Empower Your Practice

Journal for Practice Managers

The Power of Automation in Healthcare Workflow Management

Healthcare workflow management is a complex and evolving process that involves various stakeholders, including healthcare professionals, patients, and administrators. Workflow management ensures patient care is delivered in a safe, efficient, and effective manner. This is done while minimizing waste, reducing costs, and improving patient outcomes.

An effective clinic management system guarantees high quality of service, patient loyalty and, as a result, high profit.

Learn how to simplify your practice workflow and free up more time for patients with Medesk.

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It is a complex task. It is impossible to imagine managing quality of services in isolation from staff control and motivation. It is better to describe each task in detail.

Quality Management with a Workflow Management System

Research shows that 50.4 percent of patients in private clinics are dissatisfied with a long waiting list and an outdated admission card system. All of these are direct components of service quality.

It is the complete or almost complete lack of automation that is the main scourge in this area. Instead of serving patients, medical registrars and administrators manually fill out cards, endless logs, registries, etc. Confusion and mistakes are inevitable. No one has canceled the human factor.

These issues are easily solved by using modern medical software like information systems for workplace automation.

For example, practice management software has a special module for online booking. This fully automates the medical registrar's work in terms of making an appointment, paperwork, etc. Not to mention a built-in CRM system that automates communications between clinics and patients.

But the most significant thing in quality of service is the qualification of specialists and the availability of modern equipment.

Case study shows that in two recently published global studies from 23 countries, two-thirds of patients around the world feel disrespected by their physicians.

The only way out is to select qualified personnel and invest in modern equipment.

Clinical workflow: Managing staff

It is not enough to recruit qualified doctors, paramedics and nurses. It is important to build the right motivation system for employees so that each of them is implemented as effectively as possible as a specialist.

But in this context, the question arises:

How to distinguish effective employees from careless workers?

And it is necessary to distinguish to encourage some and spur others. This is also possible when using PMS.

For example, the Reports module gives a complete picture of each employee:

  • How many patients he served
  • What manipulations he performed
  • How much money he earned, etc.

Having this data in hand, you can safely award some specialists and deprigate others. For example, the system calculates employees' salaries based on their efficiency.


Effective Healthcare Workflow Marketing

Almost no one will argue that the private healthcare industry is a business aimed at maximum profit. In this regard, the most important thing is the complex automation of the task of attracting and retaining patients. There are tools that solve this bottleneck.

The issue includes promotion on the Internet, working with reviews, offline advertising, creating loyalty programs for patient satisfaction etc.

Medesk helps automate scheduling and record-keeping, allowing you to recreate an individual approach to each patient, providing them with maximum attention.

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Modern medical information technologies have online promotion tools:

  • The patient's personal account
  • Appointments through the website, social networks, messengers and online booking services
  • CRM system
  • Working with reviews and approvals
  • Mailing lists by email, messengers and other channels
  • Chatbots

In addition, you need to use offline channels: word of mouth, outdoor advertising, advertising in the media.

Financial Healthcare Management

The head of the healthcare organization should see financial indicators: how much the clinic earned during the reporting period, how many patients came, left, returned, and fell off when recording. These data give a complete picture of the business, highlight weaknesses and give an understanding of workflow management.

The Reports and Analytics module contains summary data on:


With this data, you can distribute the money without any problems: the direct part to the clinic's development, another to marketing and attracting patients, the third to award employees.

EHR for Efficient Workflow

One key aspect of healthcare workflow management in the UK is the use of electronic health records (EHR).

It can significantly improve healthcare workflow by providing quick and easy access to patient information. With EHR, you no longer need to manually search for patient records. This frees up time for more critical activities such as patient care.

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Electronic records also facilitate better communication between healthcare providers by allowing them to share patient information quickly and easily. This reduces the risk of medical errors and ensures doctors have access to the latest patient information. It automates tasks such as appointment scheduling and medication ordering, which can streamline workflows and reduce administrative burdens.

By means of EHR you can get decision support tools that help you to make more informed decisions about patient safety. For example, EHR provides alerts for potential drug interactions, ensures that appropriate preventive care measures are taken, and assists in diagnosis by presenting relevant patient data.

Advantages of using EHR for the healthcare system:

  • No need to move outpatient cards to medical offices
  • Reduce the risk of losing health information about patients

The clinic management and patient accounting program is a medical information system with a core of an electronic medical record and an admission log. Of paramount importance is the correction of defects when launching a digital document management system. Medical CRM systems improve work quality, as they provide a single information base for the electronic offices of doctors of various specializations.

Workflow Automation: Clinical Decision Support Systems and Protocols

The level of information technology implementation in medical personnel's daily work, including support for medical decision-making, is an indicator of the organization's maturity. There are several international communities actively promoting IT in medicine.

The largest of them is HIMSS (Healthcare Information and Management Systems Society), an international non-profit association uniting developers of medical technologies, consumers and experts in medical IT.

Another significant component of healthcare workflow management is clinical decision support systems (CDSSs). These systems use algorithms and data analytics to provide you with evidence-based recommendations for patient care, such as drug dosages or treatment options. CDSSs improve patient outcomes by ensuring access to the most up-to-date and relevant information and communication systems.

CDSS can be handy for communication. They provide access to patient education materials, health records, and personalized treatment plans. This improves patient engagement and leads to better health outcomes.

In addition to these technological solutions, workflow management also involves the development and implementation of standardized protocols and guidelines.

Learn how to simplify your practice workflow and free up more time for patients with Medesk.

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Healthcare workflow management is a complex and multifaceted workflow process that requires collaboration between healthcare professionals, patients, and administrators. By leveraging technological solutions, standardized protocols, and evidence-based practices, you can deliver high-quality care efficiently and effectively.

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