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Success Story
Clinical Trials Data Extraction Solution
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Success Story Snapshot
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Unified Women’s Healthcare needed to extract specific clinical data from 50,000 patient charts for a pharmaceutical trial, a process that would have required a year of manual effort. ELLKAY automated the extraction and delivery of structured data from the EHR, enabling the organization to meet trial requirements efficiently while saving thousands of hours.
Organization Overview
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Partner Profile
Leading physician practice management company dedicated to women’s health
Reach
Serves 600+ physicians throughout the United States
8K
estimated man hours saved
Manual Effort Eliminated
from chart-by-chart review to automation
50K Charts
extracted clinical data at scale
The Challenge
A Year of Manual Work Ahead
Unified Women’s Healthcare was leading a pharmaceutical clinical trial that required very specific data from the EHR. Unified Women’s Healthcare’s internal interface engine transported and extracted data from its in-house lab. However, the interface engine was not capable of extracting certain provider documentation from individual charts.
Unified Women’s Healthcare approached ELLKAY for a solution to automate the process to locate, extract, and present the requested data within the charts in its specified data format, in the instance of this project, a flat file.
“For us to pull a clinical note out of 50,000 charts, would have been us touching 50,000 charts one-by-one. This would have been a year’s worth of manpower to pull those notes out.”
Jesse Adajian
Former Assistant Director, Interoperability
The Solution
Making the Complex Look Easy
Unified Women’s Healthcare was familiar with ELLKAY’s solution-centric approach, having completed five EHR migrations in the past. They knew they could count on ELLKAY to deliver.
ELLKAY established connectivity to athenahealth to extract the specific data elements from the individual charts of 50,000 patients. The data was then reformatted and presented in Unified Women’s Healthcare’s specifications.
“The process was very smooth. We had 2 or 3 revisions to get the process and the data to where it was needed and every time ELLKAY responded quickly and ensured our needs were met.” Jesse Adajian, Assistant Director, Interoperability
The sample data sets were sent to the clinical trial company and the company was very pleased.
“You make it look very easy. But that is good for your customers. You have an easy button, and we want to be able to hit that easy button when we need it.”
Jesse Adajian, Assistant Director, Interoperability, Unified Women’s Healthcare
The Impact
From Manual Effort to Data at Scale
ELLKAY transformed what could have been a year-long, chart-by-chart effort into an automated clinical data extraction process. By locating, extracting, and formatting the required EHR data at scale, Unified Women’s Healthcare met its clinical trial requirements while saving thousands of hours of manual work and creating a repeatable approach for future data needs.
Saved Thousands of Hours
Eliminated an estimated 8,000 hours of manual effort through automated clinical data extraction.
Delivered Trial-Ready Data
Reformatted and presented extracted clinical data according to Unified Women’s Healthcare’s specific requirements for delivery to the clinical trial company.
Extracted Data at Scale
Retrieved the required clinical information from 50,000 patient charts without chart-by-chart manual review.
Accelerated Clinical Trial Support
Enabled Unified Women’s Healthcare to efficiently meet specialized pharmaceutical trial data requirements that its existing interface engine could not support.
Automated Manual Processes
Replaced a labor-intensive extraction process that Unified Women’s Healthcare estimated would have required a full year of manpower.
Created a Repeatable Approach
Demonstrated a successful extraction process with the potential to expand into additional EHR data areas for future projects.
