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Would you like to exchange best
practices and ideas to improve care,

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enhance operational efficiency,

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and address financial
challenges with your peers?

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Becker's Healthcare is facilitating these
conversations at their eighth annual

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health IT digital health and RCM meeting.

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You can check your eligibility for
complimentary attendance at the Lincoln,

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the description. We are excited
to welcome you in October.

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This is Laura Dedo with the
Becker's Healthcare Podcast.

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I'm thrilled today to
be joined by Dr. Sh Aja,

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director of ambulatory E m r and portals
at Stanford Medicine Children's Health.

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Dr. Aja is a pleasure to have
you on the podcast today.

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Thanks for having me. I'm, I'm
very, um, excited to be here.

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Excellent. Well, I know we've got
a lot to talk about and, you know,

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it's definitely, um, such an important,
interesting time in healthcare today,

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and especially thinking
about children's health and,

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and the real needs for pediatric
healthcare in this country.

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But before we dive into my questions,

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can you tell me a little bit more
about yourself and your background?

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Sure. Um, again, my name
is John and I am, uh,

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director over ambulatory and portal at
the Stanford Stanford Medicine Children's

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Health. And, um, I oversee, um,

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all our ambulatory clinics,
workflows, special primary care,

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and, uh, patient portals,

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as well as some health information
exchange across the organization.

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And, uh, from a background perspective,
I, um, I've been with Stanford, uh,

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children's for the past, um, eight
years in this current role. Um,

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from a background
perspective, I'm a physician.

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My background a foreign graduate,
originally from Turkey. And, uh,

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I'm working in the healthcare IT industry.

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That's fantastic to hear,

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and I'm excited that you'll be able to
bring this very unique perspective to our

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conversation because I think, you know,
you, I can imagine, see a lot in our,

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a very important connector within the
organization from the E M R and portals

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through the h I e and all of that.
So, you know, given your role in,

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in everything that you oversee,

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what are some of the
opportunities that you really are,

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are looking forward to at Stanford
Medicine Children's and, uh,

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the headwinds that you
have your eye on as well?

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Sure. Um,

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so I think we are in a unique time and
space in healthcare, in, in this country,

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especially post pandemic.
There is a lot of, um,

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focus on digital patient experience
and also digital healthcare worker and

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provider experience.

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So some of the things that we're
working on is to how to make the patient

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experience more streamlined and
flawless while using digital tools.

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Um, especially as an organization
who's in Silicon Valley,

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that is a very big priority
for us because, um,

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a lot of our patient population is
very used to use digital tools in,

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in different things as well
as our, um, workforce. So, um,

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some of the things that are in
our focus right now is that, um,

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definitely digital from a digital patient
experience perspective, the use of,

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um,

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some language processing tools
to be able to help patients to

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navigate better, especially
in the portals, uh, use. Um,

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I oversee the portals team and, uh,
we are trying to integrate some, um,

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auto response and chat bot to our portals
patients experience at the moment.

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Uh, one other thing that our team is, um,

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currently focused on
is to improve some, uh,

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workflows from patient, um, perspective.
Like for, for example, in the past,

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patients would fill questionnaires on
papers when they come to the clinic and

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someone would like manually enter them,
but right now we are trying to get that,

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um, in a more digital
workflow format. So, um, it,

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it creates a better patient
experience and better clinical, um,

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patient reported outcome. Um,

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one other aspect is that
especially with the changing, uh,

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environment in healthcare,

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lot of organizations are now moving into
eConsults or virtual visit workflows,

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and we are following the same, um,
especially around, um, getting,

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uh, virtual visits and eConsults
on, uh, electronically, uh,

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is one of our top priorities.

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We are trying to roll out more
electronic referrals. Um, the, it's,

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it's a very challenging for a physician
office to send referrals in different

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ways to different places. Some
of them are on paper, you know,

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they're being faxed or some of
them are via phone and and such.

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But we're trying to utilize the
seamless EMR integrated, uh,

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referral workflow so our team can
resi receive the referrals with

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fully populated patient
information on the EMR and can, um,

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schedule patients with ease
and, and more efficiently. Um,

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some of our other focus,

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because we are unique in Stanford
Children's from a teen and uh,

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adults from care perspective is
the teen and adult confidentiality.

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We also oversee ob ob gyn patients.
So, um, for adult confidentiality,

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some wounds care issues is also, um,

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on our focus with the current
developments in the, in the country. Um,

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so my team is constantly working on
how we can make the information shared

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across, uh, you know, between the
patients and the caregivers appropriately,

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while we are also adhering to
their confidentiality needs. Um,

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and also lastly, I would say, uh, we
have a lot of focus on health equity, uh,

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from a social determinants of health,
uh, perspective. Mike team also oversees,

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uh, the infrastructure and
workflows for our team band,

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which is an essentially a fully
equipped clinic that is on RV and goes

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to, uh, underserved areas,
uh, to help support, um,

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teen health in, in schools. So a lot of,

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lot of things exciting things are
going on, and we're trying to, um,

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make sure that we evaluate new technology
to make a difference for our patients

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and our, uh, healthcare, uh, workers.

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That's amazing to hear. And you know,

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that focus on making sure you've got the
digital tools available and information

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that's shareable and easy
for, like, as you said,

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the healthcare workers as well as
the patients and their families, and,

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and improving that access to care
I know is so, so critical, um,

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and really makes an impact on the
patients you're serving. Now, you know,

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when you look at what's happening in
healthcare today, are there any, uh,

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challenges or roadblocks
as you, you know, are,

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are trying to deliver some of this great
patient experience and additional, um,

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digital tools and technology
and data? You know,

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what kind of challenges
do you run up against?

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I would say probably, uh, one of
the biggest challenges is, uh,

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very complex regulations around
patient data sharing that we're, um,

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we're, um, experiencing,
you know, cures act,

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which we fully support empowers
patients to have their own data at, at,

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at their own, um, hands, uh, in a very,
very timely manner. But then with that,

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there is also keen confidentiality in a
very complex relationship between teens

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and guarantors and proxies and who can
see what, um, so we are discovering,

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um, that is one of the
major challenges in,

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in our work to both empowering
people with their own data on, uh,

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on the right time, but also adhering
to confidentiality. And, um,

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our organization is actually
leading in that space, our, uh,

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clinical teams and rci and
we've had a lot of, um,

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work going on and published,
um, articles and, and, uh,

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research on this about like how important
it is to keep the teams empowered. Um,

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so I would say that conflict between the,

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some of the rules and regulations
are making our, our lives harder.

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Um,

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the other challenge that I would point
out is that technology is growing really

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fast and, uh, moving, you know,
at a fast speed, and it's,

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it's a challenge to keep up with all the
new tools that are available and to be

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able to effectively choose from a large
inventory of tools that does pretty

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much similar things, but have
different potentials for the future.

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That is another challenge. And
I think the whole, like virtual,

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um, the whole like virtualization
of workspaces and, uh,

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mobility of both the patients and
providers are adding to another, uh,

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layer of challenge for us.

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In the past when everything was handled
in a closed circuit health system,

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we had more control over
infrastructure, for example, you know,

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which devices are used and which
are, um, uh, which are, uh,

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utilized in a more efficient
way. And, uh, but, but now with,

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with everything being like
more mobile and virtual,

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we are in a position where we have,

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like our providers and patients are
connecting from different locations,

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from different, uh, infrastructures
and different devices,

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and the solutions that we roll out
should be uniformly applicable to

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all of these, um, use cases. Um,

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and that's one of the big
challenges I think like with the,

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the whole digital health domain
that we do not have to not only

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make the, the tools and um, solutions
available in our o own infrastructure,

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we should also think about
the infrastructure of the
person off the other end

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and where they're connecting with what,
which is I think is a huge challenge.

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Yeah, absolutely. I can imagine,
you know, with just so many, um,

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different options available in, in devices
and technology. So that's a really,

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really great point. Now, I,

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I know that right now as we've talked
through a little bit, you know,

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healthcare is obviously evolving
and changing and, um, you know,

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growing all the time.

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So how do you think about growth from
your perspective within the organization

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and then adding value to Stanford Medicine
Children's on, on a consistent basis?

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Sure. Um, so like you mentioned, I
think the overall healthcare is in,

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in its transformation itself.
And as an organization,

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we are also constantly growing
within the past eight to 10 years.

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We went from like about a hundred
thousand visits to, um, over 600, 700,

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close to 700,000 visits now. So, um,

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it's always a challenge to keep up
with expanding patient population,

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expanding geography,

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and also expanding services because
we also continue to add, uh,

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new specialty services and
very unique services for, um,

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specialty care, um, in our,
in our organization. Um,

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there's also a growth from an increased
demand perspective from patients. And,

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um, they do want their needs
to be addressed digitally,

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especially after pandemic.

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I think a lot of things
converted to a ver being virtual,

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and there's definitely an expectation
both from our patients and from our

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workforce, um, to, um,

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keep things virtual and make it more
efficient at the same time. So, um,

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that is something that we're also taking
into account from a growth perspective.

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It, I, I already mentioned this, but I
I think it's worth to call it out again.

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Um, the new rules and
regulations are also, um,

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growing the need for being
really mindful and, uh,

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about the confidentiality.
Um, so for example,

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some of the new tools
that we're rolling out,

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if we don't think about from a
confidential to lens, uh, they,

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they really easily can, um,

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compromise some of the
confidentiality team confidentiality.

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So that is also one part of the, uh,

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work we're taking into account
while we're growing. And, uh,

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lastly I would say there is a huge, um,

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transformation around the ai and
every, every morning I wake up to news,

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like, check this and that, or
AI is used in medicine in, in,

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in, in a different way
than before. So, um,

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I think those are also the tools that
we're trying to tap into and utilize

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to help with our growing patient
population, growing geography,

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and growing digital needs.

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Absolutely. I think that's
a great point. And you know,

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we're definitely throwing in, um,

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a lot of the new technologies with
artificial intelligence, you know,

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is is constantly, um, offending
the field and, and you know,

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coming out with new capabilities,

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which I'm sure in healthcare is in
some ways is, you know, very helpful,

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but in other ways it can certainly
be a challenge to just make sure,

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as you were talking about, rules and
regulations are followed, um, in and, uh,

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on all fronts. So, um, that, that's so
interesting to hear. Now, I know, um,

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right now healthcare resources
especially are scarce and valuable,

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whether it's time or energy from
healthcare providers and workers or,

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um, financial resources.
So from your perspective,

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what do you see as being
some of the most important,

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either risks or investments that, um,

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healthcare organizations should take to
especially make sure that, um, you know,

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they're, they're meeting their goals,
whether it's on a clinical side or,

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or some of the other operational
things that they're trying to do?

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Sure. Um, I think one of the
big focus areas should be, uh,

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focusing on patient experience,
experience overall because, uh,

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now we are in a different ecosystem,

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especially with the rise of
digital tools and also, um,

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digital literacy from a patient's
perspective. Um, and, um,

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you know, one of, one of those,

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one of the most important things
is to be able to utilize the tools

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in a seamless way.

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So actually the patient experience
feels seamless from the patient

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perspective, which, which starts with
like a digital front door and then,

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you know, allowing patients to
be able to self-schedule, um,

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and then even like looking at their
results and everything else online and

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having, having interactions with the,
with their, uh, physicians or providers,

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uh, online as well. Um,

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I would also say probably
another investment or focus
that should happen in this

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year and in the coming years is the
whole digital transformation concept. Uh,

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many organizations are already, uh,
in, in that transformation process.

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And from a digital transformation,
I think we should also,

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we should consider that it's not only
moving things to digital because we are

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already there. I mean that's what the IS
departments are it departments are for,

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but also looking at how we can
transform the way we work, um,

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where we put our resources and
how do we utilize our resources

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most effectively. One of the things that
we're observing is, um, how we can, um,

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transform the work that is done in a
repetitive fashion and automatize it

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while we are using our resources
to do a deeper work and,

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and enhance the system further. Um,

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so probably patient experience and
digital transformation is the top, um,

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priorities for us and, um,

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I think they're worth to make
more investments than looking, um,

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more into.

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Absolutely. I love that. And I
think that's such a great point in,

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in making sure the patient experience
is seamless and easy and that digital

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transformation is possible. And I know
it's easier said than done. So, you know,

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from your perspective, um,

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what's kind of the most
important thing to keep in mind,

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especially for organizations that
might be early on in their digital

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transformation journey, you know,

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to really build in that patient experience
from the, um, early side of the,

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the digital transformation versus
trying to add it in after, you know,

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you've got your platform set
and those kinds of things.

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Sure. I would say like in our, uh, first
assessments, what we found is that, um,

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workflow standardization is the key
because unless the workflows are

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standardized, that, uh,

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the whole transformation to a digital
experience is not really gonna work. And,

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uh,

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we are learning it from other healthcare
systems going through a similar journey

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and we're also observing it
internally. Um, one, one example,

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for example, we're trying to roll
out like more and more virtual, um,

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patients have scheduling
tools and, and virtual tools,

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but if it's not standardized, um,

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it becomes a very challenging
task and the end users

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and the patients do not, um,

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like the experience that they're going
through and it becomes also a maintenance

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nightmare.

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So I would say probably the workflow
standardization is one of the key

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thing. And also looking at from
a patient journey perspective,

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for example, if you are rolling
out something electronically,

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there should be a consensus across the
organization to stop doing it in other

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ways. Because I'll give a very
simple example. For example,

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if you are rolling out your questionnaires
electronically to a patient,

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if I'm a patient and if I fill that
questionnaire electronically at home on my

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mobile device and then I go to the clinic,

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if I'm being giving the same questionnaire
in the clinic on paper to fill it,

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again, that is a horrible patient
experience for me as a patient.

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So I think just to make sure that we are,

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while we're designing
these digital workflows,

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we're also looking at
their counterparts on,

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on paper or manual counterparts
and ensure that we don't end up

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doing duplicate work for
ourselves or having patients to,

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um, do duplicate work for us.

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So I think that is one of the key points
that we're discovering and trying to,

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um, build workflows to accommodate that.

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That's great insight and definitely
makes a lot of sense. Uh,

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thank you so much for sharing that.
Now, before we wrap up our discussion,

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I wanted to ask you, taking a
another look, um, through the future,

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where do you see some of the
best opportunities for you and,

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and your teams to grow and develop?

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Um, I think from a growth
and future of healthcare, um,

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the rise of AI is something that
is already here and it's gonna

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be, I mean, <laugh> every day
I'm seeing like some, you know,

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exciting news about the AI and that
sounds scary news about AI and how it's

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kind of gonna be out of
control and whatnot. But to me,

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I do see this as a new tool to add
to our inventory and I think it

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can have like huge implications
to help us with documentation,

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which can be very heavy from time to
time, patient engagement, you know,

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image interpretation,
predictive analytics,

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like basically anything that we can
um, integrate into successfully,

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we should look into it.

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And I think just to understand the
benefits and limitations of this new

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tool and how it can help us, um,

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both from a patient perspective and our
workforce perspective is gonna be very

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important in the future. Um,

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I would say the other one which we already
talked about partially is the whole

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like patient journey and medical life
cycle from a patient's perspective.

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I think with the new tools that we're
integrating more workflows into each

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other, uh, we're going from a fragmented
patient experience to a full patient,

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um, journey, patient experience cycle, um,

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starting with wellness and
going into an acute care,

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I think those are the areas, um,

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that we will have the most opportunities
and growth in the future and make it,

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um, make it better for our
patients and their families. Um,

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data sharing is another
one, and with that, um,

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comes not only data sharing
to healthcare of the patients,

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but also data sharing with the
patient to empower them more, um,

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which is I something that is
also, um, we need to consider. Um,

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and then I already mentioned that
innovative technology to support model for

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both patients and workforce we're in
a different world after the pandemic.

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And I think that, um,

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two or three years helped us to understand
like some of the work can be done

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anywhere in the world, um,

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and that is something we need to take
into account and consider while we're, um,

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building our strategies for the future.

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00:19:41,400 --> 00:19:43,570
What a great point. And Dr. Agen,

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thank you so much for joining
us on the podcast today.

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This has been a really fun
and an interesting discussion
and I look forward to

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connecting with you again soon.

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Thank.

