Client Success with iMIS

Texas Medical Association COVID-19 Response

Texas Medical Association Success with iMIS Membership Software

N95 respirators are critical pieces of personal protective equipment (PPE) that are used by physicians and healthcare providers to protect from airborne particles and liquid contaminating the face. In September 2020, in the midst of the COVID-19 pandemic, the State of Texas called on the Texas Medical Association to distribute 12 million N95 respirators, KN95 masks, and surgical masks to physicians around the state.


Nearly every TMA and TMAIT staff person volunteered their time to perform this Herculean task and we were so proud of the way they stepped up — particularly in the midst of the Coronavirus pandemic. Getting these masks distributed quickly was literally a matter of life or death and our team really came through. ASI has been a great partner over the years and we knew the iMIS EMS platform was powerful and flexible enough to help us develop the online forms and processes we needed to get the job done.
 

Challenge

While understanding the urgency and critical need to distribute the masks quickly, TMA was not initially prepared for the task — but they knew they had to make it happen. Located in a typical office building in downtown Austin, TMA wasn’t set up for 13 tractor trailers to pull up and unload a massive number of pallets. They had nowhere to store the pallets and no staging area to pick and pack the masks. They had no online ordering system for physicians to access and they also weren’t equipped to ship out the large volume of packages. They had to start from scratch and get creative — with limited staff due to the pandemic.

Solution

With most staff working from home, TMA’s parking garage was nearly empty, so they decided to store the masks there. Doing whatever it took to meet the need, employee volunteers from TMA and the Texas Medical Association Insurance Trust (TMAIT) worked together over a 6-month period to distribute the masks to smaller counties around the state.

Next, the TMA team created an online form that could be connected to an inventory tracking system so they could pick the product, create packing/shipping paperwork, charge for shipping, and print shipping labels. The online form connected to iMIS and utilized the advanced order entry module, which included inventory tracking. This was then connected to the UPS API to print labels.

Results

From September 2020 to March 2021, TMA processed orders for and shipped out nearly 12 million masks — thereby assuring that physicians around the State of Texas received the vital PPE they needed. Their shipping volume went from just 10-20 packages per day via UPS to more than 100!