With 4 hospitals, 200 clinics, 600 physicians, 2,000 nurses, and over 2,000 daily OPD appointments, there is a definite need for a complete and integrated solution for electronic medical records.

Realizing that better attention to medical information and a digital approach will lead to better patient service and higher standards, the management of King Fahad Medical City made a strategic decision to using electronic medical records.

The decision was made to work with NVSSoft^® as a strategic partner with the capability, the expertise and the experience to help KFMC achieve their objective of a fully paperless medical records system.

NVSSoft started by analyzing the existing HIM, the operations and processes in the different hospitals while working closely with the team at KFMC to make sure the solution will cater to the current and future requirements while integrating seamlessly with the current system, operations and processes currently in place in KFMC.

KFMC’s goal is to eventually have a paperless work environment. NVSSoft’s team drew on their extensive experience in developing solutions for leading medical entities in the region to provide the perfect solution.

The success that NVSSoft has had with their comprehensive HIM solution MeLogic eHIM helped build a strong business case to support the proposed approach. In addition to their capabilities, NV Soft demonstrated their commitment to the success of the project by meeting frequently with the KFMC team to ensure the suggested solutions address all the important areas of focus.

With the changing healthcare environment the roles and functions of the HIM professional cannot remain stagnant and once a model of work is built or a solution is created, it must continue to change and develop as per the needs of the environment and the requirements of the client.

KFMC awarded the contract to NVSSoft Saudi Arabia, because of the extent and diversity of their expertise and experience and the flexibility through which they can customize the solution.

Upon commencement of work and approval of the solution suggested, NVSSoft Saudi Arabia started implementing the project in phases. Expired files were first to be scanned. Active files were next.

The pilot work for the active files was done with Prince Sultan Hematology and Oncology Center (currently known as Cancer Center).

The process was tested end to end, starting with scanning, verification, quality assurance; availability of patient documentations in the system and finishing with making those files accessible to physicians throughout the system.

KFMC was encouraged to share all negative and positive feedback and comments. NVSSoft Saudi Arabia responded collaboratively and with full support. This resulted in greater percentage of adoption of the new system by KFMC medical teams and staff.

Next HIM Chart Viewer was launched, e-forms and e-signature followed, then deficiency tracking and follow up and patient charts. Other features include automatic generation of medical reports in English and Arabic, and using iPads for patient charts.

With paper records gone, the KFMC staff can focus fully on providing the best health care service, knowing that the integrity, accuracy and confidentiality of the patient’s health information is fully maintained and that the information is easily accessible and secure.

Because of the nature of such projects, the impact is rapidly felt across the whole organization and KFMC has experienced immediate benefits that are a great showcase of the value added to the business.

Availability of medical records 24/7 and improved access to patient information from multiple users at the same time and online. This caused timeliness of access as medical record become available to the provider with just a click, with multiple chart reviews.

Integration with patient information in HIS and retrieval of daily appointments linked with scanned charts. That eliminating manual and paper work for retrieval, filling and assembly of paper charts. No files will end up missing or delivered late which highly affects the service provided to patients.

Deficiency completion is easy to address as physicians and clinicians have easier access to their records, resulting in accurate reporting and tracking of incomplete charts.

The value of the solution extends to the following areas:

• Electronic storage of paper file eliminates the need for space, shelves, trolleys and porters.
• Reduce the need for clerical staff
• Interactive access from clinics and doctors to browse medical records.
• Develop easy access methods (Online access, iPad, PDAs, etc.).
• Develop e-forms and procedures.
• Improve the security of medical records by controlling and tracking access logs to the files.
• Combine data capturing and document management system to create an access portal.