How care coordination software is reshaping the quality of mental health service delivery

Nalaka Withanage Digital Transformation, Healthcare

care coordination software for mental health services - DC2Vue

Every hour spent by a clinician treating a mental health patient creates at least 30 minutes of paperwork. Improving Mental health services quality is a complex task. It has a higher level of clinical documentation, legal and care coordination requirements. Read how modern care coordination software assist hospitals and community care services to deliver better patient outcomes.

What is Care Coordination Software in Mental health?

Care Coordination software in mental health help clinicians, case managers and administrative staff to coordinate mental health treatment, care and support in both acute and community-based services. It consists of triage, intake assessment, treatment planning, implementation, monitoring and review, discharge planning and community case management support activities.

Why Care Coordination Software?

Mental health services have a massive clinician shortage, and the problem is only set to grow.It’s no secret that clinicians work hard. Due to an influx of patients into the health system, the retirement of baby boomers, and educational bottlenecks, nursing positions aren’t being filled fast enough to keep up with demand. Care coordination software can help mental health services to deal with this growing challenge. Where they are skilfully used, and where staff are trained and supported to use them effectively and efficiently, they can also provide powerful retention tools in isolated settings away from major teaching services.

How does care coordination software work within mental healthcare settings?

Reduce patient waiting time with standardised referral management, triage and intake assessment

The trigger point for any clinical interaction; a referral can be initiated by another health professional, family member or even by patients themselves. The referral process itself can be complicated due to the nature that referrals still arrive in all forms of communication methods (Paper, fax, email, calls). Care coordination software has the capacity and capability to process referrals with minimal manual data entry requirements. No more lost referrals or lost to follow-ups due to human error. Triage is the first step to determine the need for service, the nature and urgency of the care required. Adopting a paperless triage process through digital technology improve patient access, responsiveness, consistency and accountability.

Paper to electronic clinical documentation with higher data quality

The Mental Health Act 2014 demands legal forms that must be used by clinicians for specific purposes. Form categories range from consent forms, mental health assessment orders, care planning forms, treatment orders, mental health tribunal forms, risk assessment forms etc. Most Mental health services today rely on paper forms which create paper filing, searching and shared access issues.
Modern Care coordination software platforms have smart web forms, document generation and workflow capabilities. Smart web forms with electronic signatures and state of art speech to text conversion can improve how patient information is captured and interpreted with minimal clinician effort. This provides valuable insights and trajectories that is not possible with paper-based records system. This will lead to overall increase clinician satisfaction and the quality of care.

Optimise resource planning and utilisation through smart appointment scheduling with reminders

Mental health clinicians will agree that getting patients to schedule and attend appointments consistently is challenging. As a result, finding an appointment scheduling and reminder/recall system that resonates with patients is key to running a successful mental health service. Reminding patients about their appointments is one of the most common ways to combat no-show rates. Care coordination software platform consists of appointment reminder/recall and scheduling modules. This helps to reduce missed appointments through the use of smartphone apps, text messages and emails.

Balance the clinician demand/capacity with virtual health

Virtual health combines telemedicine, telehealth and collaboration at-a-distance to connect clinicians and patients or carers who may also need the support of the service. Telehealth extends the reach and expands service to patients who need more access, such as patients who live in rural or remote areas. It can reduce burdens for patients, such as travel to receive specialty care, and improve monitoring, timeliness, and communications within the healthcare system. Remote video consultation with mobile applications (‘apps’) presents real opportunities. It helps to engage patients and create an opportunity to assess and intervene mental health problems.

Move from paper to actionable electronic medical record

Most mental health service providers today do not have access to a complete medical record to carry out their care coordination activities. This is due to high volumes of paper-based clinical, operational and legal documents generated as part of the mental health service delivery often in disconnected systems of records. Inability to access information on one system and having to input information on to many systems is inefficient and error-prone.

DC2Vue® care coordination software platform brings the integrated benefits of Referral Management, Care planning, Scheduling, Clinical documentation, Virtual health, Billing and administration modules with a complete Electronic Medical Record (EMR). It helps busy and overburdened mental health service delivery teams to improve quality of care. The platform help transformation of Mental Health Services from hospital to community-based service delivery and shift from incident-based to early intervention mental health services.

As the Co-founder and CTO of Data Capture Experts, Nalaka is responsible for the company’s product strategy and customer success. His team builds DC2Vue® platform and provide intelligent process automation solutions for organisations in regulated industries. Nalaka has a broad base of fundamental skills in successful collaboration and communication both at business and technical level decision makers to convert the business needs into pragmatic & sustainable business solutions. He is a certified SCRUM master in agile solution delivery. Nalaka graduated with a bachelor’s degree in electronics and telecommunication engineering from the University of Moratuwa. He lives in Melbourne with his wife and three children.

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