Q&A: Streamlining Clinical and Administrative Workflows for VA Dermatology
With the Department of Veterans Affairs (VA) focused on key digital transformation efforts, the ability to streamline clinical and administrative workflows for dermatology has become even more critical.
Dynamically changing workflows can cause interruptions in team communications that result in delays in patient care and even human error, but now the VA can thankfully leverage DSS’ Order Tracking Manager (OTM) Dermatology. It is a web-based, VistA-Integrated solution that leverages real-time data for providing clear oversight and task management for staff and administrators. OTM Dermatology helps providers and staff overcome the complexity of tracking records and tests for each patient, and processes those from beginning to end.
In the following Q&A, Karin Benabe-Muller, product line manager at DSS, discusses how OTM Oncology provides better visibility into all aspects of Veteran care related to dermatology, as well as how the solution reduces administrative burdens and enhances care access.
The following has been edited for length and clarity.
Q: Before we dive in, can you tell us about the pain points and challenges that the VA faces when it comes to achieving streamlined clinical and administrative workflows for dermatology?
Karin: One of the biggest challenges the VA faces is effectively tracking patients and their specimens throughout their dermatology care journey. Specimens are often inaccurately documented or worse, lost, which can delay patient care and result in repeated labs or procedures. This not only impacts patient experience but also increases health care costs and inefficiencies.
In addition, currently, the VA relies on FileMaker—a system like Excel—for tracking. While it functions as a database, it involves managing thousands upon thousands of lines of data, which can be easily misread and is incredibly difficult to track accurately. This approach is both time-consuming and prone to errors, creating significant challenges for efficient patient care.
Q: Please tell us about DSS’ Order Tracking Manager (OTM) Dermatology and how it can help address these challenges.
Karin: OTM Dermatology efficiently tracks information related to dermatology specimens collected by staff. It provides an organized and concise dashboard that includes real-time patient data, pathology results, and all relevant medical information, streamlining workflows and ensuring accurate record-keeping.
Q: Please share some more insights around the OTM Dermatology features.
Karin: OTM Dermatology offers several features that significantly enhance clinician workflows. One standout feature is the dermatology worklist, which provides a comprehensive overview of patient records within a selected date range. It allows the team to track patients and their specimens by action type, as well as view and add diagnoses, pathology results, and document notes—all on a single page.
Another key feature is the appointment list, which enables clinicians to manage appointments by location and date, streamlining workflows and simplifying assignment planning. Additionally, users can create records and link orders from VistA CPRS to each record, ensuring the status of linked orders are displayed alongside their corresponding record details.
Q: From a high-level perspective, how does OTM Dermatology improve overall outcomes for clinic staff, dermatologists, administrators, and patients alike?
Karin: OTM Dermatology improves patient tracking efficiency by providing real-time data on both patients’ records and collected specimens, offering clear oversight for staff. The customizable appointment list and worklist allow for quick organization and prioritization of workflow tasks. Centralized, real-time views of patient and pathology sample data streamline communication and workflows across the entire team, helping to prevent delays in patient care. Additionally, OTM Dermatology addresses challenges in patient and specimen tracking. Metric reports enable the care team to evaluate patient care over a selected period, helping to identify potential gaps or roadblocks in the care process.
Q: Finally, how does OTM Dermatology enhance care access at the VA, as well as support its journey to becoming a High Reliability Organization (HRO)?
Karin: OTM Dermatology supports the VA's goal of becoming a high reliability organization by enabling multidisciplinary teams to easily access real-time, clear, and concise patient data. The application places patients at the center of care, prioritizing efficiency and maximizing the quality of care.
It focuses on tracking both patients and their specimens throughout the care journey, providing high visibility to centrally located patient data. This enhances team communication, offers quick access to detailed patient information, and ultimately improves the patient experience and supports better health outcomes.
We would like to thank Karin for sharing her insights with us! To learn more about OTM Dermatology please click here.