Simplify Patient Care with High Peak’s Disease Management Solution
Table of Contents
- About our client
- How High Peak built this patient care and disease management system
- How closely does HPS follow security guidelines?
- Who are the users of the patient management software?
- What did our client want to solve by creating this patient management software?
- Development Journey
- New patient record
- Patient Search
- Patient Alerts
- Treatment arm
- Treatment decisions
- Global Outcomes
- Surveillance arm
- Address Book
- What’s coming!
- Technologies Used
About our client
Our esteemed partner is an Atlanta-based software-as-a-service (SaaS) provider exclusively catering to the healthcare industry. Their advanced patient management software adheres to strict HIPAA compliance standards, offering mobile and web-based solutions catering to all key stakeholders within the medical community. Through the utilization of cutting-edge software technologies, their mission is to bridge the gap in the patient journey, ensuring timely access to care by simplifying healthcare delivery and revolutionizing communication processes.
How High Peak built this patient care and disease management system
The product is mainly developed for monitoring, storing, tracking, and analyzing the patients related to heart valve diseases for the entire healthcare ecosystem in the US. It offers unique capabilities that set it apart from other EHR systems or similar databases. Unlike other platforms, it goes beyond simply storing and managing patient records. While traditional systems lack data analysis features, it provides a dashboard that displays trends of different parameters, enabling users to gain valuable insights and understand patient statistics easily.
In addition, patient management software eliminates the need for separate event management tools like Google Calendar. Users can track all clinic events within the application itself, receiving reminders and alerts to ensure important tasks are not missed. This integrated approach enhances efficiency and streamlines workflow.
The patient management software also automatically populates data based on input values, reducing manual data entry and duplication. For example, when a patient undergoes a specific test, it automatically updates and displays the results across multiple sections, eliminating the need to create separate calendar events. These added capabilities go beyond what traditional EHR or electronic healthcare records software any database systems offer.
How closely does HPS follow security guidelines?
Our innovative application is not only HIPAA-compliant but also prioritizes stringent adherence to all HIPAA regulations. HPS takes data privacy and security seriously, going above and beyond the mandated requirements to ensure the utmost protection of sensitive patient information. In addition to HIPAA compliance, the HPS team is actively pursuing additional certifications and privacy measures to further enhance the privacy and security standards of our platform. Rest assured, their commitment to safeguarding data is unwavering, making us a trusted partner in the healthcare industry.
Who are the users of the patient management software?
The coordinators or users (nurses, physicians, hospital staff, etc) can take advantage of the robust patient surveillance module, continuously monitoring patients’ conditions over time, allowing for proactive interventions and personalized care. Thus, you can stay ahead of the curve with the alerts section, effortlessly reminding users of upcoming tasks and eliminating missed data entries. With this product, healthcare professionals can transcend the limitations of traditional data management systems and embrace a new era of streamlined healthcare delivery.
What did our client want to solve by creating this patient management software?
The client approached the HPS team to develop this robust system due to a drawback in their current process. They were storing patient data in disparate locations such as spreadsheets, dry areas, bolts, or sticky notes, which created confusion and inefficiency. The client needed a patient management software that would overcome these challenges and provide a centralized platform to store and access patient documents, including their history and treatment information.
The HPS team developed this robust all-in-one electronic medical records software to address these issues and provide a comprehensive solution for managing patient data effectively. Understanding the client’s needs, the HPS team demonstrated their commitment to delivering a comprehensive and efficient solution. By addressing the drawbacks of the previous system, the HPS team aimed to provide the client with a robust platform that streamlined patient data management effectively.
Requirement discussions and initial planning commenced around September 2021. However, the actual development work commenced in March 2022. The development phase is still in progress, and as of now, the product’s first version has not been released. The team is currently in the final stages of development and is preparing to release the first version soon.
In order to comprehensively understand and improve the existing feature, as well as identify areas for potential enhancements, the HPS team engaged in a thorough research process. The primary method they employed was conducting numerous calls with their valued clients. These calls served as an opportunity to gain valuable insights into the clients’ perspectives on the current feature, its drawbacks, and their expectations for its improvement.
During these interactive discussions, the team actively solicited feedback from the clients regarding the functionalities they found lacking and the aspects that required refinement. In addition, they explored the clients’ ideas and suggestions for incorporating new features that would cater to their evolving needs. This collaborative approach ensured that the proposed improvements aligned closely with the desires and requirements of the client base.
To ensure comprehensive feedback, the team also invited a potential customer to participate in some of these calls. By doing so, they were able to obtain a diverse range of viewpoints, as this individual provided valuable inputs on how they envisioned the feature functioning from her own perspective.
Furthermore, from their end, the team conducted specific research on medical terminologies relevant to their project. This endeavor was undertaken to address the challenge faced by all stakeholders in comprehending complex medical jargon during the initial stages of the project. The insights garnered from this research proved to be instrumental in enhancing communication and comprehension among team members and clients alike.
Following this comprehensive research phase, the team proceeded to develop wireframes based on the collated feedback and requirements. These wireframes served as visual representations of the proposed feature improvements and new additions. They were instrumental in providing a clear roadmap for the subsequent development process.
Subsequently, the team meticulously crafted high-fidelity designs, ensuring that every detail of the proposed feature enhancements was accurately portrayed. The use of high-fidelity designs allowed them to demonstrate the intended look, feel, and functionality of the feature to their clients, further solidifying their shared vision for the project.
By combining the valuable input from their clients, the insights from the external participant, and their own research on medical terminologies, the HPS team successfully laid the groundwork for an improved and highly functional feature that aligns with the needs of their target users. This comprehensive research phase has been integral to the iterative and user-centric approach that they have adopted throughout the development process.
Building the new product posed several challenges for the HPS team, demanding a thorough understanding and technical prowess. One of the primary hurdles was ensuring that the application encompassed all the features of the previous version. Unlike a proof-of-concept (POC), the previous product was actively used by users in production. Therefore, it was crucial to incorporate all existing features seamlessly. However, an additional complexity emerged as the clients expressed their desire for certain extra features, making the decision-making process challenging.
Architecturally, the new product took a completely different approach. Typically, the front-end code controls the user interface (UI), determining what is displayed, such as tabs or fields. In contrast, this system adopted a dynamic configuration where the back end governed everything visible on the UI. This meant that any changes made to the database could impact what is presented to the user.
For example, modifying the visit type field could result in its disappearance or transformation into a different type, such as a toggle button or checkbox. Essentially, the entire data entry form was dynamically configured from the back-end perspective. This novel approach of dynamically configuring the UI presented a significant challenge, requiring meticulous attention to detail and precision in the system’s design and implementation.
Introducing our advanced hospital coordinator application, catering to a range of healthcare professionals, including physicians and administrative staff. These coordinators play a pivotal role in monitoring patients during their hospital stays. Our user-friendly application facilitates seamless data entry, allowing coordinators to efficiently record patient information. Secure login options, such as email, SMS, or authenticator app, ensure authentication. From the moment a patient arrives, our heart valve patient management software enables the creation of comprehensive patient records, facilitating direct and accurate data entry. Experience streamlined coordination with our intuitive interface and enhance patient care. Let’s get to know each of the features in detail.
New patient record
This section collects essential information for each individual admitted to the hospital. It includes a unique Medical Record Number (MRN), the patient’s first and last name, date of birth, and initial contact date. These details enable easy tracking of returning patients using the MRN. Additionally, the record includes contact information such as email, phone number, address details (including zip code and state), family contact information, and the reason for referral.
The referral details tab in the app serves to identify the reasons why patients visit. It categorizes patients into two groups: those requiring immediate treatment for a specific disease and those in need of follow-ups or monitoring. Based on the provided information, patients are either placed under the treatment arm or surveillance (scheduled for further follow-ups) arm. Additionally, patients are assigned to a physician or cardiologist who refers them to the clinic.
The team tab gives the coordinators to appoint members associated with the case. If there are referring physicians involved and the patient is new to the clinic, this information is noted. Similarly, if the patient has had previous clinic visits, that is also recorded. Any relevant notes pertaining to the patient can be added, and support staff or coordinators take care of data entry and management. The physician responsible for treating the patient’s condition is also documented in the record.
Healthcare referral management system
The integrated referral management system in this heart valve app facilitates seamless coordination, instant communication, and improved interoperability among various healthcare components. It offers a comprehensive platform for managing patient referrals, ensuring smooth operations and enhanced collaboration across healthcare systems and practices. We have curated a comprehensive case study on this robust healthcare referral management system.
Electronic Health Records (EHRs) have revolutionized healthcare in the United States. They provide digital platforms for storing and accessing patient information, improving efficiency and coordination among healthcare providers. EHRs enhance patient safety, enable better decision-making, and support the exchange of medical data, leading to improved healthcare outcomes nationwide.
In the United States, there are multiple providers of Electronic Health Records (EHRs), predominantly large private companies. Each hospital has the freedom to choose its preferred EHR system. Interoperability is achieved through various integration applications that facilitate data transfer between different EHRs.
This is essential for seamless information exchange, especially when referrals are made between hospitals using different EHR systems. Government regulations regarding data ownership are none, as EHR management is primarily handled by private entities. Administrators often seek to avoid manual patient entry due to its time-consuming nature.
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This patient management software sets itself apart from other Electronic Health Records (EHRs) by offering comprehensive features beyond data collection. Unlike traditional EHR systems, our system provides a dashboard displaying trends of various patient parameters, enabling a quick understanding of statistics. Additionally, it includes an integrated event management tool, eliminating the need for separate applications like Google Calendar.
The application proactively reminds users of pending tasks through alerts. It also automates data entry based on entered values, populating multiple sections accordingly. This eliminates the need for manual calendar management and ensures seamless data integration throughout the patient record. Our product surpasses standard EHR capabilities by enhancing data analysis and offering streamlined workflow efficiency.
This feature allows users to search for any patient record in this system using the MRN, first name, or last name. It provides convenient access to previously opened records, making it easier to retrieve recent patient information quickly and efficiently.
The Dashboard feature provides a comprehensive overview of patient-related information. It displays patient alerts, procedures performed, clinical metrics, activity history, and coordination details. Users can easily track the number of days since specific procedures, monitor changes in valve values, and view the number of records being followed up by coordinators and primary physicians. The referral grid shows the distribution of patients among different physicians, facilitating efficient management and coordination.
The Patient Alerts section displays events and assessments associated with patient records. It shows surveillance alerts and filters can be applied based on primary coordinators, procedures performed, and specific records. Alerts are listed according to the selected filters, providing an organized view of patient-related notifications. There are 3 tabs where depending on the current situation, the data is displayed. They are:
- Treatment arm (pre-procedure)
- Treatment arm (post-procedure)
- Surveillance arm
The calendar feature in this patient management software displays events, reminders, and to-do lists related to patient records. Events can be created within the calendar or linked to specific patient records. Users can search for appointments and mark coordinators as “Out of Office” to notify others of their availability. The calendar provides various views, such as day view and week view, similar to Google Calendar, allowing users to easily manage and filter their schedule. This feature in patient management software also includes patient alerts for timely notifications.
Once the coordinator clicks on the new record, there are many tabs that need to be populated. Let’s discuss each of them.
The Overview tab provides a comprehensive view of the patient’s record and the history of updates and events. It displays the details of how the record was created, including information about the support staff involved. Any changes made to the patient’s history or other aspects of the record will be recorded and presented in this section, allowing for easy tracking and reference of the patient’s journey.
The Checklist feature streamlines event creation by providing predefined items based on referral regions and established workflows. Coordinators can select the relevant checklist items for a specific patient, eliminating the need for manual data entry. This feature in our patient management software ensures that all necessary tests, arrangements, and tasks are promptly addressed, saving time and minimizing errors.
Updates made in the Evaluation tab, Calendar page, or Checklist itself are instantly reflected throughout the application, offering a centralized and comprehensive view of the patient’s progress. Additionally, users have the flexibility to customize checklists, create unique items, mark completion status, export checklists to PDF or CSV formats, and filter search results based on checklist criteria.
It provides users with a set of predefined checklists that can be easily added, edited, or customized. If a unique checklist is required, users can create it by adding workflow items and assigning them unique details. Users can mark checklist items as completed and rename checklist names as needed. Additionally, checklists can be exported to PDF or CSV files.
Users also have the option to mark items as non-applicable and utilize filtering options for easier searching within specific checklists. This feature enhances organization and efficiency in managing tasks and ensuring completion.
In this tab, users can view the details of the procedure performed for a specific patient. It displays the name of the procedure, the date it was performed, and the location where it took place. This information is view-only, providing a summary of the procedure. To access and update the procedure plan, users can click on “View Procedure Plan,” which redirects them to the Treatment Decision tab.
Additional notes, metrics such as initial contact date, event dates for specific tests (e.g., CTA, ultrasound), the latest evaluation completion date, the latest treatment date, and uploaded documents related to the procedure can also be found in this tab.
The Metrics feature provides a comprehensive overview of important dates and events related to the patient’s treatment journey. Users can access this view-only data, which serves as a summary of key milestones, in the Metrics section. It includes information such as the initial contact date, event dates for specific tests like echocardiograms (eco events), ultrasound events, CTA events, the initial visit date, the date of the last evaluation completed, the latest treatment date, and any uploaded documents relevant to the patient’s progress.
For detailed data entry and management, users can navigate to the Treatment Decision tab by clicking on “View Procedure Plan.” The Metrics section offers a snapshot of the patient’s overall progress and complements the more extensive data available in the Dashboard.
Add New Referral
The “Add New Referral” feature allows users to create additional referrals for the same patient in the future. This feature is useful in cases where the patient’s condition requires ongoing monitoring or specialized care. The referral can be categorized based on priority, such as high priority, and it will be displayed accordingly. Users can also update the patient’s medical record number (MRN) and modify existing referral information. Additionally, the patient record can be transitioned to surveillance mode if necessary. The feature in our patient management software includes options to exclude the data from post-analytics if it is considered an outlier that may skew the overall metrics.
Post Follow-up Disposition
The Post Follow-up Disposition feature allows for the management of records after the completion of follow-up assessments. These records are categorized in the Post Follow-up section, which can be viewed in both group and list formats. Users have the option to export these records as PDF or Excel files and apply filters to view specific patient reports based on criteria such as support staff or team meeting dates. Additionally, this section includes information related to clinical trials and treatment details, providing a comprehensive overview of the patient’s post-assessment status.
The demographics tab, found within the view section of the application, is where patient details are stored. When creating a patient record, all relevant information is entered, including the patient’s name, MRI data, and referral reason. These details are automatically populated in the demographics tab. Any necessary modifications to these fields can be made from this tab, providing a convenient and centralized location for managing patient demographic information.
The history tab in our patient management software serves as a repository for a patient’s medical history. Healthcare professionals can enter and review all relevant details about the patient’s existing conditions and past medical events. It allows for easy access to previous records, enabling a comprehensive understanding of the patient’s medical journey. Even if the patient returns to the clinic after a long period, their previous history can be retained by creating a new record or using the Referral Jason button. The historical data, along with additional information from other tabs, is consolidated to provide a holistic view of the patient’s medical history, including past procedures and treatments.
The history tab not only captures the patient’s medical conditions and past events but also includes the transfer of diagnostic test results and other relevant data that aids coordinators and physicians in their decision-making process. When a patient returns, this information seamlessly transfers to the history tab, ensuring continuity of care. However, with the integration of Electronic Health Records (EHRs), this manual transfer becomes unnecessary. The EHR system automatically retains comprehensive history data, eliminating the need for separate data entry. By simply pulling the data from the EHR, healthcare professionals can access a complete medical history of the patient.
Clinical Visits and Diagnostics
The Evaluation tab in our patient management software encompasses clinical visits and diagnostic tests conducted for patients. Coordinators are responsible for performing necessary diagnostic tests while patients attend clinic visits. The tab includes various visit types that correspond to the procedures and evaluations performed by the coordinators. Events are created for each visit, and an account number is assigned to differentiate between internal and external clinic-related activities. Once the data is entered, meeting schedules can be set, with the option to provide a due date if the exact scheduling date is unknown. Coordinators and physicians are promptly notified about the scheduled evaluations.
The key distinction between “Needs Scheduling” and “Scheduled” within the Evaluation tab is based on the timing of creating visits or tests. At the point of creation, the exact scheduling for a visit or test may not be known due to external factors. Coordinators may need to communicate with the laboratory or confirm the patient’s availability for procedures like CT or echo scanning. “Needs Scheduling” indicates that further arrangements are required before finalizing the appointment, while “Scheduled” indicates that the visit or test has been scheduled after considering these factors.
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Additionally, the scheduled items within the Evaluation tab are reflected in the patient alerts and calendars. Once an evaluation or test is scheduled, it will appear in the patient’s alerts section, ensuring that both the patient and healthcare providers are notified of the upcoming appointment. Furthermore, the scheduled item will be reflected in the calendar, allowing for easy tracking and management of the patient’s appointments and ensuring that the necessary preparations and resources are available for the scheduled evaluation or test.
Once an event or evaluation is completed, it can be marked as complete in the system. The scheduled date can be kept the same or modified to reflect the actual completion date. Additionally, any relevant documents pertaining to the patient or the event can be uploaded.
The Team Meeting feature in the evaluation tab provides a structured approach to discussing and analyzing patient cases inspired by the practices at renowned clinics. Scheduled team meetings in our electronic healthcare records software typically cover a group of five to six patients per week, where coordinators and physicians convene to review patient symptoms, past history, and test results. Based on the collective insights, decisions are made regarding treatment options, such as proceeding with surgery in the upcoming weeks or requesting additional data to aid decision-making.
In cases where further evaluation is required, additional tests may be recommended, or the patient may be advised to wait due to limited surgery slots. The team meeting concludes with a final decision, which may involve scheduling another meeting, suggesting additional studies or procedures, or opting for alternative options, such as patient declination of evaluation or noting improvement in the patient’s condition. The meeting notes are recorded for future reference, documenting the discussion and the decisions made during the session.
During evaluations, if the patient’s condition relates to a common disease, it is categorized as commercial treatment in our patient management software. However, if the condition necessitates research, it is referred to as a clinical trial treatment. The addition of a clinical trial denotes that the disease requires further investigation and specialized clinical trials for effective treatment. The Team Meeting feature allows for comprehensive collaboration, informed decision-making, and proper documentation of patient discussions and treatment plans.
The Treatment Decisions tab serves as a platform for making and scheduling actual treatments based on patient evaluations. If a patient requires valve replacement, repair, or similar procedures, these events can be created and scheduled from this tab. The tab provides options for the “Needs Scheduling,” “Scheduling Completed,” and “Actual Treatment” stages. Under this tab, various surgeries can be performed to address the patient’s condition.
Additionally, there is a separate section called the Holding Group, which differs from Treatment Decisions. The Holding Group in our electronic healthcare records software is used in specific cases where patients are asked to wait for various reasons, albeit this feature is less commonly utilized. Patients may be placed in the Holding Group for a temporary period, typically a week until a procedure or surgery is scheduled. Once a procedure or surgery is created for the patient, they are automatically removed from the Holding Group.
The Treatment Decisions tab streamlines the process of making treatment decisions, scheduling procedures, and managing patient wait times, contributing to efficient and organized patient care.
The Post Procedure tab in our patient management software is dedicated to the assessment phase following the completion of treatment. It involves evaluating the patient’s progress after surgical procedures, such as valve replacement.
Assessments are scheduled to monitor the patient’s condition, typically conducted at specific intervals such as 30 days, one year, or even up to four years, depending on the type of surgery and valve replacement performed.
Similar to evaluations, post-procedure assessments may involve tests or clinic visits tailored to the specific procedure performed. Following these assessments is crucial as it allows healthcare professionals to track the patient’s progress and ensure their well-being. Compliance with post-procedure assessments is mandatory for clinics, as they are responsible for following up with patients until the allocated evaluation period concludes.
However, beyond the specified evaluation period, the decision to continue assessments or evaluations becomes the patient’s prerogative. They can choose whether to receive notifications and undergo periodic evaluations, typically every six months or one year, to monitor their ongoing health status.
Other Visit & tests:
In this tab, after completing treatment, visits or consultations can be created to monitor and follow up with the patient. This tab enables the scheduling and completion of these post-treatment engagements, ensuring comprehensive care and ongoing support.
The Global Outcomes tab in the valve patient management software is designed to capture and record any significant events or outcomes that occur during the patient’s clinic admission.
It serves as a comprehensive record of various occurrences such as strokes, COVID infections, or any other notable incidents that transpire during the patient’s journey. This tab ensures that all relevant information is accurately recorded and regularly updated to maintain a comprehensive overview of the patient’s overall outcomes.
The Procedural Outcomes tab focuses on recording specific outcomes during and after a procedure. In case any complications or unexpected events occur during the procedure, they can be documented here, along with additional details. This tab provides a dedicated space to record procedural information, ensuring that comprehensive data is captured regarding the outcomes of each procedure. It works in conjunction with the Global Outcomes tab to provide a holistic view of the patient’s overall treatment and progress.
The Reminders tab provides a helpful feature for setting notifications in advance. Users can specify the desired reminder timeframe, such as two weeks before a particular event, and the system will automatically generate a corresponding entry in the calendar. Unlike Google Calendar, where notifications typically occur just before an event, this functionality allows for proactive reminders to be set up in advance. Users can create various events, including clinical visits and tests, schedule them, mark them as completed, and even upload relevant documents within this tab.
The Documents tab allows users to upload and view various documents related to evaluations, clinical visits, and diagnostic tests. Evaluations include team meetings involving care team physicians. Users can schedule these meetings, take notes on patient needs, and record necessary treatment actions. The tab serves as a central repository for relevant documents, ensuring easy access and organization of important information pertaining to patient evaluations and care.
The Halo tab captures events marked with the “Halo” checkbox in the Evaluation tab, indicating whether they occurred internally within the clinic or externally outside the premises. It serves as a centralized display for all Halo events, providing a comprehensive overview. Additionally, new additions can be directly incorporated into this tab, ensuring seamless organization and management of events.
After completing treatment, patients can be transitioned to the surveillance phase, where their progress is monitored. The records created or moved to the surveillance arm are displayed in the surveillance arm list, allowing for easy tracking and management of patient follow-up and ongoing care. In the previous version, the Surveillance Arm was consolidated with other components, making it challenging to access specific data. However, this updated version significantly improved the system by creating a dedicated section for the Surveillance Arm. This change has had a significant impact, facilitating easier access and management of surveillance-related information, and enhancing overall usability and effectiveness.
The Overview tab offers a holistic view of the patient’s records and activities within the system. It displays the history of events, support staff additions, and other relevant information. This feature allows users to quickly access a summarized overview of the patient’s journey and track their progress over time.
The Patient Details section provides comprehensive information about the patient, including their personal details, medical history, and demographics. This section serves as a central repository for all relevant patient information, facilitating efficient and informed decision-making during their treatment and care. It is similar to the functioning of the treatment arm. The only difference is the details are shown for mon motoring purposes.
This feature encompasses various interactions with the patient, including clinic visits, telephonic conversations, telehealth sessions, and test results. It serves as a comprehensive record of all encounters with the patient, enabling analysis of the patient’s progress over time. Similar to the History page, Encounter allows for the collection of detailed data for informed decision-making regarding the patient’s condition. The Clinic Visit section enables tracking of specific events even if the patient is someplace else. All events created in Encounter are synchronized with the calendar for easy monitoring and organization. The functionality aligns with that of the Treatment Arm, providing a seamless experience across the application.
In this section, various documents related to the patient are stored, including those uploaded by coordinators and documents sent to the patient, such as educational materials or promotional content. These documents can be accessed and managed within this section.
The Reminders tab allows users to set reminders for specific events or tasks related to patient care. Reminders can be customized to trigger notifications at desired intervals, ensuring important actions are not overlooked. Reminders help streamline workflow and ensure timely follow-up and completion of tasks.
This feature serves as a list of physicians that are utilized in various parts of the application. It includes both external physicians and those associated with our clinic. While the main users of the application are coordinators, this data is essential for tasks such as sending documents to physicians or designating a primary cardiologist. Think of it as a contact list similar to the one we have on our phones or email accounts. It provides convenient access to important physician information when needed throughout the application.
Under Documents tab:
- Patient Documents: This section displays documents uploaded by the coordinator. It includes materials sent to patients, such as educational content explaining their condition, treatment guidelines, and promotional materials about the clinic. These documents serve to inform and engage patients, providing them with valuable information and resources related to their specific healthcare needs.
- Internal Documents: This section focuses on documents generated within the clinic. It encompasses a comprehensive patient data summary, which can be shared among coordinators. Additionally, it includes documents used for communication purposes, such as emails sent to referring physicians or primary care physicians, providing additional patient details, and facilitating efficient information exchange among healthcare providers.
- Education and Awareness
Inside Surveillance Arm
- Aortic Valves Stenosis (Native)