Table of Contents
- Myth 1: Loss of Control Over Data
- Myth 2: Compromised Data Security
- Myth 3: Quality Will Suffer
- Myth 4: It’s More Expensive
- Myth 5: Communication Barriers
- Myth 6: Integration Issues with Current Systems
- Myth 7: Fear of Change and Disruption
- Myth 8: Customization and Flexibility Concerns
- Benefits of Outsourcing Clinical Data Abstraction
In healthcare, clinical data abstraction is essential for driving quality improvements and ensuring patient safety. When healthcare organizations contemplate outsourcing data abstraction services, they often encounter certain myths and concerns (objections to outsourcing data abstraction), either from other stakeholders in the hospital or from their own preconceived notions. However, good leaders recognize the need to overcome objections to outsourcing data abstraction to achieve better outcomes.
Moreover, leaders strive to overcome “status quo bias,” a psychological tendency to prefer maintaining existing conditions over making changes, even when change could lead to better outcomes. This bias often stems from a fear of the unknown and a preference for familiarity, which can hinder organizational growth and improvement. By embracing outsourcing for clinical data abstraction, leaders can break free from this bias, leveraging the expertise and efficiency of partners like ADN to achieve higher quality and accuracy in data management.
Therefore, let’s discuss these misconceptions and illuminate the real advantages of outsourcing data abstraction, supported by actual case study insights that address common objections to outsourcing data abstraction.
Myth 1: Loss of Control Over Data
Myth: Outsourcing data abstraction means relinquishing control over data and processes.
Reality: On the contrary, reputable outsourcing partners, like ADN, prioritize transparency and collaboration, providing tools and processes for real-time monitoring of data abstraction, addressing one of the key objections to outsourcing data abstraction. Moreover, at ADN, we intentionally work within your existing tools and processes to ensure you retain control and visibility. Clients tell us it just feels like we’re an extension of their team rather than an external partner.
Case Study: “It was probably one of the smoothest transitions from any vendor standpoint. … I think it’s important to understand that when you outsource, it doesn’t mean you let go of the accuracy or the completion of that data. You don’t ever let go of that. However, when I outsource it, I have another partner. And I am not solely responsible for the obtaining of that data. It actually makes it easier because an outsourced organization has a little broader ability. They’ve got a few more people than you likely have” – Brenda Bruneau, MBA, RN, Assistant Vice President of Quality & Patient Safety, Loma Linda University Health
Myth 2: Compromised Data Security
Myth: Data abstraction outsourcing endangers data security.
Reality: Established companies like ADN invest in top-tier security measures and comply with strict standards, often exceeding in-house capabilities. ADN upholds the highest standards of data security and patient privacy. Additionally, we employ robust encryption and security protocols to protect your sensitive data. Furthermore, we even contract with a 3rd party security company to conduct constant testing of our protocols to ensure we maintain the highest levels of security. Our proactive and obsessive approach to security is why some of the leading hospital systems in the country work with ADN as their clinical data abstraction partner.
Key Performance Indicator: For instance, ADN maintains an A rating from SecurityScorecard.com. Consider checking your hospital’s rating on this site to see if it maintains the same quality score.
Myth 3: Quality Will Suffer
Myth: External teams can’t match the quality of in-house abstraction teams.
Reality: Outsourcing companies specialize in clinical data abstraction and have a team of experts dedicated to ensuring accuracy and consistency. They often have rigorous training programs and quality assurance processes in place to maintain high standards. For example, ADN employs a rigorous vetting and hiring process that includes knowledge tests. With our Inter-Rater Reliability process and other proprietary tools and processes, ADN maintains industry-leading accuracy, upholding a minimum of 98% accuracy across all abstractors, all measures, and all clients.
Case Study: As a result, by outsourcing clinical data abstraction to ADN, Baptist Health Louisville achieved superior accuracy and efficiency, and went on to earn the Platinum Performance Achievement Award from the American College of Cardiology. This transition allowed the hospital to focus on proactive quality improvement rather than data collection, demonstrating the core value proposition of ADN’s data abstraction services.
Myth 4: It’s More Expensive
Myth: Outsourcing data abstraction is costlier than keeping it in-house.
Reality: Reduced overhead (usually only including direct costs such as salary, benefits, and taxes) and reallocation of resources often result in substantial cost efficiencies. But hospitals shouldn’t just take our word for it. ADN encourages the use of a Cost-Benefit Analysis Template for Clinical Data Abstraction, allowing quality leaders to explore the ROI of Outsourcing Data Abstraction and think through this myth using real data. The template also ensures consideration of the indirect costs such as those associated with turnover, hiring, and training, as well as opportunity costs in healthcare of the quality department and its leadership, helping to overcome one of the main objections to outsourcing data abstraction. All cost assumptions in the Cost-Benefit Analysis are based on vetted data sources.
Case Study: For instance, a Pennsylvania facility was able to get ADN’s Core Measures application and outsource their entire abstraction workload for less than they were paying just for their previous vendor’s Core Measures application. Having been reassured by a smooth onboarding process, the facility quickly turned to ADN for help with a backlog in one of its registries. They learned firsthand that partnering with ADN means having an extended team of experts they can count on for support.
Myth 5: Communication Barriers
Myth: Outsourcing leads to communication issues.
Reality: Effective communication is a cornerstone of successful outsourcing partnerships. Reputable outsourcing partners, such as ADN, prioritize transparent and consistent communication, providing dedicated account managers and regular updates to ensure smooth interactions and address any issues promptly. In addition, ADN’s approach involves integrating seamlessly with your team, so it feels like an extension of your department rather than a separate organization. Thus, this ensures that information flow is uninterrupted and all parties are always on the same page.
Case Study: While the prospect of transitioning one’s abstraction process to an external partner had the potential to give pause, the Director of Quality and Outcomes for Alameda Health System reported that ADN’s open and timely communication thoroughly alleviated that concern. “I think communication has been wonderful,” she said. “ADN has been really responsive. Everyone has been easy to reach. When we reach out for a question, they’re very responsive. We have a bi-weekly check-in just to understand any issues or any trends they’re seeing.” With the right partner in place, post-outsourcing strategies should feel less like a separate company and more like an extension of your team. – Alameda Health System
Myth 6: Integration Issues with Current Systems
Myth: Outsourcing leads to integration challenges with existing systems.
Reality: Modern outsourcing solutions are designed with compatibility and integration in mind. ADN’s services are built to seamlessly integrate with existing Electronic Health Record (EHR) systems and other data management tools used by healthcare facilities. As a result, this ensures that there is no disruption in data flow and that all processes continue smoothly without the need for significant changes to the current systems.
Case Study: “When we made the transition to ADN, it was probably one of the smoothest transitions from any vendor standpoint. And I’m not just talking about abstraction. We use vendors for lots of things in hospitals. It was a very, very smooth transition to onboard all of the work that we’d previously been doing with another vendor. And again, we don’t just do Core Measures. We do our Joint Commission measures for our Primary and Comprehensive Stroke, and all of our cardiac registries were transitioned for both adults and pediatrics. And that relationship was quickly established through the customer service, the attention to the account, and the communication that occurred during that transition and ever since.” – Loma Linda University Health
Myth 7: Fear of Change and Disruption
Myth: The transition to outsourcing is disruptive and risky.
Reality: Certainly, change management is a key component of successful outsourcing transitions. ADN supports smooth transitions, guiding you through a step-by-step onboarding process. Moreover, their team works closely with your staff to minimize operational disruptions and ensure a seamless shift. With our structured approach, ADN helps facilities adapt to new processes efficiently, reducing the perceived risks associated with change.
Case Study: What set ADN apart from other outsourcing vendors, according to Wyoming County Community Health System, was ADN’s dedication to customer support and expertise. As Tonya Beardsley, Quality and Risk Management Coordinator at Wyoming County Community Health System emphatically states, “I can say that since I began, the ADN team has been extremely helpful in answering any and all questions I have in a timely manner. Usually the same day!” This level of support was transformative for Wyoming County Community Health System.
Myth 8: Customization and Flexibility Concerns
Myth: Outsourcing data abstraction lacks customization to meet specific organizational needs.
Reality: Clinical data abstraction outsourcing partners like ADN offer highly customizable solutions tailored to fit the unique needs of each organization. ADN works closely with clients to understand their specific requirements and provides flexible options that align with organizational goals. For instance, some facilities only need help with some registry abstraction, some partner on a PRN basis, while others decide to offload their entire data collection burden to focus their in-house personnel on using the data to improve care. This ensures that the services delivered are not only relevant but also enhance operational efficiency and meet the specific demands of the healthcare facility.
Case Study: ADN has multiple clients who started out abstracting just one measure or registry or just partnered to solve a backlog crisis. However, most of them go on to fully outsourcing once they experience the relief of lifting their data collection burden, allowing them to focus on their core competency of improving patient care.
Benefits of Outsourcing Clinical Data Abstraction
Outsourcing data abstraction to partners like ADN brings numerous benefits including cost savings, access to specialized expertise, and enhanced data accuracy—proving that Smartsourcing is more than just a survival strategy. By understanding the reality behind common myths and effectively addressing objections to outsourcing data abstraction, healthcare leaders can make informed decisions that support their strategic goals and drive quality improvements.
Moreover, with an outsourcing partner dedicated to accurate and efficient data collection, your team can eliminate distractions and focus on its true core competency – improving patient care. Together, we can harness the power of specialization to reach new heights in healthcare quality, driving mutual success through our combined expertise.
