has completed a similar project and has a partnership with VIR, we knew we were on the right track. Acceptance and user-friendliness were also important requirements. We were able to convince people thanks to the way digital files were presented. I-FourC offers a good combination of speed, functionality and recognisability.”

Safety

The privacy of our patients comes first. “Another aspect we looked at is information security. Think of certifications. I-FourC meets these standards and that creates confidence. Due to new developments in the market, such as the Data Breach Notifications Act that comes into effect on 1 January 2016 and the digital safeguarding of our patient data, information security has become an even higher priority.

Rijndam Rehabilitation still has some way to go, but is very enthusiastic and satisfied about the steps that have been made so far. This allows for achieving change in a deliberate and procedural way. A change that will prepare Rijndam Rehabilitation for the future!”

 

Gemeente Venray Maasziekenhuis Pantein Reade GGD Twente

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