CASE STUDY BOOK
VOIVODESHIP HOSPITAL COMPLEX IN TORUŃ: WITH LARGE DOSE OF E-HEALTH.
The L. Rydygier Voivodeship Polyclinical Hospital in Toruń is the largest public hospital in the city, and one of the largest in Poland, with five units located in different parts of Toruń. The facility meets the highest standards of hospital treatment. It employs about 2,000 people and every year it hospitalizes over 90,000 patients and provides about 250,000 consultations in outpatient clinics.
In its activity it focuses on continuous improvement of the quality of services provided and the comfort of patients, therefore in 2019, as the first hospital in Poland, it decided to implement the Medical Information mobile application. This is a solution developed in-house by Asseco Poland, which provides its clients with remote access to information on their treatment and examination results via mobile phones. Importantly, the entire process takes place in compliance with the highest security standards for the protection of sensitive data. This was the first production implementation of this solution in Poland, and it was carried out by Asseco’s long-term partner – Infocomp Sp. z o.o.
The aim of the project was to implement the Medical Information application, which ensures efficient exchange of medical documentation between the Voivodeship Polyclinical Hospital in Toruń and its patients. In order to ensure better access to test results stored in the EDM repository of Asseco Medical Management Soultions (AMMS), the hospital authorities decided to extend the scope of implementation, including full integration of the solution with the laboratory testing module. On this occasion, an electronic signature was implemented in the laboratory, which was integrated with EDM for the first time in Poland. It involved preparing the hospital system to support this process so that the test results could be efficiently transferred to the EDM repository and the patient’s phone.
An unquestionable challenge in this project was to automate the transmission of medical records and test results to one system. An important element of the implementation was also ensuring the highest standards of data security, so that only the users of the application would have access to confidential information and would be able to independently decide what they download from medical facilities, and what they store and make available.
Infocomp also supported the unit in the preparations for the introduction of the new solution. For this purpose, in units subordinate to the Voivodeship Polyclinical Hospital in Toruń, a 24-hour registration for mobile patients was launched, where people wishing to start using the application can set up an account, obtain all necessary information and technical support. The Company also conducted training for the staff of various parts of the hospital, so that the employees can be contacted by patients regarding Medical Information. In addition, Infocomp, together with the hospital management, implemented an information and education campaign, which included launching a dedicated website and prepared information materials, such as leaflets and posters.
The implementation of Medical Information took place without any disruptions to the work of the hospital. It was carried out by the 7-person team of Infocomp, additionally supported by Asseco’s specialists.
- Generation of documents from AMMS and laboratory system to EDM (in PIK HL7CDA format)
- Implementation of electronic signature in lab
- Registration of the unit in the HUB connector, enabling communication between the client and the hospital
- Registration of the first test patients in the application
- System tests, configuration patches
- Providing training for staff
- Launching information and education campaign
- Production launch of the system and ongoing patient registration
The project has saved time for patients who no longer have to come to the hospital and wait in line to receive their test results. Thanks to the application, they gained mobile access to their medical records, which they currently receive on their phones – without the need to visit the unit.
The implementation of Medical Information has also significantly shortened the waiting time for the results of the examination, which are sent to the patient’s phone within about an hour of their completion. Through the application, patients can now receive e-Prescriptions, sign up for a visit in hospital affiliates, create a list of facilities visited and gain access to the most up-to-date data on them.
The application contributed to increasing the level of computerization of the hospital and the quality of services provided. It allowed to improve communication between the unit and patients, while maintaining a high level of data security and confidentiality. Ultimately, it will also enable beneficiaries to send their medical data to their doctors before a visit, which will allow them to reduce the time spent on administrative matters during consultations. In this way, the specialists will be able to use it for examination and conversation with the patient.
Thanks to the implementation of the project, the hospital has gained a modern solution that is constantly developed and adapted by Asseco to the needs of patients. Thanks to the introduction of new functionalities, the users of the application will soon be able to register not only a visit to a selected specialist, but also receive notifications of the creation of new documents or upcoming visits to the hospital.
Project in numbers:
is the time in which a patient receives test results
units benefiting from application within one system
branches where applications can be accessed
examinations a day signed by e-signature
patients with access to applications
“The Voivodeship Polyclinical Hospital in Toruń is one of the largest health care institutions in the Kujawsko-Pomorskie Voivodeship. Our priority is to provide patients with quick and convenient access to medical services. This is possible thanks to applications such as Medical Information developed by Asseco, among others. The solution enables them to access test results and hospital treatment information cards from their mobile phones. This significantly saves their time, and at the same time shortens the queues” – said Sylwia Sobczak, Director of the Voivodeship Hospital in Toruń.
“This is the next stage of digitization of the Voivodeship Hospital in Toruń, in which Asseco actively participates. Asseco Medical Management Solutions, an IT system that supports both the medical and administrative parts of the hospital, is already operating in the facilities. We are pleased that once again we have been trusted and we can participate in the development of this facility so that it can offer its patients services at the highest level. The Medical Information application, which we have recently launched, guarantees mobile access to medical documentation and its electronic exchange between units. This significantly saves time of both users and employees of the medical unit” – said Krzysztof Groyecki, Vice President of the Management Board of Asseco Poland.
“Infocomp has been cooperating with Asseco for many years. Together we participate in the process of digitization of medical institutions, both large hospitals and outpatient clinics. The Voivodeship Hospital in Toruń is an example of how, using the latest technologies, it is possible to create a uniform IT system for a unit that serves its patients in five different locations in Toruń. We are pleased that thanks to a joint effort and many months of work, we can now provide patients with mobile access to their medical data. I think it is a good start and I hope that soon other medical centers of the Kujawsko-Pomorskie Voivodeship will follow the example of the Voivodship Hospital in Toruń and implement the Asseco Medical Information application. Everyone will benefit from it, and most of all the patients themselves” – said Michał Maksymowicz, President of the Management Board of Infocomp Sp. z o.o.
“Medical Information not only follows global trends in health care, but is also part of e-Health projects and allows to speed up the process of EDM implementation in Poland. The uniqueness of the application lies in the fact that, unlike other solutions of this type, there is no portal behind it that processes and collects sensitive information. Asseco does not reach for patient data, but only manages communication and data security. Only the patient and the medical unit that provided the information can access it” – said Szymon Chamuczyński, Director of Mass Products Department in the Healthcare Division of Asseco Poland.
GRANICZNA MEDICAL CENTRE IN KATOWICE: ALWAYS TO YOUR E-SERVICE.
The Graniczna Medical Centre in Katowice is a modern unit which has been providing basic health care services and specialist consultations since 2005. It serves several thousand patients, who make about 6,000 visits per month – both within the framework of the contract signed with the National Health Fund (NFZ) and commercially. The patients are served by about 50 employees, who provide the highest-quality service and medical care.
Considering the unit’s continuous development, at some point the authorities of the Graniczna Medical Centre in Katowice faced the challenge of providing services to a growing number of patients. Therefore, the facility started looking for a proven and modern IT solution that would not only improve internal processes, but also allow for the efficient management of medical records. The new system was also supposed to increase the comfort of employees’ work and improve communication with patients, while maintaining a high level of data security. During the solution’s selection, its reliability and intuitive operation was of great importance, because the unit intended to carry out possible staff training as fast as possible. The authorities of the Graniczna Medical Centre in Katowice recognized mMedica as the best tool to achieve these goals. It is Asseco Poland’s proprietary solution, which provides comprehensive support for outpatient clinics. The implementation was the responsibility of TMT SYSTEM – Asseco’s Silver Partner, which has been engaged in informatization of medical facilities for several years.
The project’s goal was to facilitate the registration process and communication with patients. An important part was also to improve two processes – the access to medical records by the medical personnel and the preparation of records for a doctor by the registration staff.
The project’s implementation was a complex process, which required the adjustment of the activities of individual areas of the facility, as well as a number of its infrastructure elements. It included the development of the ICT infrastructure and the creation of a data archive, responsible for collecting documents in electronic form. To ensure their efficient handling, the Electronic Medical Documentation (EDM) module and a number of additional functions were implemented, including Xpress Skan, which enables scanning documents from multifunctional devices and scanners directly to mMedica. The system was equipped with the eResults+ module and integrated with laboratory and diagnostic test units. The implementation also included eRegistration and SMS notifications to make it possible for patients to receive reminders and make appointments electronically, without having to leave home. Another addition was the “Medical Information” application, which significantly improves the process of communication with a patient.
The biggest challenge in this project was to choose an appropriate model for building the ICT infrastructure. Of key importance here was a thorough analysis of the needs of the entity, which wanted the new system to ensure comfortable and failure-free operation and a high level of data security. The solution was also supposed to allow for an efficient expansion in the following years with modules ensuring further integration in the area of e-Services. In order for the system to meet all the assumed objectives, a model was selected which allows for flexible operation within the unit and the use of the solution by potential cooperating entities.
Additionally, the Graniczna Medical Centre in Katowice took part in the e-Leaves, e-Prescriptions and e-Referrals pilot tests conducted by Asseco Poland. As a result, the unit was ready to issue these documents in electronic form much sooner.
The implementation of mMedica, which was a large and complex undertaking, was completed in September 2019. Its success was determined by very effective cooperation between all parties involved in the project. It was carried out by TMT SYSTEM’s specialists, who reacted to the needs of the unit on an ongoing basis. The composition of the team changed in the individual stages of the implementation and it consisted of dozen or so people at the project’s most crucial phase. The company could also count on the ongoing support of Asseco Poland’s consultants.
- Defining the purpose and scope of the implementation
- Analysis of available resources (hardware, software)
- Development of the server room to meet the project’s requirements
- Expansion of the IT system with access to external additional services
- Implementing individual mMedica modules
- Providing training for staff
The implementation of the project has allowed for the improvement of patient service already at the stage of the registration of visits, which are increasingly more often booked online. This has become a great facilitation for the unit’s employees, who have also gained access to organized medical records of the patients. Thanks to mMedica all the documents are stored in one place.
The implementation of mMedica in the Graniczna Medical Centre in Katowice has provided the facility with the possibility of creating and sharing medical records in electronic form. This has significantly reduced the paper circulation of documents.
mMedica has provided the doctors with the option to view full medical data of the patients and their test results from a single system. It has also allowed for the efficient creation of document templates and quick sending of sick leaves, without the need to log into the ZUS system and go through multiple authorizations.
The implementation of the system has significantly improved the communication between the patients and the unit and allowed to speed up their service. It has also significantly shortened their waiting time for medical records. Thanks to the Medical Information application, the patients no longer have to come to the unit for their test results, because they receive them directly on their mobile phones.
The unit currently has a modern and safe system whose effectiveness has been tested by thousands of clinics and individual medical practices in Poland. Through the system it has gained not only access to eServices, but also the ability to efficiently create, collect and store EDM, thus meeting the requirements of the regulator.
Project in numbers:
employees of the unit using the mMedica solution
of prescriptions issued in electronic form already 2 months before the introduction of the ePrescriptions obligation
documents per month generated in electronic form
patients with access to the Medical Information application
“We are a company that has been dealing with the informatization of medical facilities for several years. Our cooperation with Asseco, as a Silver Partner, enables us to carry out advanced projects, the best example of which is the implementation of the mMedica system in the Graniczna Medical Centre in Katowice. The task that was set for us in this project had to take into account several key aspects: the comfortable and failure-free operation of the system, the protection and security of the collected data, as well as the possibility of the system’s further expansion with modules ensuring integration in the area of e-Services. All these aspects are met by Asseco’s mMedica system” – said Michał Ferdyn, Co-owner of TMT SYSTEM.
“From the point of view of the project, carried out on such a large scale, it was very important to cooperate both with decision-makers in the Graniczna Medical Centre in Katowice, as well as with our partner which carried out the implementation and currently provides maintenance services. It can also be said that thanks to the consistent implementation of IT tools in the Graniczna Medical Centre in Katowice, the work of the entire facility has been optimized. This success is evidenced by the effects and opinions of the staff and patients” – said Wojciech Kulbiński, Sales Manager, Asseco Poland.
“The choice of Asseco was determined by the efficient migration of data from the previous system dealing with the settlements with the National Health Fund (NFZ) and the automation of the entire reporting process. While working with mMedica, when further modules were being developed, the system turned out to be better compared to other programs designed for entities with a similar profile. Its main advantage is intuitiveness, which, considering the large number of employees, is not without significance. As eServices are introduced, we have the opportunity to gain additional points while contracting services with the NFZ. A good example is obtaining a contract for the pilot POZ Plus program, where EDM and e-Registration were a requirement” – said Alina Mońka, Director for Organization and Development, the Graniczna Medical Centre in Katowice.
“The opportunity to join the pilot program in the field of e-Leaves, e-Prescriptions and e-Referrals was very valuable for us. This was made possible by the mMedica system, which allows us to quickly and efficiently issue leaves and prescriptions in electronic form” – said Roman Spyra, President of the Management Board, the Graniczna Medical Centre in Katowice.
NOVÉ ZÁMKY UNIVERSITY HOSPITAL: UNDER THE CARE OF TECHNOLOGY.
Nové Zámky University Hospital with Polyclinic is a modern medical unit belonging to the Ministry of Health of the Slovak Republic, which provides services to about 152,000 patients. It has 21 departments and about 800 beds, and its proper functioning is ensured by about 1,300 employees.
The authorities of the facility place great importance on the quality of management and patient service. With the goal to increase the comfort of patients, the hospital decided to improve certain areas of its functioning. It wanted, among other things, to reduce paper handling of documents and improve access to data. It also aimed at improving the area related to control and timeliness of medical equipment inspections, as well as their calibration and metrology in order to meet legal requirements and ensure safe use of medical devices. The preparation of overviews, cost controlling, etc. based on human searching and collecting of information from many sources, required a lot of administrative work. Despite the efforts of the staff, it was impossible to prepare detailed cost overviews and benchmark for medical equipment. As a result, it was extremely difficult to decide whether to invest in new equipment or maintain the existing one. The lack of access to detailed lifetime costs related to single device was also a major barrier. Therefore, in order to improve this area of the hospital’s operations, its authorities decided to implement Medical Equipment Management – a module of the MEDINETO system – a proprietary solution developed by eDocu, a company from the Asseco Group.
The aim of the project, which began in April 2019, was to improve the processes related to medical equipment and effective management of medical devices’ life cycle. eDocu implemented modules responsible for the following functions:
- Reminder (OHS control, certificates of specified technical equipment, authorization of personnel).
- Ticket management (to create task for technician to control the device, it is possible to comment it, see the update, attach a photo or video).
- Work record (possible to record all performed actions on things or devices in the system, such as cleaning, revision, pressure test, revision of function).
- Calendar (overview of tasks and reminders related to each device).
- Checklist (list of tasks that need to be done on specific device).
- Report (history of all actions related to the device according to the type, date, organization or person).
The implementation covered all devices in the hospital, which were marked with special QR codes. Although the project required full data migration and import, it was completed in the record period of 6 weeks.
Currently, all the documents, diagrams, schemes, tutorials, service books and lists, work records, and service contracts are stored in one system and can be accessed within seconds. The eDocu system also allows for constant supervision of all medical equipment in the hospital. Each device is linked with an iTag (QR or NFC code), so that the user, after scanning it with a smartphone, receives full data about the device on the phone.
MEDINETO continuously monitors the status of the devices and automatically notifies about the need to check them. All technical instructions, contact data of the technician responsible for the repair, and repair history are visible in the system. Therefore, in case of damage, it is enough to scan the code from the device and thus gain quick access to technical data and its entire maintenance history. In addition, the system helps organize information about medical equipment maintenance requirements. It follows the life cycle of equipment and its scope of operation, and monitors the performance of tasks by subcontractors. Thanks to direct interactive connections between the devices and the database, hospital technicians have constant access to up-to-date data. This allows them to better prepare for work and always have the right tools and equipment with them. The iTags on the devices make it easy for them to see information and checklists directly on site.
The solution designed by eDocu has brought numerous benefits to both the medical unit and its employees. They were visible immediately after implementation. They include:
- Immediate access to all device-related data and documentation even on the spot. The time needed for searching the relevant information was reduced from hours to seconds.
- The administrative work related to cost controlling and cost division for central overview and decision making was reduced from about 3 days to 10 seconds.
- A central, real-time overview of the status of devices allows for making the right decision quickly.
- Improvement of the problem-reporting process. Malfunctions are fixed upon scanning a respective QR codes by personnel, which increased the accuracy of device identification and lowered the administrative time to 5 seconds.
Project in numbers:
seconds to identify the device
weeks to complete the project
seconds full service check
wards of the hospital using the solution
patients with access to efficient medical equipment