Project Title: SmartLink: HIPAA patient folder management

The Challenge

Today, many major hospitals in the U.S. still rely on staff to manually generate, coordinate, and print the labels for patient folders. This process is tedious, labor-intensive and costly because of the large amount of human intervention required. Since the workload is often heavy in these environments, it is also easy to make errors or omit important information.

The Solution

E-Style Software worked closely with the customer to develop a HIPAA-compliant solution called SmartLink that solves the problems hospitals face when dealing with patient folder management and label printing. SmartLink is an automated solution that retrieves information about patients through a secure connection from a hospital's internal mainframe systems. It determines new patients (those without folders), selects the right printing schedule depending on the specified business rules, generates the label and then sends its image to a label printer. The application also allows hospital staff to manage/edit patient profiles, manage multiple printing queues, reprint labels, and define reporting and analysis functions.

SmartLink was built to comply with the latest HIPAA requirements for managing patient data securely and maintaining patient privacy. The system includes access-rights management features to control access to secure patient data and uses a methodology for documenting transactions that complies with HIPAA requirements.

Benefits:

• Lowers hospital's costs by reducing the need for staff intervention
  
• Eliminates the tedious, manual tasks associated with folder label printing
  
• Reduces errors and omissions, duplicate data, and information loss
  
• Improves folder management with the ability to store and print as needed
  
• Enables hospitals and clinics to remain HIPAA compliant
  
• Paves the way for a transition to electronic medical records
  
• Reduces on-site folder storage requirements

Features:

• Patient Database stores data from the mainframe, manual inputs or other data sources
  
• Middleware layer is a robust and secure Windows 2000 Services Application
  
• Stand-alone Windows executable for system management and configuration
  
• Allows Web-enabled access to the patient database through a browser
  
• Powerful ASCII and report file parser that is able to work with most hospital platforms and systems
  
• Customizable settings stored in XML format, allowing user-defined fields and data transformations

Tools and Technologies

MS Windows 2000, MSDE 1.0, VisualBasic 6.0, VC++ 6.0, XML, ASCII file parsing

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