Did you just say Outsourcing Medical Records Processing? Presented By: DataFile Technologies

Transcription

1 Did you just say Outsourcing Medical Records Processing? Presented By: DataFile Technologies

2 About the Presenter Andrea Umbreit, MPA Director of Business Development DataFile Technologies

3 About DataFile Technologies Privately held, growing company Headquartered in Kansas City Specializing in healthcare Experience working with all major EMRs Business based on transactional model Services:

4 What is your staffing situation? Awesome Becky Excuses Becky Vacation Becky

5 What is Release of Information (eroi)? ROI is the transfer of protected health information (PHI) between health care providers, law firms, insurance companies, patients and other third parties. 1. Billable Requests a. Insurance, Legal, Disability b. Third Party requestors c. Patient Requests (4-6%) 2. Continuity of Care 3. HIPAA a. 30 days to process b. State laws will trump Federal laws c. Burden of liability for breaches and violations 4. Billing a. Do you charge and how much? b. How often do you collect and what does it cost YOU?

6 ROI Requesters

7 Example: ABC Orthopedic In House ROI Stats: 10 provider Orthopedic practice seeing 1,500 patients monthly Monthly Revenue from ROI: $ 2,000 Direct and indirect costs (average) 1,860 $ 140 (7% profit) Direct Costs: Labor Paper, toner, postage Indirect Costs : HIPAA risk mitigation Customer service Management Phone calls Training and benefits What s the ROI on in house ROI? 60% - Loss 20% - Break Even 20% - Profit Where do you fit into this group?

8 Traditional Outsource Model On-site use of practice s resources Timing Take up to 7-10 days Increased phone calls Customer service suffers HIPAA liability ownership High opportunity for risk Lack of technology and security

9 Why DataFile #1 Why does 24 hour turn-around matter? Decrease in phone calls and customer service issues Better service to patients

10 #2 Why DataFile

11 The DataFile Difference Fully outsourced Remote, working within your EMR HIPAA Secure Connection Cross-trained professional staff No down-time Full transfer of liability Save money Save time HIPAA Experts Advocate for your patient s rights and your practice s best interest

12 How It Works: Step 1 Step 1 Establish HIPAA secure network connection

13 How It Works: Step 2 Step 2 Set up a user in the EMR for DataFile

14 Step 3 How It Works: Step 3 Scan/attach request to the appropriate patient and task or message to user DataFile

15 What we do in your EMR We provide the HIPAA dissemination and request analysis to pull together the records requested for distribution

16 What we do in your EMR We timestamp our actions to document chain of custody: HIPAA mandates Your defined communication protocols

17 Start a Request to DataFile

18 Status Update on Request

19 eroi is at no cost to you! Billing DataFile bills the requestors of the medical records! Rates are based on your state s guidelines Non-billables we mirror your practice protocols 1:1 ratio of billable to non-billables

20 The United States

21 Why outsource your ROI? Improve customer service eroi helps redistribute practice workload to more patientfocused activities Function seamlessly during staffing transitions Offer rapid response 24 hour turnaround! Eliminate training expenses Decrease calls Transfer HIPAA liability to Business Associate

22 The Bottom Line What is the cost for eroi services? Typically NONE The variables involved in eroi include Specialty Number of Providers State

23 What is efiling? Monitoring your fax server and scan inbox continuously throughout the day.

24 We file and appropriate each document within patient charts, routing and messaging where appropriate. What is efiling?

25 The Need for efiling Background: A DataFile release of information client presented the need to DFT during a staffing transition. Save Time Save Money Improve Consistency

26 Common Mistakes Clinical staff often filing incoming documents and their time is very valuable. Time is wasted searching for misfiled or not yet filed documents. Faxes are being printed off and scanned back into system. Consistency of filing protocols among different staff Documentation on health care salaries:

27 Why outsource? Management Expense! HIPAA Liability Consistency No down time

28 How it Works Step 1 Establish HIPAA secure network connection

29 How it Works Step 2 Set up a user in the EMR for DataFile

30 How it Works Step 3 Check fax & scan inbox for incoming documents ALL DAY

31 How it Works Step 4 Look up the patient in the EMR

32 How it Works Step 5 Select folder to file in

33 How it Works Step 6 Label document and assign to appropriate party CBC, CMP , Quest Labs CBC, CMP 06/01/12 Outside Labs

34 What Types of Documents? Examples: Radiology Reports Release of Information Requests Consults Documents Needing Signatures Pre-Authorizations Prescription Refill Requests Labs Outgoing Needs Referral Requests Pre-Op Records from Outside Providers Billing and Insurance Miscellaneous Faxes

35 Each Document Handled Per your Protocols

36 Example Consult Filing

37 Example Lab Document filing with orders

38 On Going Management DFT Service Level Agreement

39 Pricing Based on number of documents filed per month. 1,000-10,000: $0.69 per document 10,001 20,000: $0.65 per document 20,001 25,000: $0.59 per document 25,001 and up: $0.55 per document Daily minimums apply (35 per day)

40 12 provider practice Example: ABC Internal Medicine 5,000 incoming documents per month DataFile Cost: $3,450 per month VS. 300 documents per day average are allocated by: RN sporadically throughout the week as needed MA 4 hours per day Front Desk Staff As needed Often the documents are not filed consistently and are not ready for patient visit ABC Internal Medicine Labor Cost: $4,900

41 Example: Acme Bone and Joint Cost for You to Manage this project In-House National Average Received Documents Per Day (Based on Size and Specialty) 200 Number of Providers 4.5 Documents Per Provider Labor Hourly Costs* $15.00 (hourly pay plus benefits, time off,etc) Minutes Per File 3 Files Per Hour 20 Labor Hours Non-Management Labor Costs $ Management Labor Hourly Costs $35.00 Management Hours Per labor Hour 6% Total Management Hours 0.60 Management Labor Cost $21.00 Total Out of Pocket Cost to file DAILY yourself Cost Analysis does not factor in HIPAA liability for violations and breaches with these activities. $ *Labor costs= hourly pay, need to factor in resources such as paper, toner, etc. that employee is using within this tim Cost to Outsource to DataFile Technologies Average Received Documents Per Day 200 Price Per Document $0.69 ECW Filing Expertise and All Inclusive Project Management with DataFile $138.00

42 Things to consider Cost HIPAA Liability Training Vacations sick days Efficient

43 What to do with Becky? Don t fire instead reposition great staff by evaluating job purpose vs. job function Eliminate this portion of several positions or don t fill vacancies Patient experience data:

44 Outsource BOTH eroi and efiling? Size of Practice Staff Transitions Practice growth, change in location Accountability Saving money by bundling Same HIPAA connection Lower pricing on efiling for ROI customers

45 How do I get started? What s the process to get started? 1. Attend a webinar or customized demo 2. Sign a letter of engagement 3. IT set-up call to establish remote connection* 4. Implementation call to build your SLA 5. Timeline: Goal of 1-2 weeks, you set the pace

46 Sign me up! Thank you! Andrea Umbreit DataFile Technologies 1. Call us today to get started: , View additional webinars online at 3. Check out our additional services: Release of Information Services (medical records requests) Scanning Services Security Risk Analysis (Measure 15)