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In order to provide quality medical care in today’s healthcare environment, doctors and clinics require secure health records available electronically at their fingertips. For efficient service, they also need to be able to share those records with other healthcare providers – securely and in real time.

The Challenge

When an Ontario, Canada hospital found itself searching for a way to share electronic files with its physicians and clinics, it chose Xenos Data Transformation. The hospital wanted to capture patient health records directly from its Cerner Patient Care System, the healthcare data solution already in place. They needed to be able to transform and send that data electronically in real time to regional clinics and individual physicians. By doing this automatically, the hospital could save its staff from having to send information manually through fax, email and telephone, while reducing the information delays and miscommunications previously common.

When the hospital turned to Xenos, it had a range of problems it hoped to overcome. Having recently undergone an amalgamation – which saw five hospital corporations join together as one – more than 92,000 days of inpatient care data had to be amalgamated, as well as over 11,000 days of surgical procedure data, over 10,000 days of patient scans, and 2,000-plus days of electronic transactions. The hospital needed to be able to safeguard the existing central system’s performance and data integrity, even with the increased processing resulting from the data centralization. It also needed to seamlessly integrate with the Cerner technology, assimilate with the hospital’s Microsoft SQL Server, comply with Health Care Seven message formats and access Medical Documentation Management (MDM) and Observation Result (ORU) message formats. Finally, dynamic data routing was a necessity as well, since doctors are added, updated and removed daily, and often a single set of results are sent to multiple doctors.

The Solution

To take on these challenges, the hospital needed a system that was scalable and flexible, and allowed for future enhancements. However, it didn’t want a solution that required a high level of IT involvement. Xenos Data Transformation, offered through the Xenos Enterprise Server, fit those protocols. It was chosen because it was innovative and scalable, with an open and flexible architecture; Xenos could also promise a timely implementation and work with the limited resources available. As well, the solution complied with the standard messaging formats in place by accessing new and updated documents, important status information and updates to records through HL7 MDM, and retrieving clinical lab results, imaging study results, EKG pulmonary function study results, patient conditions and other data (including vital signs, symptoms, allergies, notes, etc.) through HL7 ORU.

The Benefits

After introducing Xenos Data Transformation several benefits were realized, the most evident of which was the time savings; while previously it took up to a week for important test results to reach the doctors that needed them, now those same results were in front of physicians’ eyes within minutes or even seconds. Since staff no longer needed to spend their time calling or faxing those results, productivity increased as well, and collaboration between hospitals and regional clinics became easier. A cost savings was realized too with an overall reduction in physicians’ paperwork. Xenos Enterprise Server’s open architecture also means it will continue to be flexible and scalable into the future.

"The Xenos integrated solution will allow us to deliver this information quickly and gives us a foundation to build upon, and further improve, our delivery of information,”

“While physicians will realize cost savings based on paperwork reduction, the ability to provide real-time information can be considered priceless, as patient information is immediately available. Equally important, the implementation of the Xenos solution was fast: it was only eight weeks from signing the paper to going live.”

- Hospital Director of System Integration and Projects