--- title: "2019 AWARD FINALIST SPOTLIGHT: University Health Network - Finalist in the Technology Enabled Process Automation Project Category" description: Read this article about University Health Network, one of our finalists, in the category Best Achievement in Technology Enabled Process Automation! image: https://insights.btoes.com/hubfs/UHN%20Logo.png --- - [**PRO**QIS.com](https://www.proqis.com/) - [**PRO**QIS DIGITAL](http://www.proqisdigital.com/) - [**Careers PRO**QIS.com](https://proqis.com/careers) - [Get in Touch](http://proqis.com/contact) - [BTOES Annual Conference](http://btoes.com/) - [Follow us @BTOESInsights](https://twitter.com/BTOESInsights) - - - - [BTOESInsights](https://twitter.com/BTOESInsights) [![Subscribe](https://no-cache.hubspot.com/cta/default/480025/5d873dce-ed40-4bb4-a155-8f9b6a7167d5.png)](https://cta-redirect.hubspot.com/cta/redirect/480025/5d873dce-ed40-4bb4-a155-8f9b6a7167d5) - [Home](https://insights.btoes.com) - [BTOES Annual Flagship Conference](https://btoes.com/home) - 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Finalist in the Technology Enabled Process Automation Project Category](https://insights.btoes.com/2019-award-finalist-spotlight-university-health-network-finalist-in-the-technology-enabled-process-automation-project-category-0-0)   [Process Automation](https://insights.btoes.com/topic/process-automation) [Award Finalist Case Study](https://insights.btoes.com/topic/award-finalist-case-study)   Read this article about University Health Network, one of our finalists, in the category Best Achievement in Technology Enabled Process Automation, selected by the [independent judging panel](http://btoes.com/judging-panel), for the 2019 Business Transformation & Operational Excellence Industry Awards program. [Click here to read articles on other finalists.](https://insights.btoes.com/2019-btoes-awards-finalists)   *![UHN Logo](https://insights.btoes.com/hs-fs/hubfs/UHN%20Logo.png?width=520&name=UHN%20Logo.png)*      ![pillar%20page%20line%201](https://insights.btoes.com/hs-fs/hubfs/pillar%20page%20line%201.png?width=830&name=pillar%20page%20line%201.png)   **UHN Learner Registration Program** **Background** University Health Network (UHN) is an international source for research, patient care and education and consists of four hospitals, five research institutes, and a post-secondary institution.  In order to meet the emerging health demands and respond to dramatic changes to our environment, University Health Network (UHN) is transforming our organization to be a **Learning Health Organization**; an organization that focuses on continuous learning to improve our efficiency and effectiveness on our patient care delivery.  Our clinical learners, which includes residents, fellows, medical students, nursing, and health professional (HP) learners, are valuable assets to our organization.  Each year, we welcome over 5500 clinical learners.  These learners are expected to provide patient care the first day they arrive at UHN.   ![UHN Learner Registration Team 2-1](https://insights.btoes.com/hs-fs/hubfs/UHN%20Learner%20Registration%20Team%202-1.jpg?width=600&name=UHN%20Learner%20Registration%20Team%202-1.jpg)   **Challenge** Learners should have access to our Electronic Patient Record (EPR) the first day they arrive in order to provide clinical care, as they need access to read patient health history and order medications and tests.  The current delay in accessing clinical systems for learners has an impact on **patient** **safety** and workflow efficiencies.  Every July, we have approximately 1300 learners arriving at UHN within a 2-week period (see Figure 1 July Learner Onboarding).  To onboard thousands of learners in a short time period creates tension to our system. We hear of learners waiting **3** to **5 days without access** to **electronic patient information.**  Through survey feedback, only **40%** of learners are getting access to EPR by the first day they arrive.    ![Figure 1 UHN](https://insights.btoes.com/hs-fs/hubfs/Figure%201%20UHN.png?width=449&name=Figure%201%20UHN.png) *Figure 1: July Learner Onboarding*   **Key Outcomes** The main driver for this program is **safety**.  Learners need prompt access to electronic patient information.  Our program has taken an innovative approach and used process automation in driving efforts to improve the onboarding process for our learners to ensure they have access to critical functions that allow them to provide **safe** and **quality patient care**.  As part of streamlining the onboarding process, we automated many antiquated processes, which resulted in saving approximately *7560 working hours* annually (across various groups including education coordinators, learners, and technical support staff).  We **decreased** the actual **work effort by 97%, 75%,** and **88%** in creating an Active Directory, Pyxis (Medication Dispensing), and EPR accounts respectively.  We **increased** the **speed** from requesting to getting an **EPR account ­**by **99%.**    [![Copy of Provide an Excellent Customer Experience with the perfect Mobile Customer Journey. (24)](https://insights.btoes.com/hs-fs/hubfs/Copy%20of%20Provide%20an%20Excellent%20Customer%20Experience%20with%20the%20perfect%20Mobile%20Customer%20Journey.%20(24).png?width=323&name=Copy%20of%20Provide%20an%20Excellent%20Customer%20Experience%20with%20the%20perfect%20Mobile%20Customer%20Journey.%20(24).png)](https://insights.btoes.com/btoes-awards-spotlight-finalists-case-studies)   Prior to automation, creating an EPR account took an average of 4 days from request to getting an EPR password; it now takes less than 7 minutes.  Furthermore, our organization went from more than *25 different* registration processes for learners to now only *one* registration process.  Some additional benefits include the cost savings that we are able to achieve through automation.  We use a third party provider to conduct our account creations; through automation, we estimate our savings to be at least **$300,000** annually.  Please see Figure 2: Key Efficiency and Cost Savings.   ![Figure 2 UHN](https://insights.btoes.com/hs-fs/hubfs/Figure%202%20UHN.png?width=528&name=Figure%202%20UHN.png) *Figure 2: Key Efficiency and Estimated Cost Savings*   ![pillar%20page%20line%201](https://insights.btoes.com/hs-fs/hubfs/pillar%20page%20line%201.png?width=830&name=pillar%20page%20line%201.png) ## **About the Awards** The **Business Transformation & Operational Excellence Awards** have been established to showcase globally the most outstanding organizational achievements through the application of Operational Excellence programs. Click here to view the Press Release. The winners for all categories and for The Platinum Awards will be announced at The Business Transformation & Operational Excellence Summit & Industry Awards on Wednesday March 20th, 2019, from 6.30pm, in the Venetian Ballroom at the Loews Portofino Bay Hotel at Universal Orlando Resort®.  The Business Transformation & Operational Excellence Awards are open to all organizations, both private and public sector, across the globe, which have implemented Operational Excellence programs to deliver outstanding business results. The 2019 Awards will be held in conjunction with the Business Transformation & Operational Excellence World Summit on **March 20, 2019** in the **Venetian Ballroom** at the **Loews Portofino Bay Hotel at Universal Orlando™**   ## ![pillar%20page%20line%201](https://insights.btoes.com/hs-fs/hubfs/pillar%20page%20line%201.png?width=830&name=pillar%20page%20line%201.png) ## **BTOES.com** ## **The issues in this article are just one of topic areas that are going to be discussed at the** [**Business Transformation & Operational Excellence World Summit & Industry**](http://btoes.com/) **(BTOES19).** March 18-22, 2019, Loews Portofino Bay Hotel at Universal Orlando Resort® BTOES is the industry’s biggest and best, senior-level, cross-industry gathering of Business Transformation & Operational Excellence industry leaders and senior executives. 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