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Adopting an Event Management System: Family Health Services' Journey to Streamlined Reporting

 

FHSCover

As Family Health Services of Darke County expanded its service lines, its manual, paper-based event management processes struggled to keep up. The organization was in dire need of an automated, structured solution to improve reporting efficiency, oversight, and staff engagement.

By implementing Performance Health Partners’ (PHP) event management system, Family Health Services revolutionized its approach to compliance tracking, significantly enhancing visibility and operational efficiency.

In this case study, you’ll:

  • Learn how a health center streamlined compliance and risk management processes through automated event tracking.
  • Discover how PHP’s event management system eliminated inconsistencies in reporting and improved department-wide trend analysis.
  • Find out how Family Health Services saved up to two days per month in administrative work while reducing event resolution times.

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The Challenge: Inefficiencies in Manual Event Reporting

 

Family Health Services, a federally qualified health center (FQHC) in rural Ohio, serves nearly 28,000 patients annually with a wide range of healthcare services. However, their outdated paper-based event management system created serious operational challenges, such as lost or misplaced reports that made it difficult to track events effectively and a lack of automation that led to delays in event follow-up and trend identification.

Without an efficient incident reporting system, Family Health Services struggled to identify patterns in events—whether related to patient relations, clinical issues, or pharmacy errors—making it difficult to implement targeted corrective actions.

Charlene Wright, Director of Quality & Risk Management, explained that as the organization grew, it needed a system that would streamline reporting while making data collection and analysis more efficient. “We wanted a solution that would make it easier for staff to report, but also easier for collecting that information and being able to have automated reports that we could capture and take a look at,” said Charlene.

The Solution: PHP's Event Management System

 

After evaluating various solutions, Family Health Services selected PHP based on recommendations from the Ohio Association of Community Health Centers (OACHC), as well as the company’s reputation for user-friendly automation that simplified reporting follow-up.

The implementation process was seamless, with PHP providing a pre-structured framework that allowed for easy customization. The new event management system automated event routing, real-time dashboards, and tracking by department, ensuring that reports were efficiently categorized and acted upon. Charlene said of the implementation process, “It was very smooth, the team was great to work with, and very helpful. PHP set up the initial structure for us, so we didn’t have to do it all from scratch. We still had the ability to make revisions, which was very important to us.”

Since implementing PHP’s event management system, Family Health Services has significantly improved reporting efficiency and data-driven decision-making. The volume of reported events has increased, signaling improved staff engagement and accountability, and the organization has saved up to two days per month previously spent on compiling reports manually.

By replacing their outdated paper process with PHP’s event management system, Family Health Services has been able to strengthen patient safety for its community, highlighting the power of digital automation in streamlining healthcare event management.

 

Let’s Get Started

 

Ready to learn more about how an event management system can help your organization improve event reporting and efficiency? Set up a call with our team to learn how our software can help you meet your goals.

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