Case Study: Automating Protocol File Transfers to Stay on Track for the Joint Commission

Programmer, technician man and computer code for software script or cyber security in office. IT engineer or developer person with technology for programming, future and data analytics or coding


Champlain Valley Physicians Hospital (CVPH), part of The University of Vermont Health Network, encountered a possible credentialing issue. To maintain Joint Commission accreditation, CVPH needed to include electronic protocol files in each patient’s electronic health record. Not an easy task with three systems involved — pulling patient information from Cerner Soarian®, retrieving matching protocol documents from Elsevier® Policy Manager and putting them both into the 3M™ Health Information Management system. With hundreds of patient record updates each day, there was a constant backlog of postings.


CVPH called on R1 Automation to restore peace of mind. The R1 team developed three robotic process automation (RPA) routines. The first queries Soarian for text files from each physician order. Another reviews the text files for unique protocol identifiers, which are used to locate the matching protocol documents in Policy Manager. A final routine uses unique patient identifiers to post the documents to the 3M system.


Leveraging the work from R1 Automation, CVPH was able to eliminate their backlog of cases and keep patient records up to date. The automations processed over 40,000 files in two weeks, the equivalent of 1,300 person-hours, and CVPH minimized the risk to their Joint Commission accreditation. “Automation was really the only way to get it done, which has helped us meet The Joint Commission standards,” said Kristie Billups, senior systems analyst, CVPH.

Subscribe to our email list to get the latest in your inbox