HEALTH INFORMATION SYSTEM FAQ

JOURNEY TO MEDITECH EXPANSE


Updated: May 27, 2022

 

The Richland Hospital and Clinics (TRHI) electronic health information system offers one centralized location for patient medical records - where all of our healthcare providers can share information about the care a patient receives.  This shared system offers increased safety of patient care and seamless recording sharing with appropriate personnel.  All patients of TRHI will have their health records stored in MEDITECH Expanse effective July 1, 2022.  

In 2020, The Richland Hospital, Inc. merged with the Richland Medical Center but each entity had operated under different electronic health information systems; The Richland Hospital under MEDITECH and Richland Medical Center under Aprima.  Since the merger of the hospital and clinic in 2020, all staff across the hospital and clinic have been entering patient data into two systems.  After much research, negotiation of a contract, and establishment of a timeline, the leadership of The Richland Hospital and Clinics (TRHI) was able to formally announce the use of a singular system in order to offer ideal patient care, efficiencies, and communication.  MEDITECH was the preferred system and MEDITECH Expanse is an upgrade of that system that offered the opportunity for the hospital and clinics to merge records. Many ask why we are undergoing this change; in summary:

  • To establish clear communication between all departments
  • To eliminate manual workarounds
  • To increase department efficiencies
  • To continue giving great patient care to our community

Electronic Health Information System 

How does the electronic health information system affect me?

The Richland Hospital and Clinics (TRHI) electronic health record system offers one centralized location for patient medical records – where all of our healthcare providers can share information about the care a patient receives. This shared system offers increased safety of patient care and seamless recording sharing with appropriate personnel. All patients of TRHI will have their health records stored in MEDITECH Expanse effective July 1, 2022.

What is MEDITECH Expanse?
What about this new system is improved or better?
What changes should I expect to experience?
What are benefits of this project?

Timeline

When will everything switch over?

Effective July 1, 2022, Clinic data collected in Aprima—such as problems, medications, allergies, will be available in Meditech Expanse through a reconciliation process.  The Richland Hospital Incorporated has not determined a contract end date with Aprima at this time.  Additional data stored in Aprima will still be accessible until a contract end date has been determined; however, data entry will be inactive and previous records will be “view only.” No new data can be entered into Aprima effective July 1st.

What growing pains should I anticipate?

Billing Questions

Will I be receiving two invoices now…or one?

Patients may still receive two statements (Hospital and Clinic) for a brief time following our upgrade in MEDITECH Expanse on July 1, 2022.

How will invoices be/look different?
Will I be able to pay online?

Portal Questions

Can I still access my Aprima (Clinic) Portal?

The Richland Hospital and Clinics (TRHI) Health Information Management (HIM) will have access to all patient records. Please request through HIM at (608) 647-6321 x2030.

Patients will be able to access their current clinic portal until December 2022. No new information will be available through the TRHI clinic portal beginning July 1, 2022.

Can I see all of my records in the hospital portal now?
Will both portals look different?
How do I get help with a problem?

Communication

Will this change affect communication internally and with outside entities such as UW Health?

Internally, communication will be much simpler as there will be one electronic health record, one patient chart & messaging functionality within MEDITECH Expanse. b. At the time of Go LIVE with MEDITECH Expanse, The Richland Hospital and Clinics (TRHI) will also be implementing CommonWell which is electronic data exchanges with external health organizations.

Can UW Health and Gundersen or other providers see my records then, too?
How do I get help with a problem?
Do I still need to present my insurance card at every visit?

Health Information Safety

Has the Richland Hospital & Clinics staff undergone training to prepare for the transition?

Education of hospital and clinic staff began in October 2020 during the process to select a vendor for our new electronic health record. An internal MEDITECH Leaders group made up of a diverse 54 members of hospital and clinic staff began to build the MEDITECH Expanse framework in July 2021. MEDITECH Leaders received application training and training in workflow processes. They then developed extensive training for all staff (RNs, ICU, ER, OB, Med/Surg, providers, patient access, all clinical staff). Training tools include video and in-person options. Six weeks of training in MEDITECH Expanse is average for staff of TRHI and Clinics. Transition to MEDITECH Expanse affects all staff of The Richland Hospital and Clinics.

Are my records safe? Accurate?

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