IMATIS Porta SMS Service
Once the patient has arrived, has been registered and is available in the IMATIS Porta QMS, staff members can use Porta or Visi applications to send messages directly to the patient.
IMATIS Porta and Visi offers three different ways of messaging:
• Sending SMS notifications to the registered mobile phone
• Sending a message to the Porta waiting area display
• Sending a message to a Mobilix Door display (room management)
Patients who have previously registered their number and approval to receive SMS notifications may also receive SMS appointment reminders prior to scheduled appointments.
Text messages sent to patients with notification of a new appointment can be responded to. The patient can confirm or reject the appointment by answering YES or NO in a reply text message. These messages are monitored at hospital-level, where a booking staff member aligns the responses with other systems to find a workable schedule.
Future of patient flow
Porta - Outpatient Management System
The IMATIS Porta outpatient management system has significantly decreased waiting times within the Danish Zealand region by managing and coordinating the emergency room operations across all the hospitals and emergency rooms throughout the region. After the implementation of IMATIS electronic whiteboards, with comprehensive information access and tuning of processes and patient flows, nursing staff spend on average 44 minutes per shift more on direct patient care, time previously spent on documenting, requesting documentation or managing care coordination.
IMATIS Porta outpatient management is a complete queue and waiting system for hospitals and health organizations, offering options for patients and staff to ease the arrival process and the administrative flow of patients within the organization. Patients may self-register on the Porta check-in kiosks upon arrival, and use the Porta waiting area displays and/or receive text messages with information about waiting areas and times, receive calls to appointments etc. Patients are free to wait in cafés or outside, to be called on the displays or with messages to their phones. Staff members use IMATIS Porta to manage arrivals, no shows, queues, delays or last minute changes to the queues and to send notifications to the patients or to waiting area displays. Way-finding software may be used with the IMATIS Porta software.
Arrival Registration with Self Check-in Kiosks
IMATIS Porta Patient Hosts
IMATIS Porta Queue Management System
IMATIS Porta Interpretation and Specialist Services
IMATIS Porta Waiting Area Display
IMATIS Porta MyPatient
Upon arrival at the hospital or clinic, the patients use centrally placed kiosks to register their arrival for a consult, or to request a walk-in appointment. The Porta check-in software is installed on check-in kiosks, located near the main entrance or near check-in desks. The kiosk is easily adjusted, moving up or down to accommodate users in wheelchairs etc.
The kiosk has an intuitive and user-friendly touch-based user interface. Anyone able to use an ATM or an airline check-in kiosk can operate the kiosk to check in at the clinic or hospital. Patients register their arrival by scanning the appointment letter barcode, entering a reference code or searching for their name, date of birth, healthcare or social security number etc.
The kiosk application has a light blue background with writing in contrasting colors, using clear fonts in large sizes. Buttons are large-sized and labelled concisely. Instructions are kept as short and concise as possible. The kiosk screens do not contain blinking or flashing elements that may adversely affect users with epilepsy etc. The kiosk application is very flexible and can be configured local requirements, including logo or graphics, text and surveys etc. .
The kiosks support multiple languages, can contain additional hardware units such as printer or scanner, and can be enhanced with self-service payment solutions. Way-finding functionality can be built into the kiosk with 3rd party partner solutions.
In addition to or as an alternative to the check-in kiosks, the IMATIS Porta Check-in application is available as a tablet app The check-in app for patient hosts provides the same functionality as the kiosks, allowing the patient to register their arrival with assistance. The patient host can provide additional help and information to familiarize the patient with the check-in process.
The data captured by the patient host app is centrally updated in the same way as data captured by the kiosk and delivers information to the queue management application used by receptionists. The Porta check-in application and patient host app can also interact with third party systems, when necessary integrations are in place, creating a mobile, accessible overlay for the heavier primary systems.
All IMATIS Porta whiteboards have video and voice services embedded into the application, providing a foundation for better and easier communications within a virtual health service. Video communication can be used in lieu of phone calls and physical presence, for example for providing interpretation, to assist remotely located resources in participating in multidisciplinary meetings without travel, to check in on post-discharge patients or colleagues in the field. The solution fully supports video remote interpreting (VRI), where patients still receive outstanding service and exceptional care, on-demand even when distances impede on-site assistance. The solution can save valuable time and expense by offering fast, one-touch access to trained interpreters to facilitate full understanding through visual communication on your own device. Imatis provides the application for the patient, the interpreter and the management software to support the service. It can be installed in the cloud or in data centers. Patients can access the interpreter service from the IMATIS Ludus Patient portal, self-check in-kiosk or tablets.
The IMATIS Time display is a separate, web-based widget used to calculate and display delays and waiting times for specific resources, for example the current waiting time for x-ray imaging. The previously described waiting area display may include one or several time display apps to estimate approximately when resources will be available. Waiting for an indeterminate length of time is more taxing than having an estimate of the duration, allowing the patients to relax a bit, go for a walk or have a cup of coffee in the café.
The time display calculates the number of persons currently in the queue, estimated waiting time etc. and shares the information back to the solutions for signage, queue management, to individual whiteboards, door displays or smartphones. Queues from several wards or resources can be shown in the same workspace. The app can be used with a custom-made layout for any unit within the system. It also supports a large number of configurable calculation templates etc.
The app can be used to create a simple dashboard with the most central statistics in real time, for a comprehensive view of organizational performance each day. The Time display can for example show number of available/occupied/closed beds, the number of patients waiting beyond the time of their appointments, average length of stays, number of corridor or outlier patients etc.
The IMATIS smartphone and Apple watch apps allow clinical staff with direct patient responsibilities to access their patient lists on handheld devices, using it as a worklist and daily schedule. The mobile app shows information from the journey board, such as patient arrival time, waiting time and patients who did not check in on time. When a patient arrives, check in status will also be displayed on the watch.
The smartphone and watch MyPatient apps work seamlessly with the IMATIS Fundamentum Integration and Messaging Engine, and provide the ability to securely share patient data with other clinicians, to view vital signs, lab results and other patient information.
The application supports single sign-on (SSO), a role-based user interface, and introduces the concept of roles and responsible roles, used to where a staff member in a responsible for for a patient is the basis for “My patient” lists on any device. During shift handover, patients in the “My patient” list of each responsible resource are automatically handed over to a user in the same responsible role. The role information is shared with other Imatis applications, and is a key element in our “Call Me” Smart Unified Communication concept. For more information, see the IMATIS Mobilix documentation.
The IMATIS Porta Queue management application is an electronic whiteboard application, containing rows of appointments (patients) and columns of information across each row. Receptionists and check-in staff members use the IMATIS Porta application to manage the patient flow and review the queue in real time.
The IMATIS Porta QMS whiteboard is configured to support the work flows and processes of each hospital, or to support necessary process changes. The system picks up information from the IMATIS Porta arrival registration and may include content from other, integrated systems (PAS, RIS, LAB etc.). Each column in the user interface represents pieces of information, such as time of arrival, patient information, appointment details, whether the patient is on a particular pathway, a link to previous visits, columns for interacting with the patient via text message or waiting area display message etc. Some columns are altered automatically, based on integrations and rules, others are manually changed. The QMS can be used to assign resources such as room or staff members to the patient. Appointments can be microbooked to reschedule patients on the day, to avoid delays or to utilize gaps in the schedule.
IMATIS Porta Payment terminal
The IMATIS Porta Self Check-in kiosk can be expanded by a self-service payment module, to give the patient the option of paying for the services they receive at the clinic in a simple and intuitive way.
There is also an option to pay from home, using our IMATIS Ludus Patient portal.
With 3rd party solutions we can offer billing and accounting services.
Imatis are digitalizing health - with work flow
IMATIS Room management
IMATIS Activity Monitoring
In addition to the overall Porta queue management, check-in and waiting solution, each clinic or unit in the QMS will use an IMATIS Porta electronic whiteboard - also referred to as a journey board, containing all appointments and a staff resource allocation tool. This journey board is used to manage the appointment and post-appointment chains in the administrative patient flow, where the patient is registered as being seen by a resource and where any information pertinent to check-out is captured, such as internal referrals, need for prescriptions, necessary follow-up appointments or billing.
The journey board contains:
• Data collected from the various clinical systems
• Data from the Porta queue management and
• Extra fields of relevance to patient flow for consultations,
such as an electronic form filled out by the treating clinician
at the end of the appointment, to be used by the staff
member responsible for patient check-out
The journey board includes a resource allocation tool, used to allocate staff resources or room to each patient. Dynamic ad hoc allocation of appointments to rooms or responsible caregivers is possible, resulting in increased flexibility and reduced waiting.
IMATIS Porta journey board
The IMATIS Mobilix door and bedside display is a workflow station for communication to everyone in the hospital, as well as a room management system. It has a two-way, context-based user interface for communication with any smartphone or IMATIS Visi or Porta application on the ward, service department, bed management system, call center or to the laboratory, including Porta Queue Management system.
The door/bed display buttons can be customized to display any information required. The IMATIS Fundamentum orchestration service can be used for workflow automation and to dispatch orderlies, nurse calls, housekeeping or even maintenance and room status.
Other use includes requesting maintenance for in-room equipment, plumbing, facility management, nurse call etc., in the event of failure. The facility management system receives messages, which are routed to the Visi board with an overview of all statuses. Work order request messages are sent via wireless phones to the maintenance crews.
The physical room or bed display can be any standard iPad, Android device, MS mobile device or a medical grade device from our partner Advantech.
The displays can for example contain information about:
• The patient in the room or bed
• Manage examination rooms from Porta applications
• The current occupancy of room or bed(s)
• Cleaning status
• Bed status, booking status
• Nurse call presence marked / not marked in the room
The IMATIS Activity Monitoring is a separate, web-based application used to calculate and display delays and waiting times for specific resources, for example the current waiting time for x-ray imaging. The previous section covered the waiting area display, which may include one or several time display apps to estimate approximately when resources will be available.
The time display calculates the number of persons currently in the queue, estimated waiting time etc. and shares the information back to the solutions for signage, queue management, to individual Visi whiteboards, Mobilix door displays or smartphones.
Queues from several wards or resources can be shown in the same workspace. The app can be used with a custom-made layout for any unit within the system. It also supports a large number of configurable calculation templates etc.
The app can be used to create a simple dashboard with the most central statistics in real time, for a comprehensive view of organizational performance each day. The Activity Monitoring can for example show number of available/occupied/closed beds, the number of patients waiting beyond the time of their appointments, average length of stays, number of corridor or outlier patients etc
Questionnaires, forms and surveys are created with the IMATIS Forms app. The questions are connected to an IMATIS Visi or Porta whiteboard, showing the questions and their answers. From here, the data can be monitored for health-related information, aggregated for statistical purposes or exported for further treatment.
The application has a broad range of possible uses involving the patients, call center personnel, outreach applications, in research or follow-ups etc.
The resulting survey or questionnaire application can be used in a variety of other scenarios:
· Patient applications for a variety of patient groups to
communicate with health personnel
· Patient registration forms required at check-in or new
· Patient/user satisfaction survey where patients can
provide feedback to the institution
· Information-gathering, where staff members take
information in a specific order in accordance with
The application runs on all devices (computer, tablets and smartphones).
- Information sharing across units
- Real-time capacity and performance information
- Identify and eliminate bottlenecks
- More efficient patient flows
- Significant reduction of phone calls
- Real-time microbooking of appointments
- Self-service arrival registration
- Increased quality of team collaboration
- Reduced reception workload
- Increased waiting mobility for patients with SMS alerts
- Waiting area information in real time
Associated Apps and Widgets
The anagement of queues and administrative patient flow and not least the patients' waiting experience can benefit from using several apps or widgets. These are not included in the IMATIS Porta product, but may enhance the implementation of the Porta QMS.
Outpatient queue managment and self service
ICD-10 (International Classification of Diseases, Version 10) introduced as diagnosis codes in the Norwegian health care. This will be used for all patients treated at hospitals, and it also contains codes for registration of external causes of diseases, injuries and deaths. Imatis form module is a general module adapted for use on all types of outpatient clinics. In this form register all diagnser before transferred for storage in EPR. The codes also form a basis for the patient's pocket payments and payment on the selv service kiosk.