Inspiration
MyChart, a platform used by workers at a medical center and patients, is a relatively new technology for patients. MyChart has become pervasive across hospitals but not across patients. Many patients do not have MyChart and are not aware of the sign-up process. We found the current sign-up system, specifically for patients from the John Hopkins Medicine Clinic Center, time-consuming, and confusing for most users.
If the form that a patient has submitted contains any information that mismatches the record that the JHU clinic center has in their database, the patient's request for the sign-up is automatically rejected but is not informed to the patient with any other notification but by giving them no follow-up email. The patient has to voluntarily either contact his or her provider’s office or call the MyChart helpline to fix the mismatch and restart the sign-up process. Also, even after the patient eventually completes the sign-up form on their computer, the patient needs to go to the app store and download the MyChart App to actually use the platform. Based on our research, we concluded that this Sign-Up for MyChart is not accessible and forgivable for patients who might be non-tech savvy and have made small mistakes when filling up their personal information. Therefore, our project focuses on how to make the MyChart sign-up process more timely-efficient and accessible to patients.
What it does
First of all, we divided the sign-up process responsibilities between providers and patients. Since the main problem is patients’ difficulty in setting up accounts, we are suggesting that providers create accounts and send download links to patients through email. This minimizes patients’ burden because they can just click on the link and get started with MyChart right away.
The process of setting up accounts for patients can be divided into four steps. First, patients need to complete a consent form for MyChart. Second, providers use a Structured Query Language (SQL) program to transfer patients’ information to the sign-up form. SQL enables users to extract specific data from databases such as EPIC. It then processes data into a desired format and saves it on a local computer. The SQL program will be customized to the hospital’s patient database. This program will be much more time-efficient than providers manually inputting data. Third, MyChart will send an email verifying that providers have successfully created an account. Then in the last step, providers will send an email to notify patients that their account is all set. Patients simply need to click the download link to install MyChart on their device.
How we built it
The first step in the sign-up process involves the completion of a MyChart consent form. The form had to disclose all information about how MyChart would use the patient’s medical information. Only then would the provider be able to upload all of the patient’s information onto MyChart without violating HIPAA regulations. This form would be sent by email to the patient, the patient would sign the agreement, and send it back to the provider to begin the MyChart sign-up process.
Once the patient has signed the consent form, SimpleStart would utilize a program that automates the data entry process into MyChart. The MyChart sign-up form needs basic patient information, such as their name, address, date of birth, sex, and social security number. The information needed to fill out this form is available in each patient’s medical record that is stored on the Johns Hopkins Hospital’s Epic Clarity database. Our program would be written in SQL, which is compatible with the Epic Clarity. The SQL program would search through the patient’s medical file in the Epic database, extract the information needed for MyChart, and directly upload the information into the online form. This would prevent the provider from having to manually input data to create accounts for each patient, and it would also decrease the number of data-entry mistakes that patients might make when creating their MyChart accounts. All that’s left to do for the provider is to finish the account creation process and send an email to the patient with links allowing them to download MyChart onto their device, and sign in to their account with a username and password.
Challenges we ran into
Our main challenge was to figure out which technology to use for transferring the patient's health records to MyChart sign up form. Since none of our team members are familiar with database management, we had to search for different ways to extract data from the web. We first looked at Web Scraping and the relevant source codes written in Python. From there, we found out that SQL can be used to extract information and save it in the desired format. We still haven't figured out how to develop the actual program, but we learned a lot about database management from this challenge.
Accomplishments that we're proud of
COVID-19 has resulted in a spike in telemedicine visits, causing hospitals to observe an increased strain on virtual management and appointment scheduling. While more patients have signed up for MyChart than ever, this process has not come without problems, and the frustration with the process is shared both on the patient and providers’ side. Previously, the solution for aiding patients in MyChart sign-ups has been to increase the engagement on the providers’ side: more instructions, more access to helplines, and more on-call troubleshooting and advice. However, healthcare providers not only have other, more urgent calls to take but also in-person appointments to handle.
With SimpleStart, we’ve accomplished a new and effective technological feature to both simplify the virtual sign-up process for patients and streamline the workflow for health providers. SimpleStart also solves the pressing issue of health data access: with its seamless and easy registration process, the feature allows nearly all demographics to view their electronic health information—especially the elderly and those who do not speak English as their first language.
What we learned
Through the process of creating SimpleStart, we were able to learn about both MyChart and its services as well as its issues with patient accessibility. We learned about hospital management software, particularly the EPIC database, how it operates, and how it can be manipulated to provide accessible healthcare to everyone especially in an era where technology is predominant in medicine. In creating SimpleStart, we had to look at MyChart through a critical lens to fully understand what made the service inaccessible in the first place especially for those who struggle with technology or may not have English as their first language and so we were able to learn a lot about accessibility in healthcare overall. Additionally, once we determined that our program would create automatic MyChart accounts for patients, we researched and were able to learn about methods of manipulating data to do so through web scraping and SQL which we ultimately used to form SimpleStart.
What's next for MyChart: SimpleStart
Our program at the moment streamlines the process of signing patients up for MyChart, which we’ve determined is one of the key issues of telemedicine at the moment. However, we have not yet addressed how we might simplify the process of navigating information within MyChart, scheduling and attending appointments, and accessing results. Our next steps after increasing the number of patients registered with MyChart would be to make sure that those patients have an equally painless experience using it.
Web scraping technology can be equally useful within MyChart as it is for signing up for MyChart. When patients have access to their entire medical history, it can be overwhelming, confusing, and full of unrecognizable terminology. Our team imagines a summary section, which selects certain key phrases and concerns from patients’ electronic health records to help them focus on their immediate health needs. This would not only clarify health data for a specific patient but also orient doctors quickly, freeing up their time to have more one-on-one consultations.
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