Digitizing Operations for Improved Speed, Quality, and Compliance
LifeCenter and Lifeline of Ohio are Organ Procurement Organizations (OPO) that promote and facilitate the donation of human organs and tissue for transplantation.
To help stretch their lean budgets, LifeCenter and Lifeline of Ohio teamed up to share departments such as IT, finance, and administration. They collaborated in their search for a digital solution to improve speed, quality, and compliance to better serve families of organ donors, organ recipients, and supporting medical personnel.
Industry
Healthcare
Location
United States
Clients Served
2,000,000+
Donation Documentation Process
When it comes to organ and tissue donations, time is of the essence. However, on-site coordinators used manual means, such as paper based forms, emails, and phone calls to start and manage the organ donation process, losing them valuable minutes. Meanwhile, office employees used email and spreadsheets to manage the data collected by coordinators, including important reportable events. This made the formal documentation for quality standards and regulations a challenge and increased the risk of data errors, loss of time, complaints, and compliance issues.
Office employees struggled to make sure case workers received and reviewed important notifications and documents
Training and Certification
Organ procurement organizations must meet several training and certification compliance standards within a constantly shifting regulatory environment. The OPO’s office employees struggled to make sure case workers received and reviewed important notifications and documents, as well as completed training and certification. There was no simple verification process; one organization resorted to posting paper sheets on an office door for case workers to sign when they read documents or completed trainings. This problem was compounded when office employees needed to provide documentation during internal and external audits. Before TrackVia, this information was found in paper files which had been aggregated and recorded in Lotus Notes. All together, the process was extremely time consuming and took time away from other important work.
Before TrackVia, this information was found in paper files which had been aggregated and recorded in Lotus Notes
Increased Speed, Quality, and Compliance
As part of their joint collaboration, LifeCenter and Lifeline of Ohio sought a solution that could accomplish two main objectives: (1) increase the speed and quality of the donation process, and (2) improve reporting for regulatory compliance, particularly related to communication, donation documentation, training, and certification.
Meeting both of their requirements, the two organizations chose TrackVia over other providers for its ability to be customized, flexibility to support all employees, affordability, and clean look.
Overall, the LifeCenter and Lifeline of Ohio report up to an 80% time savings for data collection, program management, and reporting. Using their TrackVia mobile app, coordinators now capture data in realtime, and that information is fed into a central database. Additionally, coordinators now sign-off on reports or other important documents from their mobile devices. Alerts are sent to the office in real-time when donations are completed or certifications are done. The two OPOs agree that the accuracy of data has greatly improved.
Overall, the organizations improved their audit preparedness and compliance related to the donation process, training, and certification. The ability to have centralized, easily accessible data for planned and unplanned audits was a critical time saving component. Additionally, the ability to show changes to records via audit trails in the system was equally important.
By increasing the speed and accuracy of data, as well as driving greater efficiency across the organ procurement and training certification processes, both LifeCenter and Lifeline of Ohio have improved their overall quality and compliance.
Lifecenter and Lifeline of Ohio report up to an 80% time savings for data collection, program management, and reporting
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