Automating the ePPF Process
Managing over 3,800 electronic Patient Pathway Forms (ePPFs) weekly is no small feat, and the trust faces significant challenges in ensuring timely and accurate handling. Current manual processes often result in delays, missed follow-ups, and an overwhelming backlog of up to 600 pending forms. This labour-intensive system burdens receptionists and Pathway Coordinators (PCOs), impacting their ability to prioritise patient care and creating inefficiencies that ripple throughout the hospital.
Revolutionising the Process with Automation
The ePPF Automation Project introduces Robotic Process Automation (RPA) to address inefficiencies and reduce risks associated with delayed processing. The project unfolds in two key phases to ensure a smooth and effective rollout:
- Phase 1: Automate straightforward processes such as “Did Not Attend” (DNA) discharges, Patient-Initiated Follow-Up (PIFU) discharges, and the “decide to treat” process. Exceptions like clinician-ordered follow-ups or case transfers are identified for manual intervention.
- Phase 2: Expand automation to manage incomplete forms, resend DNA notifications, and schedule follow-up appointments for the same or other clinics. This phase incorporates advanced exception handling and report filtering for unresolved cases beyond six weeks.
Progress Towards a Seamless Workflow
Efforts are underway to prioritise simple discharges and foundational workflows in Phase 1. Simultaneously, the team is developing detailed rules for exception handling and report filtering to ensure robust and accurate automation in Phase 2.
A Multitude of Benefits for Staff and Patients
The introduction of RPA promises transformative outcomes for both healthcare staff and patients:
- Improved Patient Safety: Automation reduces delays, ensuring timely follow-ups and mitigating risks to patient health.
- Enhanced Accuracy: By eliminating human error, the process becomes more reliable and transparent.
- Time Savings: Staff can redirect their focus to critical patient care tasks, enhancing overall efficiency.
- Extended Processing Capabilities: ePPFs completed after hours or beyond seven days are processed seamlessly, ensuring no case falls through the cracks.
- Optimised Resources: Pathway Coordinators and receptionists are freed from repetitive tasks, enabling a more proactive approach to patient needs.
The Future of Patient Pathway Management
The ePPF Automation Project represents a major leap forward in patient care and operational efficiency. By leveraging cutting-edge automation technology, the trust is poised to deliver a smoother, more accurate, and patient-centred pathway management system. With Phase 1 laying a strong foundation, Phase 2 will unlock even greater potential, setting a benchmark for excellence in healthcare innovation.