Transcribed reports are now processed within 1-2 days compared to 7-24 days prior to the project along with $7.9 million of annual savings.

Lower Mainland Health Information Management (LMHIM) Transcription Services & Health Information Exchange has successfully implemented the M*Modal dictation/transcription system across the four health organizations (VCH, FHA, PHC, PHSA) consisting of 228 different sites. As a result of the project, transcribed reports are now processed within 1-2 days compared to 7-24 days prior to the project. In addition, $7.9 million of annual savings are being generated from outsourcing both transcription labour and technology to M*Modal Canada, enabling these savings to be redirected to patient care.

We have over 8000 clinicians across the four health organizations dictating approximately 1.9 million reports (e.g. discharge summaries, consult notes, progress notes, operative reports, outpatient clinic notes, treatment notes, etc) per year.

Electronic reports distribution

Concurrent to a new dictation system being implemented, transcribed report distribution was outsourced to Excelleris Technologies Inc. enabling quicker and more secure electronic distribution to carbon copy recipients. Over 65% of reports are now delivered electronically directly to physician EMRs (electronic medical records), reducing paper and allowing for quicker report delivery and better continuity of patient care.

Care Connect

Transcribed reports from VCH, PHC and PHSA are now available in Care Connect, the provincial eHealth viewer and at FHA via the Unifying Clinical Information system, facilitating continuity of patient care.

my ehealth

Patient online access to their transcribed reports via Excelleris my eHealth was piloted at PHSA sites – C&W (including Sunny Hill) and BCCA. A survey of pilot users found that:
– 100% believe online access to their reports was important
– 93% found the information was useful
– 77% found the reports had assisted in their care
– 53% shared their reports with other healthcare providers

Further work is needed to optimize the service at the pilot sites. HIM is pursuing expansion of this empowering patient tool In partnership with the other health organizations so patients across the lower mainland will have equal access to their transcribed reports.

Electronic signature

Electronic signature was enabled for all Lower Mainland sites. While optional currently, electronic signing at PHC and VCH will become mandatory with the implementation of CST. A key benefit for opted-in clinicians is the ability to review and edit their own reports prior to distribution, resulting in a quicker turn around time.

Front End Speech Recognition (FESR) pilot

Clinicians using FESR have the ability to create, review and edit their reports in real time reducing their dictation to report turn around time to zero. With the personal customizations available to the clinician, including creation of templates, abbreviations, etc., this technology can greatly enhance a clinician’s choice of documentation methods. FESR software is available to clinicians who meet a minimum dictation volume and dictation quality score. Transcription Services is deploying 200 licenses across the four health organizations with the intent of completing a business case for the continued use and expansion of FESR.

Please contact Transcription Services at transcriptionalerts2@vch.ca or (604) 806-9696 for more information.

Dictation standardization

There is now a standardized process for all clinicians who dictate across the Lower Mainland, including a common dictation telephone number and common report work types. Only one dictation ID is needed when dictating across multiple sites and health organizations. These improvements are particularly beneficial to the many clinicians who dictate across multiple sites.

The Transcription Services Project (TSP) was a highly complex project with many challenges due to various factors: transitioning multiple internal systems and vendors to one external system, a new service model, significantly varied environments across all four health organizations, and increasing dictation volume across all sites. Of the many factors contributing to the project’s success, most significant were the committed project team members and the ongoing support and leadership from the TSP Steering Committee.

The TSP is a great success story of how improvements and efficiencies in the health care system can be made, resulting in a positive impact for patient care, using a collaborative and unique approach with a large number of key stakeholder groups and departments across multiple health organizations.