3 Signs It’s Time to Upgrade Your Vital Signs Process

August 18, 2025

Vital signs are the clinical foundation of every patient visit. But when the workflow around them breaks down, it creates delays, errors and frustration—for both patients and staff.

When inefficiencies creep into your vital signs process, they often go unnoticed at first. Yet over time these small issues can lead to bigger problems: longer wait times, reduced accuracy and frustrated team members. If your team is facing any of the following indicators, it may be time to re-evaluate how your systems support them in collecting and recording vital signs data.

1. Workflow constraints lead to skipped steps

Time pressure and workflow complexity can lead to process adaptations like estimating weights or deferring manual BP readings. This isn't about staff cutting corners—it's about a system that doesn't fully support efficiency and accuracy.

A modern digital solution helps remove barriers by integrating technology with intuitive room design. When the process is streamlined, staff can follow best practices more easily and consistently.

Key benefits of upgrading your workflow:

• Reduces process workarounds and variability

• Supports compliance with clinical protocols

• Helps teams stay focused and efficient

2. Inconsistent readings highlight process variability

If re-checks are becoming routine or clinicians hesitate to rely on vital signs data, it may be time to examine the underlying workflow. Inconsistencies often stem from variability in tools, technique or manual transcription.

Connected, automated workflows help standardize the collection process and minimize discrepancies. Devices like the Midmark® Digital Vital Signs Device and IQvitals® Zone™ integrate with the EMR, helping improve data flow and confidence in the data as well as reducing documentation time.

Consider This:

• Manual blood pressure readings are prone to observer bias and transcription error, with variability often exceeding 10% when standardized measurement protocols are not followed. Studies show that the coefficient of variation (CV) for manual systolic blood pressure can range from 10–11%, and for diastolic blood pressure up to 15%, reflecting substantial measurement inconsistency in routine clinical practice. This variability is further emphasized in the American Heart Association’s 2019 scientific statement and supported by AHRQ evidence reviews, which highlight the limitations of manual techniques and the need for validated protocols and equipment.

3. Manual data entry adds hidden workload

Even with the most diligent staff, manually transcribing vital signs introduces time delays and opportunities for human error. These seemingly small inefficiencies can accumulate quickly—slowing throughput, increasing staff frustration and potentially skewing patient diagnoses and treatment protocols.

Common workflow challenges with manual entry:

• Time spent recording and re-entering data

• Increased likelihood of errors and rework

• Helps teams stay focused and efficient

A connected workflow eliminates these pain points. Vital signs data flows directly from the device into the EMR, improving data integrity and enabling staff to spend more time with patients.

Consider This:

• In a 4-provider ambulatory clinic seeing 25 patients per provider daily, an extra 90 seconds per patient for manual vital signs adds up to over 625 hours lost annually. That’s time you could use to improve patient care or reduce staff overtime. Clinics that standardize automated vital signs and weight capture in one location can reduce acquisition and conveyance time by up to 36%.

Real-World Impact: Better Decisions at the Point of Care

Healthcare organizations across the country are already seeing results from connected vital signs solutions.

Ready to streamline your vital signs workflow?

When your vital signs process works against your team, it hurts efficiency, accuracy and the experience for both staff and patients. But with a connected solution tailored to your unique workflow, you can transform it into a strength.

Further Reading:

• The Importance of Accurate Blood Pressure Measurement

• Hidden Costs of Disconnected Workflows in Ambulatory Care

• Better BP Ecosystem Infographic

• Vital Signs Acquisition Infographic

• IQvitals Zone Infographic

• IQvitals Zone White Paperf