Arrendale Associates, Inc.

Technology Automation Innovation-A Path for Small Hospital Success

Gerber Memorial Hospital, an 83-bed facility in Fremont, MI, has used technology automation to strengthen its place in today’s competitive healthcare marketplace. As the primary provider in rural Newaygo County, Gerber’s management has found that they can improve patient care and reduce labor-intensive, manual activities by implementing software automation. One example of successful innovation is Gerber’s use of the TAŽ system by Arrendale Associates, Inc. AAI’s transcription creation and document management software (TAŽ) was installed in March of 2001 for use in the centralized transcription area which supports HIM, Emergency Room, Radiology and ancillary departments at Gerber.

As Pete Mulford, Gerber’s Director of Information Systems, explains, "We needed to replace our 10 year old, outdated transcription system. We looked at Arrendale because it integrated so well with our IBM AS/400 Hospital system. Another major benefit was it also integrated with our Radiology Information System. Since our go-live in March 2001, we have HIM and Radiology transcriptions viewable on all our nurse stations, automated and streamlined our report distribution processes and have physicians using GUI electronic signature in Radiology and Occupational Medicine." Pete has been very involved in the transcription process at Gerber since his duties have included responsibility for all transcription since 1999.

Automated transcription report distribution has been one of the most beneficial and far reaching aspects of the TAŽ project at Gerber. Roxanne Wilkinson, Transcription Team Leader, explains the viewing, printing and faxing benefits of TAŽ. "First, report distribution has improved immensely. Before we had to take the reports we typed that day and manually distribute them to the department or floor; now we push a button and they are sent directly to their destination with no leg work. Great help!! Our turn around time has been cut tremendously. The reports are distributed to their destination instantaneously, which has made the doctors extremely happy. Before they may have had to wait the entire day before having reports sent to the hospital floors for inpatients. In the past, outpatient delivery of reports may have taken up to two days. Faxing from TAŽ has been a real lifesaver. Within a matter of moments you can pull up a report, type in the fax number and send it. No more mailings or pulling charts, copying reports and then walking through the office to the fax machine. Now only a few keystrokes and it is done!! The ward clerks on the floors can now look up reports themselves instead of having to call Medical Records to do this. TAŽ saves so much time and actual manpower. One person is involved instead of three.’’

Roxanne recaps by saying, "We have cut up to 5-8 hours per week from our man-hours and report turnaround time ranging from 2-3 days before TAŽ, is down to actually minutes now.’’ Brandy Carrier from Gerber’s Records Release and Information area, adds that, "We have found TAŽ’s batch printing saves time, postage and is very convenient as well. The batch printing helps us to communicate in a timely manner with physicians and their offices."

Improved transcriptionist productivity is another result of the TAŽ project at Gerber. For instance, transcriptionists frequently need to retrieve a report for revisions. Brandy details how this procedure is now handled. "We can easily retrieve reports in just a few keystrokes and that was not possible before the Arrendale system." Brandy continues, "Because the documents are stored in the system for a great length of time, it is easy for us to look up a document on-line and fax or print it on demand without physically pulling the paper file." Another favorite feature at Gerber is the T.A.Speed abbreviation expander that works with the MS Word word-processing incorporated into TAŽ. Roxanne explains, "We now have our T.A.Speed File for (automatic insertion of) words, phrases and even whole reports, which is a great improvement. Before we were very, very limited. We also have the capability of keeping track of our line counts, something we could not do before. Very helpful! The TAŽ system reports are very useful and very easy to understand." Roxanne is referring to TAŽ Management and Productivity Reporting using Crystal Reports. Configurable parameters for reporting include dictating physicians, transcriptionists, report types, departments and more. Gerber is now able to easily compare transcriptionists’ productivity against each other and the group, as well as over configurable time frames. According to Pete, Gerber will implement an incentive plan for the transcriptionists in the near future.

On-line viewing and electronic signature are two TAŽ system features that relate to physician efficiency and improved patient care. Roxanne continues, "Some of our doctors are now using TAŽ Doc-Edit which is a great time saver. Physicians can edit their own reports electronically, sign reports and send them on their way. No more returning the reports to transcription for revisions then waiting 2-3 days for the reports to be revised and sent out." Dr. James Rafferty of Gerber’s Occupational Medicine department comments, "Now in a single session I can edit and sign, which makes reports available more quickly. In our practice turnaround times are very important."

Automated software applications benefit many different areas of a hospital. At Gerber, implementation of TAŽ has proven to be more than just a transcription system. Pete Mulford continues the automation projects at Gerber this year in order to further the savings from computerization. Pete concludes, "Gerber plans on implementing an Electronic Medical Record this spring. Because Arrendale integrates so well, our EMR vendor commented that the installation will be very easy. As a small independent hospital, we must choose our products very carefully."


News and Events	Technology Automation Innovation-A Path for Small Hospital Success Gerber Memorial Hospital, an 83-bed facility in Fremont, MI, has used technology automation to strengthen its place in today’s competitive healthcare marketplace. As the primary provider in rural Newaygo County, Gerber’s management has found that they can improve patient care and reduce labor-intensive, manual activities by implementing software automation. One example of successful innovation is Gerber’s use of the TAŽ system by Arrendale Associates, Inc. AAI’s transcription creation and document management software (TAŽ) was installed in March of 2001 for use in the centralized transcription area which supports HIM, Emergency Room, Radiology and ancillary departments at Gerber. As Pete Mulford, Gerber’s Director of Information Systems, explains, "We needed to replace our 10 year old, outdated transcription system. We looked at Arrendale because it integrated so well with our IBM AS/400 Hospital system. Another major benefit was it also integrated with our Radiology Information System. Since our go-live in March 2001, we have HIM and Radiology transcriptions viewable on all our nurse stations, automated and streamlined our report distribution processes and have physicians using GUI electronic signature in Radiology and Occupational Medicine." Pete has been very involved in the transcription process at Gerber since his duties have included responsibility for all transcription since 1999. Automated transcription report distribution has been one of the most beneficial and far reaching aspects of the TAŽ project at Gerber. Roxanne Wilkinson, Transcription Team Leader, explains the viewing, printing and faxing benefits of TAŽ. "First, report distribution has improved immensely. Before we had to take the reports we typed that day and manually distribute them to the department or floor; now we push a button and they are sent directly to their destination with no leg work. Great help!! Our turn around time has been cut tremendously. The reports are distributed to their destination instantaneously, which has made the doctors extremely happy. Before they may have had to wait the entire day before having reports sent to the hospital floors for inpatients. In the past, outpatient delivery of reports may have taken up to two days. Faxing from TAŽ has been a real lifesaver. Within a matter of moments you can pull up a report, type in the fax number and send it. No more mailings or pulling charts, copying reports and then walking through the office to the fax machine. Now only a few keystrokes and it is done!! The ward clerks on the floors can now look up reports themselves instead of having to call Medical Records to do this. TAŽ saves so much time and actual manpower. One person is involved instead of three.’’ Roxanne recaps by saying, "We have cut up to 5-8 hours per week from our man-hours and report turnaround time ranging from 2-3 days before TAŽ, is down to actually minutes now.’’ Brandy Carrier from Gerber’s Records Release and Information area, adds that, "We have found TAŽ’s batch printing saves time, postage and is very convenient as well. The batch printing helps us to communicate in a timely manner with physicians and their offices." Improved transcriptionist productivity is another result of the TAŽ project at Gerber. For instance, transcriptionists frequently need to retrieve a report for revisions. Brandy details how this procedure is now handled. "We can easily retrieve reports in just a few keystrokes and that was not possible before the Arrendale system." Brandy continues, "Because the documents are stored in the system for a great length of time, it is easy for us to look up a document on-line and fax or print it on demand without physically pulling the paper file." Another favorite feature at Gerber is the T.A.Speed abbreviation expander that works with the MS Word word-processing incorporated into TAŽ. Roxanne explains, "We now have our T.A.Speed File for (automatic insertion of) words, phrases and even whole reports, which is a great improvement. Before we were very, very limited. We also have the capability of keeping track of our line counts, something we could not do before. Very helpful! The TAŽ system reports are very useful and very easy to understand." Roxanne is referring to TAŽ Management and Productivity Reporting using Crystal Reports. Configurable parameters for reporting include dictating physicians, transcriptionists, report types, departments and more. Gerber is now able to easily compare transcriptionists’ productivity against each other and the group, as well as over configurable time frames. According to Pete, Gerber will implement an incentive plan for the transcriptionists in the near future. On-line viewing and electronic signature are two TAŽ system features that relate to physician efficiency and improved patient care. Roxanne continues, "Some of our doctors are now using TAŽ Doc-Edit which is a great time saver. Physicians can edit their own reports electronically, sign reports and send them on their way. No more returning the reports to transcription for revisions then waiting 2-3 days for the reports to be revised and sent out." Dr. James Rafferty of Gerber’s Occupational Medicine department comments, "Now in a single session I can edit and sign, which makes reports available more quickly. In our practice turnaround times are very important." Automated software applications benefit many different areas of a hospital. At Gerber, implementation of TAŽ has proven to be more than just a transcription system. Pete Mulford continues the automation projects at Gerber this year in order to further the savings from computerization. Pete concludes, "Gerber plans on implementing an Electronic Medical Record this spring. Because Arrendale integrates so well, our EMR vendor commented that the installation will be very easy. As a small independent hospital, we must choose our products very carefully."