Published: January 07, 2021

Author: Kimberly Kass

We have all seen how healthcare facilities are nearing or reaching maximum capacity. There is no denying that COVID-19 has dramatically impacted the healthcare industry—especially those serving on the frontlines. Now more than ever, our healthcare providers want, and need, to be as efficient with their time as possible. 

Most only see the caregiver’s activity related to patient interactions, but there is a lot of administrative work that happens. The recording and handling of patient information can take 50% or more of a caregiver’s time but is an essential part of healthcare to ensure patients receive the most accurate and best care possible. Magnify this with the significant increase in patients visiting healthcare facilities in 2020 due to the COVID-19, and you start to understand the stress caregivers are going through. 

Now add new rules and regulations on how the patient information is handled and shared. These rules and regulations change too frequently for anyone to get comfortable in their day-to-day activities. Healthcare facilities don’t have the luxury of having thousands of nurses on standby to jump in and alleviate the administrative burden of recording information on every patient during the pandemic. 

Thankfully, the COVID-19 vaccine is just starting to roll out, and it gives hope that we can get through this pandemic soon. However, it is also creating an additional burden on caregivers. As healthcare workers administer vaccines, every state in the US  requires information of those that are vaccinated. They are also required to update their local system-of-record—doubling the administrative effort for caregivers already at capacity. Healthcare organizations with care sites in multiple states have to follow each state’s rules as their registry systems are not the same. 

We have been fortunate to help our healthcare partners alleviate some of the stress by utilizing intelligent automation. 

Automation Assisted Vaccine Registry Process

Before the assisted vaccine registry automation was put in place, the caregiver had to administer the vaccine, record all the data within their local system-of-record, open the state registry portal, and re-enter all of the necessary information the state requires.

With automation, once the vaccine has been administered and the information updated in the occupational health system (OHS), it automatically pulls the OHS vaccination report. It then inputs the vaccine data into the required state fields to accurately complete the local and state registration within the 24-hour timeline. (View the image below, the highlighted areas are where the automation takes over.)

Covid-19 Administrative Automation Timeline

The most significant benefits that automation provides are meeting regulatory requirements and administering more vaccines per day. As we work to get the majority of the population vaccinated in 2021, looking for ways to streamline processes for frontline healthcare workers is essential.  The new vaccination automation substantially impacts relieving caregivers’ administrative demand everywhere, giving them back time to deliver excellent patient care to those that need it the most.