Whitepaper EHR System


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Managing an individual's medical needs on the outside is hard enough. But in a busy, high-volume corrections environment, managing offender medical issues presents challenges that can strain any staff. To ensure the offender receives the right treatment .

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Whitepaper EHR System

  1. 1. Syscon Justice Systems Fall 2011 WHITEPAPER ELECTRONIC HEALTH RECORDSINTEGRATION WITH CORRECTIONS CASE MANAGEMENT © 2009-2011 Syscon Justice Systems. All Rights Reserved.
  2. 2. EHR / JMS Integration 2IntroductionBest practices in the Corrections industry have developed over decades to incorporate theconcept of a single unified record for each offender; a unique case file that includes thecomplete and detailed history of an offender’s relationship with a corrections agency. It isthrough this consolidated view of an offender that line officers and case workers concerned withall aspects of security – inmate, staff and public – develop a knowledge and understanding of theindividual inmate.That an inmate’s medical and treatment history should be a part of this unified record is evermore important in an age of increasingly complex health records’ legislation, an aging andsickening inmate population, constantly increasing health care costs, and the ongoing threat ofinmate lawsuits.To meet this need, Syscon has developed a sophisticated and corrections-specific ElectronicHealth Records (EHR) system that is fully integrated within our comprehensive Jail Managementsolution. Syscon’s Elite EHR comes with industry-leading ease-of-use features and yet isefficiently designed with advanced methodologies to meet your current and evolving medicalmanagement, reporting and privacy requirements.Single Data Entry and Intake ProcessingThe Elite EHR system has been developed specifically for corrections agencies. As a result, allaspects of the system are based on corrections best practices and are tightly integrated withthe key features and functions inherent within the Elite JMS. As a result, the medical intakeprocess can be tightly integrated with an agency’s standard booking procedure through use ofcustomizable workflow features. This allows medical intake to occur at any point in the overallbooking process or it can be maintained as a totally independent business process.
  3. 3. EHR / JMS Integration 3The efficiently designed integration between correctional and medical information eliminatesredundancy in data capture and provides instantaneous access to information subject to systemsecurity user profiles. Furthermore, a complete history of key inmate health information isavailable to medical personnel at all times.Implementation of a series of pre-defined triggers makes the EHR system a proactive tool fornotifying staff when critical situations arise. This could include automatically sending messagesto medical personnel when an inmate being booked requires immediate attention.In addition, the system can pop-up on-line messages related to medical/security issues (forexample, the inmate is diabetic and requires insulin 4 times per day) that all staff must be awareof, including at time of booking.Schedules and MovementsSyscon’s integrated JMS/EHR package eliminates the possibility of scheduling conflicts byutilizing a unified scheduling module. All scheduled activities (courts dates, internal hearings,program events, education classes, classification meetings, medical referrals and appointments,etc.) are maintained in a single data table. As a result, when staff attempt to schedule an eventthat is in conflict with an already scheduled activity the system will immediately notify the staffmember of the conflict and provide options for handling the situation. These options mayinclude modifying the newly introduced event, allowing the conflict to exist until some futuretime, or notifying the original event author of the conflict and working toward aschedule compromise.
  4. 4. EHR / JMS Integration 4An additional feature resulting from integration with the JMS is the ability to view futurescheduled events and plan the distribution of medical services based on this information. Thiseliminates the time-consuming effort required to find the location of an inmate for, say, requiredmedications, when an inmate is moved without the prior knowledge of medical staff.Alerts and RestrictionsThe TAG OMS includes a detailed Alerts sub-system that prominently displays importantinformation about an offender on every inmate specific screen. Standard corrections’ alerts –(V)iolent offender, (S)uicidal, etc. – are as important to medical staff as they are to line officers. Inaddition, through the EHR system, qualified medical personnel can add medical alerts that willbe of equal interest to security, classification and program personnel. Alert Details LOV
  5. 5. EHR / JMS Integration 5The OMS also handles offender restrictions for commissary purchases within the Commissarymodule. An important inter-relationship exists between the Commissary module and theEHR system; when dietary restrictions are entered into the EHR system these restrictions areautomatically carried over to the Commissary module. For example, an inmate that is identifiedas a diabetic will be unable to purchase items containing sugar from the commissary.Cost RecoveryThe ability to recover some of the costs associated with the provision of medical services toinmates is an important step toward maintaining fiscal viability within a corrections organization.Recognizing this, we have specifically designed the EHR system to integrate fully with the EliteInmate Trust Accounting package of the JMS, thus ensuring that opportunities for billinginmates for services are not lost. Pre-defined obligations can be identified against an inmate’strust account and funds withdrawn automatically based on applicable payment rules.Housing and Internal Location TrackingAccurate, real-time tracking of an inmate’s current internal location (for example, gym, lawlibrary) and bed location is valuable when attempting to locate an inmate for the purpose ofadministering medical treatment. Furthermore, the ability to readily obtain inmate ‘cluster’views at the unit and facility levels allows medical personnel to disseminate services in a morecoordinated fashion. Only full integration with the JMS can make this available.Compliance and Inmate LawsuitsThe ability to link data on medical treatment within the framework of a consolidated offenderrecord allows an agency to advance a stronger defense against inmate lawsuits claimingnegligence or failure to comply with legislative rules and regulations or court-mandated duties.
  6. 6. EHR / JMS Integration 6 Through-Care If an offender is transferred from one facility in an agency to another, the entire offender record – including all medical details and history – is transferred automatically. This minimizes the need to move hard copy files (and the corresponding creation of duplicate file entries) and eliminates the possibility that errors are made during the transfer of critical medical data. Furthermore, integration of the OMS with EHR enables medical staff to receive automatic, real-time messages related to the future transfer or release of an inmate. This allows staff to efficiently remove an inmate from medication rounds, clinic appointments and other scheduled events, thus saving time and expense. Equally important, OMS/EHR integration ensures proper through-care of service via the coordination of medical treatment with external service providers such as community care facilities and other corrections’ medical providers. Third Party Data Finally, the issue of the control of inmate medical data is of the utmost importance. If a corrections organization’s medical supplier maintains the inmates’ health records on a system that they provide, there may well be difficulties – and certainly delays – in recovering offender information should the medical contract expire or be terminated. Maintaining this inmate medical data as an integral part of the agency’s own OMS guarantees the agency will always have access to vital inmate medical data. Conclusion In summary, we believe a clear and strong argument has been made for integrating your Electronic Health Records system within an overall Jail Management System. In the corrections environment, health and security are inter-dependent. By implementing the necessary security matrix – such as that offered with the Elite JMS solution – it is now possible to give your organization the best of all worlds: a sophisticated inmate health records system sharing information with a comprehensive JMS when it makes logical and legal sense while, at the same time, ensuring that data privacy concerns are appropriately addressed. Syscon Justice Systems Elite Electronic Health Records Systems is this solution. is this solution. ~ www.syscon.net ~ 6500 River Road 83 Victoria Street www.syscon.net 2nd Floor, Richmond, BC London SW1H 0HW Fax: 604 606 7654 V6X 1X5 Canada Tel: +44 (0) 203 178 3148 Toll Free: 1 888 797 2662 Tel: 604 606 7650© 2009-2011 Syscon Justice Systems. All Rights Reserved.