e4health, a leading national healthcare solutions provider, recently partnered with a leading Mid-Atlantic health system to deliver comprehensive clinical data abstraction services in support of their enterprise transition to Epic. This case study examines how e4health’s innovative approach and unique expertise in healthcare data management empowered this customer to achieve successful outcomes during this critical initiative. 

Program Snapshot:

• Over 300 Practices
• Volumes = 400,000 +
• FTEs = 180
• Scanning & Indexing – Third Party Practices

Abstraction Data Elements: PAMI, Histories, Health Maintenance, Oncology Staging

The collaboration between e4health and the customer was initiated to address the complex challenge of transitioning to Epic, their new electronic health record (EHR) system. This transition necessitated the accurate and timely abstraction of patient data from multiple legacy systems to ensure continuity of care and maintain operational efficiency. 

e4health’s Abstraction Methodology

e4health’s approach to clinical data abstraction is rooted in its commitment to data integrity and quality. The comprehensive methodology encompasses:

1. Initial Consultation and Assessment: e4health conducted in-depth analysis of the customer’s existing data structures and quality, identified critical data elements for migration, prioritizing patient safety and continuity of care, and developed a customized abstraction strategy aligned with the customer’s specific needs.
2. Data Mapping and Standardization: e4health created detailed data mapping schemas to ensure accurate translation between legacy systems and Epic, and implemented standardization protocols to harmonize data across diverse sources.
3. Proven Abstraction Process: e4health deployed an experienced team of specialized abstractors with healthcare and IT expertise and implemented a phased approach, focusing on critical departments first.
4. Quality Assurance Measures: e4health conducted multi-level quality checks, including validation and manual reviews, implemented error detection and correction mechanisms, and performed regular audits to ensure compliance with abstraction guidelines.
5. Integration and Testing: e4health collaborated with the customer’s IT team to ensure seamless integration with Epic, including data integrity checks and system performance evaluations. 

The implementation of e4health’s clinical data abstraction services for the customer was a multi-faceted process spanning 18 months:

• Month 1-2: Initial assessment and strategy development
• Month 3-4: Data mapping and standardization protocols established
• Month 5-15: Phased abstraction across facilities, starting with pilot departments
• Month 16-18: Final integration, testing, and go-live preparation 

Staffing and Collaboration

e4health deployed a team of 180 specialized abstractors, working in close collaboration with the customer’s internal IT and clinical teams. This collaborative approach ensured seamless knowledge transfer and alignment with organizational goals.

Key Performance Indicators

• Data Accuracy Rate: Targeted 99.9% accuracy in critical data elements
• Abstraction Completion Rate: Aimed for 100% completion within established timelines 

e4health’s clinical data abstraction services delivered significant value: 

• Data Accuracy: Achieved 99.98% accuracy in critical data elements, surpassing the initial target
• Efficiency Gains: Reduced time for accessing patient histories, enhancing clinical decision-making
• Completion Rate: Successfully abstracted 99.9% of targeted patient records within the project timeline
• Patient Care Impact: Improved continuity of care by providing easier access to comprehensive patient histories
• Financial Outcomes: Estimated reduction in claim denials due to improved data accuracy

The collaboration between e4health and this customer exemplifies the importance of proper data strategy planning and execution. e4health’s expertise in clinical data abstraction proved instrumental in helping the customer through a complex transition, ensuring seamless continuity of care, provider and end user satisfaction, and enhanced operational efficiency.