As care demands continue to grow across the Department of Veterans Affairs (VA), many specialty clinics face persistent workflow challenges. Paper-based tracking systems, fragmented communication, and manual data entry often slow down operations and impact timely care delivery.
Order Tracking Manager (OTM) solutions from DSS help VA improve workflow efficiency, reduce administrative burden, and enhance Veteran care across oncology, radiology, lab, and dermatology departments. DSS' set of OTM applications of web-based, VistA-integrated OTM solutions is helping VA teams overcome these challenges with real-time oversight and streamlined task management.
OTM supports VA’s High Reliability Organization (HRO) journey by providing multidisciplinary teams with the opportunity to collaborate, placing patients at the center of care through operational efficiency and maximized care quality. Our OTM solutions are currently live in 10 VAMCs within VISN 1, 8, and 22.
For example, OTM Oncology is designed to address operational inefficiencies across VA infusion clinics. With customizable clinic worklists and real-time patient and clinic data, the solution provides clear oversight of workflows, helps reduce treatment delays, and improves team coordination. Staff can easily view lab and medication order status, track patient location in the clinic, and document key updates throughout the treatment process.
The application filters medication orders to display only those relevant to oncology therapy, helping pharmacy staff focus on the day’s treatment needs. This reduces administrative delays and allows clinics to serve more Veterans each day.
In addition, OTM Radiology addresses critical workflow gaps in imaging services by eliminating paper-based protocols and supporting real-time data sharing across care teams. The system offers electronic protocoling, batch processing, and dual screen scheduling capabilities, reducing administrative errors and improving radiologist efficiency.
Radiology staff can track protocols, appointments, and exam outcomes from a centralized dashboard. Color-coded worklists help prioritize results and flag critical information for follow-up. Bidirectional integration with VistA/CPRS ensures that imaging data and reports are easily accessible. These tools enable faster scheduling, reduce overbooking, and help ensure Veterans receive timely imaging studies.
OTM Lab addresses long standing workflow challenges in VA labs by replacing paper-based processes with a centralized, real time tracking system. The application streamlines daily operations by providing phlebotomists with automated patient lists, eliminating the need for printed orders and manual callbacks. A visual and audio notification system improves patient flow, while integrated dashboards simplify scheduling, data entry, and communication.
Staff can track lab orders, appointments, and draws from a single platform. The system also captures key metrics such as wait times and procedure duration to support continuous improvement. With bidirectional integration with VistA/CPRS, OTM Lab enhances oversight, reduces administrative burden, and helps VA teams deliver more timely, efficient, and reliable lab services.
Finally, OTM Dermatology provides comprehensive tracking of dermatology records, enabling providers to monitor a Veteran's dermatological health history across multiple care episodes. The application supports full visibility into action types, specimen tracking, pathology results, and follow-up activities. This is a capability not available in VistA/CPRS alone.
The dermatology worklist and appointment list features streamline how clinicians plan and manage care. Records can be linked to VistA/CPRS orders, ensuring real-time status updates are captured. The system supports preventive skin checks based on individual risk levels and helps avoid missed follow-up actions.
By addressing gaps in dermatology documentation and workflow, the application supports early detection and timely treatment, especially for Veterans at risk of skin cancer.
The order tracking solutions help VA deliver consistent, high-quality care while reducing administrative burden. By supporting real-time tracking, structured workflows, and enhanced communication, these solutions enable providers to focus more time on patient care.
Clinics are better equipped to manage growing demand, avoid delays, and maintain continuity across appointments, diagnoses, and treatment.
With interoperability across VistA/CPRS, the OTM applications offer scalable enhancements without requiring a system overhaul. These tools empower VA to meet today’s specialty care needs while aligning with its journey toward becoming an HRO.
To learn more about how OTM Oncology, Radiology, Lab, and Dermatology can support your facility, click here or contact DSS today.