Maine Medical Center and Spring Harbor Hospital are two of the more than half dozen facilities that comprise Maine Health. Maine Health is the leading healthcare organization serving south, central and eastern Maine.
Users: Denise Morrill, Clinical Systems Analyst at Spring Harbor Hospital and Mark Cassidy, Systems Analyst at Maine Medical Center are using Boston WorkStation™ in many ways to automate workflow and to speed one-time data migrations throughout their facilities.
Par Excellence, a point-of-use data collection and materials management application, to Meditech. Unattended continuously running script that reads files from PAR Excellence to create and post stock requisitions in Meditech.
Materials Management
A. Vendor address correction updates. When converting to Meditech 4.9 they had to standardize many of the addresses they had for their vendors. First they downloaded them into Excel, corrected them and loaded them back into Meditech.
B. Failed Purchase Orders spools cleanup. They have a program that executes three jobs within Meditech:
1. An NPR report written in house to identify failed spools.
2. Edit spool program to allow them to be deleted.
3 A spool purge program.
C. Upload Latex information in Hazard/Allergen field. Before Meditech 4.9, they stored Latex information in five different locations. They used scripts to standardize the data into one field. In addition, If latex information is not known, a "UN" will be loaded into the Hazard/Allergen field.
D. Capture Miscellaneous items on purchase requisitions. Using the Event Manager in Boston WorkStation, they stop any OR purchase requisition with a miscellaneous item and require the user to enter more data on a pop up screen. Along with an email, this data is sent to the buyers to verify the data. If all looks good it is then uploaded into Meditech's Item dictionary and Stock dictionary.
E. Purchase Facility dictionary upload. This was set up to load a large list of users to several purchase facilities from Excel. Stock dictionary Adds. This is being used to add new stock items. Stock dictionary Edits. This is being used to do mass updates to the stock dictionary from Excel spreadsheets.
F. Inactivate stock. An NPR report is downloaded showing items with no quantity, par level or order quantity. This is uploaded to Excel and reviewed by Materials Management. The remaining list is inactivated using a script.
Third Party Vendors
A. Item Additions. They now have buyers enter new items into spreadsheets. (This could originate from a vendor) A coordinator reviews the spreadsheet and a script loads them into Meditech.
B. Price Updates. They receive files from vendors with new pricing, then upload them into Meditech using the vendor catalog number and vendor number to identify item.
Finance / Accounts Payable
A. Inactivate vendors: Reads an NPR report and runs through the vendor list and inactivates vendors.
B. Run reports. Runs NPR reports and enters the selection criteria from an Excel spreadsheet. Some are printers and others are downloads.
C. Budget uploads. Reads from Excel spreadsheets maintained by Department heads and loads the data into Meditech’s yearly budget system.
D. Budget uploads. Will take multiple budgets in Meditech and upload them into the final approved budget.
ESS
A. Populate ESS statistical fields. This script runs six custom NPR reports daily to gather data from ADM and ABS. It then purges old data from ESS and sets the date for re-retrieval of the new data.
B. Another one runs an NPR report monthly to get additional breakdowns of patient days by service/location/financial class. Purges old data from ESS and sets the date for re-retrieval of the new data.
SpeedCheck / Payroll / Personnel
A. Download entire employee file on a regular basis to update dietary software system (Speedcheck). This updates employee status (active vs. terminated) and whether the employee has payroll deduction capabilities.
B. Upload employee dietary charges from the dietary system (Speedcheck) to payroll for payroll deduction. In addition, they update employee files with their corresponding MIS User code on an as needed basis.
Information Services
A. Inactivate users in their newly created TEST ring. Since users were copied from LIVE when MT created the new directory, most of them needed to be removed
B. Update entries in the insurance dictionary with a new CDS.
C. Update ROOM dictionary to make the changes involved in the facility move (new rooms created, beds added or removed).
D. Run certain downloads at the scheduled time of midnight.
Universe
Establish new clients in the universe. They tend to install new computers in groups rather than one here or there, so they just upload them from excel as needed.
Pharmacy
Find and replace the QD direction references within the drug dictionary. In addition, they update TRADE names within the drug dictionary.
MRI
Import (from excel) demo-recall data from their outpatient facility. This was a one-time script to establish the patient population.
Miscellaneous Requirements
Many times they have had to run an NPR report with a large list of selection items. This could be item number, vendor number or anything else. They have a script that simply logs them on and pauses until it sees "QQQ". At that point it will delete the "QQQ" and enter the list in the spreadsheet.
Data Cleansing project initiated the following scripts:
1. Category dictionary upload.
2. Manufacturer dictionary upload.
3. Clear common name.
4. Copy Description 1 to common name
5. Add Item dictionary. This would add new items.
6. Edit Item dictionary to load Descriptions, category, manufacturer, catalog numbers and UPN information.
