Med Center Health case study results at a glance
# of forms
40
# of submissions
5,200+
# of form views
12,600+
Med Center Health changes patients’ lives by providing innovative approaches to healthcare. As a nonprofit healthcare system with seven hospitals and 60-plus clinics across Kentucky, it offers a wide range of services to improve the health and wellness of the patients and communities it serves. It also partners with local universities to provide cutting-edge training for medical students.
With so many locations, the group’s employees are often stretched thin and required to wear multiple hats. “One person needs to do the job of several people,” says Vineet Patel, Director of IT Clinical Applications at Med Center Health. Patel turned to Jotform Enterprise to help the organization effectively streamline its healthcare IT operations.
Jotform Enterprise makes our life easier because it provides better customer service to the schools sending their students here.
Vineet Patel, Director of IT Clinical Applications, Med Center Health
Providing medical students with job opportunities
As part of its innovative approach to care, Med Center Health partners with several local Universities to place medical students in accredited residency and fellowship programs. These programs allow students to train in a leading regional teaching facility with state-of-the-art technology and a board-certified faculty.
Before implementing Jotform Enterprise, however, Med Center Health was struggling to manage the intake process for the number of students coming to hospitals for training. Previously, the intake process was disorganized and relied on juggling multiple spreadsheets. It would fall apart if a key person was not available to manage it.
The organization needed a streamlined, standardized intake process. To address this, Patel looked to Jotform Enterprise. “Jotform Enterprise has the best user interface out of all of the other competitors,” he says.
First, he created a user-friendly enrollment form to simplify and standardize the intake process. The revamped process begins when a school directs their students to submit the form to enroll a student in the training. The student’s instructor is automatically notified that the application has been submitted.
Once Med Center Health receives the form submission, they leverage Jotform Workflows for Enterprise to get the right people, typically the HR team, to approve the submissions. This kicks starts the IT service desk work order system, that receives a PDF version of the submission. The work order is automatically assigned to the correct team or person.
This fully automated process changed how the IT department processes student information. Thanks to the Jotform Teams workspace tool, collecting and managing student information no longer depends on any single person exchanging emails with various schools. Instead, any team member (with the right permissions) can track the student’s system access setup in real time.
“Jotform Enterprise makes our lives easier because it provides better customer service to the schools sending their students here,” says Patel.
Streamlining cross-departmental collaboration
Med Center Health also uses Jotform Enterprise to power crucial internal processes in multiple departments.
For example, after a student is accepted into the Med Center Health training program, they must sign an agreement for the hospital’s records: the Computer Password and Information Confidentiality Agreement. The team uses the signature field in Jotform to collect e-signatures for the agreement. The form, developed by the legal team, includes a clause about confidentiality and the necessary information for students to understand their responsibility for complying with Med Center Health’s policies.
Before the form was digitized with Jotform Enterprise, the process for collecting signatures for it was inconsistent and difficult to track. Previously, students received the form through email or as a hard copy. It often took weeks or months to receive signed submissions. Some students showed up on the first day with no idea where the form was. Forms were often lost, and the process was frustrating for everyone.
Digitizing the signing process with Jotform Enterprise significantly reduced the amount of paperwork in the IT and human resources departments. It also eliminated duplicate entries caused by a lack of organization.
Jotform Enterprise workflows have saved many hours of frustration for my staff, the students, and the schools.
Vineet Patel, Director of IT Clinical Applications, Med Center Health
Now, the signature process starts when the student submits a form to Med Center Health to be enrolled. Using conditional logic, the HR team or the medical school dean receives the submission through a link and can review it to determine whether the student is eligible for the program. If the student is approved, they are automatically sent the Computer Password and Information Confidentiality Agreement to review and sign.
To simplify the process further, Patel created a QR code that leads to the agreement, which instructors can share with their students.
The form uses conditional logic to gather relevant information and route the form for approval. It collects information about the student’s employment status with the hospital, field of study, school, contact information, start date for their rotation, and more.
The form also contains mandatory legal language the student must sign off on, reducing the need for an additional form and cutting down on back-and-forth communication.
The HR team also uses Jotform Enterprise for a variety of other internal forms, including pre-employment and new hire acknowledgments, contact information collection, feedback collection from orientations, and PTO requests.
The future of healthcare service delivery
Through its innovative partnerships and technology-forward approach to healthcare, Med Center Health is paving the way for a new generation of students in healthcare professions to support the community’s future medical needs.
Learn more about Jotform Enterprise healthcare solutions, and discover how you can transform your healthcare practice.
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