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RoOS – Digital resource and task management system

New IT solutions bring positive effects for patients and better work-flow for staff at Odense University Hospital (OUH)

Implementation of three new digital solutions has given new possibilities in the communication and work-flow for two clinical departments at OUH. Printed patient lists for registration and post-it notes with messages and tasks have been replaced by smartphones and tablets containing tasks management and automated registrations.

During 2015 two clinical wards at OUH have implemented a system for resource and tasks management called RoOS. The RoOS system is used to digitally register and allocate tasks between staff members using both computers and mobile devices; something that had been tested in one the Department of Gynaecology and Obstetrics with a different system in 2014 to much satisfaction among the staff. The second ward, the Dept. of Ophthalmology, has implemented RoOS along with two digital self-service solutions for patients in their out-patient clinic; Self-service arrival registration and self-service application for travel reimbursement. These services were later added to the RoOS system in the Dept. of Gynaecology and Obstetrics as well.

 

Previously, patients have had to talk to the staff in the out-patient clinic to register their arrival to the hospital. If they had a message for the doctor, the secretary would call the doctor to give the message or write a note on a post-it for the doctor to read before seeing the patient. In addition, the patients had to talk to the secretary to fill out the form for travel reimbursement – and these would then later be manually validated in accordance with the patient registration lists for that day.

Today the reality is quite different in the Department of Gynaecology and Obstetrics and the Department of Ophthalmology at Odense University Hospital. When patients arrive at the out-patient clinic they go to a screen to register their arrival either by scanning their personal health ID card or by entering their social security number. When this is done, the hospital staff can see that the patient has arrived using either a computer or mobile devices and know that the patient is ready to be seen. In case the patient has a message for the doctor, the secretary can write that note directly in the RoOS system and send it to the mobile phone of the doctor. The message will be registered with the patient’s ID and be visible along with the patient information when the doctor reads it.
On the arrival screen, the patients can also easily apply for travel reimbursement digitally once they are registered. The digital application is validated automatically by the system and sent to the travel reimbursement administration without the secretaries having to spend time checking them and preparing them for mailing.

All in all: Less waiting time and more independence for the patients, less paper and fewer administrative tasks for the staff.

 

See a video about the solution here (English subtitles):

 

 

The two new systems for arrival registration and travel reimbursement have been developed by IT system developers at Odense University Hospital and are tied together in the infrastructure of the RoOS system, supplied by the Danish company Kibuko.
RoOS offers a digitalisation of the verbal and paper-driven task management which used to be the norm in the clinical wards. With the system, a nurse doesn’t have to call a doctor, walk around looking for one or write a paper note to give to someone, if she needs to report a task that has to be performed on a patient. Instead, she creates the tasks in RoOS and ‘attaches’ it to the patient’s individual ID number, and then sends the task to all of the doctors who a currently at work in the ward. The doctor who sees the task first and has time to perform it, accepts the incoming request on his mobile device after which it becomes part of his personal task list along with all of the relevant patient information.

Gerda Noerrelykke Moeller, chief executive physician in the Department of Ophthalmology, explains: “The RoOS system that we are currently piloting has far greater perspectives than just for our department. It can benefit patient flow and patient registration at the entire hospital. The primary advantage of this system is the ability to manage all tasks in the ward on mobile devices and the option of sending task requests to specific groups – doctors, acute specialist nurses, etc. – where the person with the most availability can accept the task, so you don’t waste time contacting individuals to get something done. RoOS also allows us to include electronic documents in the task request, which has a huge potential for all of OUH, not just us. We are not aware of any other system that is currently able to give us these functionalities”.

 

Visible results – and huge potential

During the 2014 test of a system similar to RoOS in the Dept. of Gynaecology and Obstetrics, the staff experienced that there were fewer interruptions, less waste of time and fewer troubles ensuring that tasks were handed over properly and accepted by a colleague. For this reason, the hospital chose to continue the implementation of the mobile task management, but switching to the RoOS system which has a better integration to the other IT systems in the hospital. In the future, it is expected that a systems integration will allow RoOS to transfer tasks and notes to the electronic patient record which will eliminated the need for transferring relevant information from RoOS to the patient record.

Today RoOS is a normal part of the operations in many areas of the two clinical departments. The rest of the departments will soon be in operations of both RoOS and the self-service solutions.

A group of patients who regularly come to the out-patient clinic in the Dept. of Ophthalmology has been interviewed before and after the implementation of the self-service systems. They feel that it is easy to use the screens, it feels very professional and that the waiting time has been reduced.

The department has also performed an evaluation among the staff. All in all, they feel that the solutions give a great overview of the tasks in the ward for all staff groups – and that non-digital work processes have been greatly reduced.

Using the RoOS system for tasks management works really well for the staff and the secretaries in particular enjoying the ability to “track” the tasks for each patient, which allows them to give better service to patients who have questions. The secretaries are also very positive about the digital self-service solutions as it has resulted in fewer interruptions and time saved that can be used for other important tasks such as recording patient information in the medical records.

Generally there are fewer interruptions during the day for all staff groups because they have begun to use RoOS to communicate with each other instead of calling or handing over messages face-to-face.

The positive evaluation of the new solutions can be strengthened by the fact that there is a positive business case for the implementation of the digital travel reimbursement, which is a relatively cheap solution that can easily be implemented at the entire hospital and all other hospitals in the region and thus eliminate administrative tasks.

An evaluation report is on the way, based on which the board of directors at Odense University Hospital will decide in which format and scale RoOS and the self-service solutions will possibly be rolled out across the entire hospital for the benefit of many more patients and staff members.

 

Contact:

Eva Lund, Project manager
eva.lund@rsyd.dk
Phone: +45 6088 1811

Permanent link to this article: http://old.cimt.dk/projects/innovation/previous/roos/