The Electronic Employee Boston Workstation Implementation at Massachusetts General Hospital
Boston Workstation • Task Automation and integration • Allows healthcare organizations to automate manual tasks • Manage workflow • Improve productivity • Error check in real time • Update multiple tables at once • Use existing vendor client to build new functionality
Boston WorkStation can…. • Read from… • Write to… • Or react to … • What occurs on an application’s client • Load data from lists into a database using the application client • Handle exceptions • Easily connect new applications or functionality to an existing application
Boston Workstation – The difference • Traditional scripting tools are generally limited to linear processes • BWS automates tasks requiring branching logic or that may have exceptions and/or unexpected errors. • Rules based scripting, that include: • Connect • Login • Open file/application, etc.
Boston Workstation – The difference • Creates a graphical tree style view of the process allowing for easy display of possible exceptions • ION – The Electric Manager • Watches what the end user types and corrects, warns, etc if not correct. • Can also stop an action, kick of a script, send an e-mail, alert, etc.
Boston Workstation – The difference • Executive Dashboard • Provides a visible way to manage, change or analyze any of the scripts running • Service Orientated Architecture • Allows organizations to integrate systems, data, applications, scripts and process. • Simplified Data Processing • Built in graphical parser that supports ASTM, HL7, x.12, XML, Excel, Word, Access, fixed length, delimited files, etc.
Boston Workstation – The difference • Scripting the Internet • Allows automation of web browsers by recording the actions of users as they call up web pages and read, update the information on those pages. • Can also auto-fill and manage data input to web pages from existing data sources.
Boston Workstation – The difference • Easy Script Scheduling • Can set scripts to run unattended at a set time, in real time, on a batch basis or when a condition has occurred • Can be set to run once, once an hour, day, week, etc and at a frequency from minutes to days.
Boston Workstation – The difference • Logging and Reporting • Built in logging can be used for testing and maintenance. • Script can track the steps of the script and every action performed. • A report can be generated in Excel, Access, CSV or any convenient report format.
Boston Workstation – The difference • Message Management • BWS provides message pathways including SMTP, FTP, TCP/IP, SOAP, SNMP and Citrix shared clip board. • BWS can interact with message queuing systems such as MSMQ • BWS provides internal queuing to allow the creation of bi-directional scripts to interact with interface engines or by listening/sending to a port
Boston Workstation – The difference • Universal Connectivity • PC based software • BWS can run on any screen on a Windows PC – such as Terminal Emulators, Windows apps, or Website • Can even run on a purely graphical screen like a Citrix session • Built in connections to specific HIS displays like CPSI, IDX Term, McKesson HBOWem, Meditech, etc.
Licenses and Support • BWS Developer, Runtime or Site licenses are downloaded directly from the website • Web site includes: • Support contact information • Technical notes • Script Library • Virtual User Group • Training is excellent and on going • Customer service is fantastic
Boston Software Systems • A pioneer in script-based interfacing • In the 1990’s marketed to the healthcare industry by MicroScript • 2002 created a more full-featured, highly developed version now called Boston WorkStation (BWS)
Boston Software Systems • Customer base includes: • Mayo, Tenet, HCA hospitals • Univ. of Pittsburgh, Harvard Medical School, UMass Medical Center • Partners Healthcare Systems/ MGH • McKesson, Siemens, Misys, Emdeon, Perot Systems and more.
MGH Use Case – Skipping Site Defined Prompts • The problem • Users skip over a Sunquest billing prompt that only appears for certain conditions such as special billing for research or for an outside hospital.
The Solution • Boston WorkStation – The Electronic Manager • Monitor the Screen input based on the condition that is present. • Disable save function until correct condition is satisfied.
MGH Use Case – Test Order rules • Certain combination of tests should not be ordered together • How do you teach and enforce these exception rules with high turn over of staff ?
The Solution • Electronic Manager • Provide pop box that will not go away until problem is resolved • Or BWS Script solution to remove test from client screen
MGH Use Case – BTS Inventory Transfer • The problem • New Blood Bank system can transfer data/history but not current inventory of specialized blood products. • This has taken weeks to do at other sites • The solution • Create a file/report from current system and “ teach” BWS to key the data into the new BTS System. • It does not make mistakes and does not go on vacation
MGH Use Case – Delete Cassettes • MGH created an automated system for creating a fixed average number of bar-coded cassettes based on specimen/case type. • Often the Grossing Techs end up with more cassettes than they need. • If they simply toss them away then the system believes they still exist and someone is expecting them in Histology, etc. • The process to delete a cassette is cumbersome and the Gross tech needs to un-glove, find a PC, etc, etc.
The Solution • The BWS Electronic Employee • We created a light VB application to allow the cassettes to be scanned into a file. • BWS checks the file on a regular interval, it logs into the APLIS, deletes the cassetttes, and then marks the cassettes as deleted for an audit trail. It then logs out of the application.
The Demo • The following is a scripted demo using a training tool called Captivate to capture and record the actual screens as Boston WorkStation does it’s job.
Questions? • Lyman Garniss • LGarniss@partners.org • Site: MGH • Matt Hawkins – Boston Software Systems • Matt.Hawkins@bossoft.com