The challenge
King’s Daughters Medical Center (KDMC), located in Brookhaven, Mississippi, is a full-service healthcare provider offering everything from primary care and emergency services to advanced diagnostics and specialty care. With over 25 specialty practices and a mission to provide accessible, high-quality healthcare close to home, KDMC needed a solution to manage document workflows and incoming document filing into their MEDITECH EHR and a solution that could keep pace with their growing demands.
Jenny Wilson, Clinic Informatics Specialist, and Joe Farr, Director of Information Systems, are tasked with improving the efficiency and accuracy of KDMC’s technologies and workflows. The KDMC team (IT personnel, front office staff, nurses, and providers) relied heavily on a legacy solution called RapidFiler from Forward Advantage to manage a wide range of documents like DME orders, CMNs, prior authorizations, lab results, insurance approvals and denials, and more. When Forward Advantage developed Document Workflow Platform, a new cloud-native solution that aligned with KDMC's near-term and long-term strategies, KDMC decided to transition. As an early adopter of the new platform, KDMC became an integral part of the customer-product feedback loop, helping develop a solution to address common healthcare workflow challenges.
“We worked with Forward Advantage on the new solution, Document Workflow Platform, as part of their Early Adopter program, sharing our goals and user requests for enhancements. We requested more transparency into end users submitting documents into MEDITECH through the solution,” said Jenny. “And administrative controls weren’t available client-side with the legacy RapidFiler solution, so we had to call Forward Advantage support for changes we would have liked to make ourselves. ”
Before Document Workflow Platform, KDMC identified several features that could improve their workflows. While legacy RapidFiler is an improvement on other available workflows, identifying the next steps for creating more efficient and accurate document filing to the patient chart and
providing clinicians with access to important information faster was the goal for both KDMC and Forward Advantage.
“Reducing the need to fix filing errors once the documents are in MEDITECH is a huge benefit to our clinical staff. Providing an easy way for staff to file documents to the patient chart is our goal,” said Jenny Wilson.
The solution
KDMC transitioned to Document Workflow Platform as part of their strategy to create efficient workflows, regain lost functionality in previous EHR systems, and prepare for future automation functionality currently on the Document Workflow Platform roadmap.
Document Workflow Platform offers:
Flexibility and scalability.
Reduced IT staff burden.
Self-service administrative controls.
Faster document processing.
Little to no downtime for upgrades and feature rollouts.
Robust integration with Active Directory including optional single sign-on.
Easy-to-use interface to boost efficiency and reduce errors.
Built-in PDF tools for document editing, annotating and management.
Document workflows are handled more accurately with an improved user interface. The UI/UX includes a modern inbox experience, improved usability leading to reduced eyestrain and easy-to-use document editing tools. Performance was a priority when developing a cloud solution and documents being uploaded and available in MEDITECH for clinical staff was a priority.
“With Document Workflow Platform, solving issues like misfiled documents or user role changes is much faster and more straightforward. The improved transparency and administrative controls have significantly streamlined our workflows. Users are filing documents more accurately on the front end, allowing clinicians to identify documents more efficiently in MEDITECH,” said Jenny Wilson.
Implementation experience
KDMC’s transition to Document Workflow Platform was smooth and well-orchestrated. A site-by-site rollout allowed for personalized training and minimized disruption.
“As a smaller organization with typically one person available to train end users, the phased go-live was critical. It enabled one-on-one training and made the transition easier without pulling staff from other projects,” said Joe Farr.
This phased rollout enabled KDMC to identify and resolve workflow issues at individual clinics without impacting the entire system. Each site was able to operate and train at its own pace, independent of other go-live schedules. As a result, the transition was smooth and manageable for both KDMC staff and the technical team.
Working with Forward Advantage
The KDMC team praised Forward Advantage’s responsiveness and support throughout the onboarding process.
“The team was great to work with. When our pain clinic went live and encountered a problem, it was fixed within minutes. We didn’t even have to dig into it ourselves,” said Jenny Wilson.
Results and benefits
Since implementing Document Workflow Platform, KDMC has seen measurable improvements:
Time Savings: Staff save 30 minutes to 1 hour per day across six employees.
Improved Accuracy: Fewer filing errors and faster document delivery to providers.
Enhanced Efficiency: Nurses and providers can identify and file documents more accurately, allowing clinical staff to focus on patient care.
Cost Savings: End users now process requests more quickly, reducing administrative overhead.
User Experience: The UI and PDF editing tools are easier on the eyes and more intuitive, reducing strain and improving comfort.
“Overall, the combination of new features, improved UI/UX, enhanced performance due to being in the cloud, and exceptional support made the aggregate benefit significant,” said Joe Farr.
Final takeaway: a smart move for smarter workflow
KDMC’s experience with Document Workflow Platform has been overwhelmingly positive. As early adopters, they appreciated the collaborative approach and rapid response to feature requests.
“If something requested couldn’t be done, answers were always provided, making it a collaborative and positive process. Features added to the roadmap were delivered quickly,” said Joe Farr.
Jenny and Joe’s advice to other healthcare organizations is clear: make the move. Document Workflow Platform delivers a positive experience, and Forward Advantage has proven to be a reliable, responsive partner that supports long-term growth and innovation.
Interested in learning more about Document Workflow Platform?
