Client Request and Background
The KEGE Center for ADHD in Arizona, a specialist in ADHD and related disorders, contacted us for assistance in digitizing their patient-related processes. In this blog post, we're proud to showcase one of our most significant accomplishments with them to date: the introduction of digital intake forms seamlessly linked with their DrChrono Electronic Health Records (EHR) system.
These digital forms were designed to simplify gathering patient information before their visits. This made it easier for healthcare providers to review patient details before appointments and streamlined the creation of Clinical Notes. The ultimate aim was to enhance the efficiency of the providers, allowing them to spend less time per patient without compromising on care quality, thus enabling them to see more patients overall.
When we began working with the KEGE Center, they already used digital intake forms, but they saw a lot of room for improvement.
The existing forms were lengthy and lacked sophisticated conditional logic, making them tedious and overwhelming to complete. This issue was particularly challenging for patients with ADHD, who found it difficult to maintain focus on such extensive forms.
Finally, although the forms were lengthy, they didn't collect enough useful information, forcing the client to look for a better solution.
Keith Getic, the founder of the KEGE Center for ADHD, led this part of the project, designing all the content of the forms and their logic.
He redesigned the system by breaking down the large, intimidating form into smaller sections and incorporating additional forms to gather all the required information. Apart from health-related queries, these also encompassed essential consent forms and two specialized forms for younger patients' teachers, aiding in collecting valuable information that would have otherwise been unattainable.
The forms consisted of 726 questions. The next step was organizing them in a way that wouldn't be overwhelming. This is where conditional logic played a significant role. It ensured that patients only saw questions relevant to their age, previous responses, type of the next scheduled appointment, and other criteria, making the forms simpler and more pertinent.
Finally, Keith made adjustments to the EHR system. He added custom fields that needed to be filled in from the intake forms and implemented a logic that facilitated the preparation of Clinical Notes using the information gathered in the EHR.
As the client handled the main content work, we implemented it as a digital solution.
On the technical side, together with the client, we decided on Jotforms for creating the forms. It's an advanced form builder that's HIPAA-compliant, a crucial feature given the sensitive information these forms handle. Jotforms stood out for its robust conditional logic capabilities, making it suitable for our needs.
Embedding the forms into the patient portal was possible, and we had various options for setting this up. Additionally, Jotforms offered customizable design options, allowing us to make the forms blend seamlessly with the rest of the portal, almost indistinguishably.
Another key feature of Jotforms is its capable API, which facilitates integration with other systems. This aspect ensured automatic data flow and connectivity with the existing infrastructure.
Microsoft Power Automate
For integration with DrChrono, we used Microsoft Power Automate. This low-code automation engine perfectly matched our task and allowed the client to automate many other use cases in their business.
This choice was made for its strong capabilities and its compatibility with Microsoft 365. Additionally, it's HIPAA compliant, which is essential for handling medical data.
A standout feature of Power Automate is its unique pricing structure. Unlike many other automation tools, Power Automate charges a flat fee that doesn't depend on the volume of transactions. This meant that as the practice at the KEGE Center for ADHD grew and handled more patient data, their costs did not increase proportionally.
The standard functionality of Power Automate covered 95% of all the needs in this task. For the remaining 5%, the most tricky needs, we created special Python code and put it on Azure Functions. Using Azure Functions kept our system serverless, which is great for growing easily and working efficiently.
We also used Sendgrid and Twilio to set up notifications through email and SMS for completing intake forms.
Results and Impact
The new system greatly improved the way patients interacted with KEGE. Now, filling out forms takes less time and can be done in small steps from any device. Patients have the flexibility to use their computer if it's handy or their smartphone if they're on the go. This made dealing with paperwork much easier and less of a hassle.
However, the most significant impact was on the providers. Here's what Keith Getic says about it:
We can quickly review the forms before the appointment and form preliminary thoughts. During the visit, we don't waste time asking basic questions; we simply verify the answers and validate our conclusions. This means we spend less time per appointment, and the quality of our time with patients has improved.
Another major benefit of this automation is its integration with the EHR system. This has drastically reduced the time it takes for a provider to prepare Clinical Notes after the visit.
As a result, providers at KEGE can now see more patients. This has reduced waiting times and improved the Center's operational efficiency and financial standing.
If you take a critical look at your business, setting aside common beliefs like 'if everyone does it this way, it must be right,' you'll likely spot areas for improvement that others might miss. Enhancing these areas can make your business more efficient and competitive.
In the example we shared, the client had innovative ideas, and we brought them to life with technology. Together, we developed a new digital system for patient forms, simplifying the process for everyone involved. Patients can now quickly fill out forms on their phones, while providers can focus more on patient care and less on paperwork. This change has enabled the center to accommodate more patients and improve its overall operations.
Now, consider your business! It may require a distinct type of change, yet the underlying principle stays the same. Reflect on how you can reinvent your processes for the digital age to secure a competitive advantage!
You can discover more about the KEGE Center for ADHD on their website. If you require our help with business automation, feel free to send us a message below 👇.