Business challenges and technological solutions in modern medical centers

​There is no doubt that managing a medical center is one of the most complex organizational management and operations functions. The service provided at medical centers must be of the highest possible level and without compromise. At the same time, the fact that many medical institutions must cope with budget problems forces these organizations to be more efficient and to use existing resources in the best possible way. As medical centers are becoming more computerized, the data availability component and high performance of the systems become increasingly critical, and the demand for readily available information for the medical staff, in real-time is now a basic requirement in the work of the medical staff. 

Advanced medical centers require not only good physicians but also operational efficiency and solutions to logistic, financial, and patient management problems. The information systems that are driving today the improvement in operational efficiency and in the work of physicians must be in the forefront of technology. At many medical centers, there are systems in operation that are not interconnected and that form “islands of information.” The challenge in improving the efficiency of health institutions in Israel and elsewhere is the integration and management of a unified patient file.

“Tafnit” ERP: Complete integration of the activities of medical centers
The “Tafnit” ERP system developed by Matrix represents a new approach in the management of medical centers. “It was developed with a full orientation toward the total activity of medical centers,” explains Israel Greenfeld, director of the project in the Business Services Division of Matrix. The system contains a large variety of modules dedicated to various health functions that cover the entire scope of the medical center. Thus, the system is prepared to manage the entire administrative and medical activity of the hospital, including patient management (ATD) and appointments, the financial and logistic activity of the medical center, including the management of operating rooms, human resources, general and departmental budgets, pharmacies, connection with the blood bank, the sterilization process, consignments, tenders, donors, service and maintenance, laundry operations, food operations, and more. The primary added value of the Tafnit system is in providing a complete solution to the unique needs of hospitals, in implementing full integration between various system components. Tafnit operated at several of the leading medical centers in Israel and In USA: Shiba, Herzlia Medical Center, Assaf Harofe, Assuta, Laniado, Ichilov, Bikur Holim, Mayanei Hayeshua, Jacoby, Bellview and more.

Tafnit is designed to provide an advanced solution to several of the business and professional challenges of modern medical centers. Below are several dedicated solutions to needs that arise at medical centers.

Patient management – ATD (Acceptance, Transmission, Discharge) 
The system accompanies patients from reception to discharge. The administrative and medical processes include: reception, admission, the various treatments, recording and control management of all the costs associated with the hospitalization, additional/complimentary treatments, complete settlement with various paying entities (health funds, insurance companies, etc.). The system is designed to accompany patients through the surgery process (anesthesia, surgery, and recovery, including cardiac surgery and angiography).

The system records and tracks the procedures that were performed on the patient, the social services received, the various materials used during surgery, the continued treatment and monitoring in the in-patient departments, and the discharge. Naturally, the system produces a detailed summary of the particulars of the surgery and of the hospitalization.

Appointments and allocations
The system provides an advanced and efficient graphic solution to applications of resource allocation and the management of work schedules in the organization. The smart integration of advanced graphic allocation mechanism within the Tafnit ERP system enables intelligent use of the data and process infrastructure existing within the organization for meeting the resource allocation needs of the organization: patients to operating rooms, patients to clinics, equipment to sites, etc., in short every resource that needs to be allocated to an event in an organization. The system sets aside vital resources at the allocation stage, plans loads, and predicts room/bed occupancy.

Management and operation of operating rooms
This module manages and documents the entire surgery process, including pre-operative testing, anesthesia, surgery and recovery, recording and follow-up of procedures, medications, the use of various supplies during surgery, continued treatment and follow-up in hospital wards until discharge, and the generation of a summary that contains the details of the surgery and hospitalization. The process is based on product trees broken down by activities, including comparisons between physicians.

Computerized storage. Management of the inventory in storage, order generation for restocking, automatic identification of people authorized to open the electric cubs. The module helps the close tracking of equipment and medications and prevents their transfer to unauthorized persons.

Connectivity with “neighboring” systems within the medical center. An ERP system within a medical organization must show maximum openness to the environments of the information system within the medical center, and must be flexible in its connectivity and interoperability  with various systems such as the HL7 -compliant local ATD, the blood bank, financial systems, and more.

When implementation of the “Tafnit” ERP project was completed at the Herzlia Medical Center, the General Manager of the Center stated: “Tafnit introduces for the first time in Israel the total ERP revolution in hospitals, as it is customary today in Europe and the US. When we started looking for an ERP system reach with functionality for medical centers, we have reviewed systems worldwide. We can say that this is the most comprehensive system in worldwide intended to manage a medical organization.”

The challenge of integration between the isolated systems and the national medical record project
Over the years, a variety of information systems have been implemented in medical centers. These systems were designed to meet various hospital requirements. They include financial systems, logistics systems, patient management, patient record management, and more. Thus, over the years, various “islands” of isolated information were created, causing not only unnecessary complexity and waste of time, but also endangering patients. Matrix markets and implements the “Ensemble” system from Intersystems, a world leader in the area of computerized systems for medical organizations designed to integrate various systems and perform data and interface unification. Ensemble is at the basis of the HealthShare system intended to help establish a pool of medical records suitable for the national medical record project.​