Assessing the Time Savings Achieved through Workflow Optimization in Patient Assessments within Electronic Health Records

Healthcare organizations in the United States have sought to improve their operations using various approaches, particularly regarding electronic health records (EHR). The growing use of technology made it necessary to optimize workflows, especially in nursing and clinical documentation. Research shows the benefits of changing documentation practices strategically.

The burden of documentation in healthcare has long posed issues for clinicians, impacting workflow and the quality of patient care. A study from the Duke University Health System found an 18.5% reduction in EHR documentation time after implementing workflow redesign measures. Improvements in EHR interfaces and processes are important in easing the stress from excessive documentation, allowing healthcare providers to manage their time effectively.

The Challenge and Impact of Documentation Burden

Healthcare providers often face complex documentation requirements that may result in redundancy and inefficiencies. The Duke University study found a significant decrease in document processing time due to improved workflows. By reshaping EHR documentation templates for nursing, they reduced the number of steps needed for reassessment by up to 97%. These results indicate that simplifying documentation can save time, allowing professionals to spend more time with patients.

Timely and accurate documentation is essential for providing quality care. Denver Health made considerable efforts to improve its EHR documentation workflow, resulting in time savings for nursing staff. By streamlining the assessment process and cutting down on non-actionable alerts, Denver Health enabled nurses to document patient information about 10 minutes faster each session. This was noteworthy, given the heavy workloads and increasing demands faced by nursing staff.

Many organizations have encountered similar difficulties. Numerous hospitals struggle with fragmented documentation locations and too many alerts that disrupt workflows, which lowers compliance with real-time documentation. Frequent shifts from one alert to another hinder nurses’ focus on patient needs.

Strategies for Workflow Optimization

Implementations of workflow optimizations typically require careful evaluation and planning based on existing issues. By reviewing documentation practices systematically, organizations can find areas of redundancy and inefficiency. The following strategies have emerged from successful case studies and can serve as best practices for healthcare organizations looking to refine their documentation workflows:

• Engaging Frontline Staff: Involving nursing and clinical staff is a common feature of successful EHR optimization projects. Nurses have valuable perspectives on how documentation processes affect daily workflows. Frontline nursing staff at Denver Health helped identify documentation pain points. This engagement led to tailored solutions that addressed their challenges and created a sense of ownership over the changes.
• Eliminating Nuisance Alerts: Excessive non-actionable alerts can frustrate nursing staff, disrupting workflow and diminishing patient care. Denver Health’s initiative reduced best practice alerts from over 2.1 million to just 255,000 in two years, an 86% decrease. This reduction allowed nursing staff to concentrate more effectively on patient care without unnecessary interruptions.
• Reducing Document Complexity: Many healthcare providers aim to simplify documentation requirements. This involves reassessing the number of fields and flowsheet rows needed for assessments. The Duke study noted an 88-97% reduction in steps for reassessment documentation, which decreased the time wasted on unnecessary clicks and navigation. By making document templates simpler and more aligned with clinical workflows, nurses can document assessments more efficiently.
• Leveraging Actionable Documentation: Making documentation actionable is crucial for optimizing workflow. The Denver Health case highlighted the importance of focusing on actionable prompts within nursing assessments to improve decision-making. Streamlined documentation templates, such as charting by exception, facilitate easier recording of key data, allowing nurses to prioritize patient care activities.

Statistical Evidence of Workflow Improvement

The measurable improvements from workflow optimization are significant. Organizations practicing optimized workflows have noted the following statistics:

• The Duke University study showed an 18.5% reduction in overall EHR documentation time, translating to hours saved during a 12-hour shift that could be redirected to patient care activities.
• Time spent on flowsheets decreased by 7-12% after implementing workflow optimizations.
• Nurses documented assessments more than 10 minutes faster on average following Denver Health’s EHR workflow changes, contributing to nearly 10% improvements in documentation efficiency.
• Timely documentation rates at Denver Health rose from 62.7% to 72.3% in just six months, suggesting that better adherence to documentation standards improves patient care.

Providing healthcare administrators with statistics like these can support the case for workflow automation and optimization projects crucial for effective EHR management.

AI and Workflow Automations in Healthcare

The addition of artificial intelligence (AI) in healthcare enhances the potential for workflow optimization. AI can automate routine tasks, freeing up healthcare providers for more direct patient interaction. With AI-driven tools, organizations can simplify scheduling, automate appointment reminders, and even facilitate virtual check-ins.

Simbo AI, for example, specializes in front-office phone automation and answering services using AI technology. By easing the burden of answering calls, scheduling appointments, and assisting with patient inquiries, Simbo AI provides healthcare organizations with a way to significantly reduce administrative tasks. Additionally, AI can analyze the volume and nature of incoming calls to help predict peak times, making it easier for patients to connect with representatives.

AI can also improve data entry processes within EHR systems, allowing providers to switch from manual inputting to voice recognition technologies. This transition can minimize errors, enhance documentation, and enable real-time data entry during patient assessments. By optimizing data capture through AI, healthcare staff can meet legal and regulatory requirements while saving valuable time.

Furthermore, implementing AI can help organizations customize their EHR platforms to meet the specific needs of nursing staff. Technologies that use machine learning can adapt to how healthcare professionals interact with EHR systems, leading to better practices over time.

Conclusions From Workflow Optimizations

In conclusion, optimizing workflows for patient assessments within EHR systems enhances patient care while significantly improving clinical efficiency. As healthcare administrators and IT managers evaluate strategies to use technology for better documentation practices, it is clear that involving frontline workers in the redesign process is important.

The time savings documented from EHR redesigns support continued investment in these optimization initiatives. Moreover, with the increasing incorporation of AI into healthcare operations, organizations have the opportunity to maximize workflow efficiencies. By adopting these changes, healthcare providers can lessen the burden of documentation while focusing on high-quality patient care. With attention to improving workflows and integrating new technologies, the future of healthcare documentation looks promising.