Frequently Asked Questions

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1 Ricoh Canada Inc. ChartMD Frequently Asked Questions

2 Frequently Asked Questions What is ChartMD? Designed specifically for the ambulatory care environment, ChartMD is a standards-based interoperable healthcare software solution for capturing patient charts, loose filing and importing faxes into a network folder. It is a complete scanning workflow solution that allows a practice to scan an entire chart room of files or capture loose documents on demand. Batches of scanned images are indexed quickly using an intuitive touch screen on the Ricoh multifunction products (MFP) to guide the user through the clinical workflow process. The ChartMD solution is available in two different modes: Embedded, and Activated: The Embedded mode gives users the ability to do single-page scanning to a network folder location and is included with every Ricoh MFP installed in the healthcare vertical, at no additional charge. The Activated mode extends the Embedded mode experience for a nominal monthly fee. When activated directly from their Ricoh MFP after registering, medical facilities gain additional features such as scan preview, batch scanning, and batch breaking. This allows to scan many pages at once and "batch break" those scanned documents as needed to separate patient records for storage in the shared network folder. In addition, the activated mode also permits basic patient data (name, address, DOB, health number,) look up from already entered patient information on the network folder, to expedite forms completion and processing Why should I use ChartMD? Ambulatory care practices are drowning in paper. Due to both regulatory needs and the growing popularity of electronic medical records (EMR/EHR) technology, the amount of documentation is increasing every year. There is wide variation in the level of automation among medical practices in Canada and even if a Health Delivery Organization is utilizing an EMR/EHR, as much as 40 % of the health record may still consistent of unstructured paper documents and forms. Chart MD enables EMR investments by getting the complete information into the patient record and creates interoperable records that can move from one care setting to another, eliminating delays in document routing that can produce unforeseen consequences including: Delayed decision-making Increased risk for errors and adverse medical events Gaps in communications and care coordination Non-compliance with important policies and regulations For healthcare practices without EMR system, Chart MD creates EMR ready records that can be readily ingestible by an EMR system from a network directory at a later date. 2

3 Whether with, or without EMR, medical offices that invest in Inofile ChartMD can realize workflow and care delivery improvements, including: Enhanced caregiver collaboration Streamlined document management Improved care quality and efficiency Improved access to critical clinical data Reduced chart storage space requirements What kind of documents would Inofile ChartMD be used for? Inofile ChartMD is designed to digitize any unstructured documents that flow through medical practices such as: Consent Forms Patient Referrals Lab Results Treatment Forms Physician Notes Order Requests Digital Images Billing Correspondence Internal Forms External Documents Complete Patient Charts How much does ChartMD cost? ChartMD Embedded is provided with the qualifying Ricoh MFP at no cost. ChartMD Activated is provided as a monthly subscription, at $29.95 per month. This subscription can be started by the user anytime, right on the Ricoh MFP, and cancelled anytime for the end of the respective month. How is the Activated mode different from the Embedded mode? While the Embedded mode is automatically provided with every Ricoh MFP optimized for healthcare at no additional charge, it provides functionality that is limited to single document scanning and no ability to look up patient information. With the Activated mode, on the other hand, medical facilities gain additional features such as scan preview, batch scanning, and batch breaking. This allows them to scan many pages at once and "batch break" those scanned documents as needed to separate patient records for storage in the customer's shared network folder structure. Furthermore, the Activated mode provides customers with the ability 3

4 to look-up patients in the customer's shared network folder from previous scans. This saves a great deal of time when adding new documents to the patient s folder. How can Inofile ChartMD help me improve efficiency? Inofile ChartMD is easy to use and view with large touch screen on Ricoh MFP devices optimized for healthcare. Depending on the MFP, it can scan single-sided documents at 25 ppm and the document feeder holds up to 50 pages at a time. Scan an entire chart or a batch of pages at once, and quickly separate into individual documents Scans single and double-sided documents Preview documents on screen for easier indexing and quality check. Advanced imaging functions (such as rotation, blank page deletion, color detection, de-skew, and page size detection) are performed automatically to save time and reduce steps in workflow. Why are other solutions less efficient? Alternative scanning methods are less efficient, inherently slow, prone to mistakes, requires multiple steps, and simply more difficult to use as they are not designed to support the typical workflow in a doctor s office. For example: 1. Scanner attached to a PC This requires that an operator go to the specific PC with the scanner, which is often an individual s workstation. The knowledge worker must either interrupt the user of the PC with the scanner or they deposit the document to be scanned in their in box. Either way there is significant wasted time. When scanning to a network there is no structure that is enforced. The user can scan to any directory, and they can name the files using their own standards, resulting in electronic missfiles. At the time of import to an EMR/EHR this unstructured schema will not upload without issues. It is virtually impossible to create and maintain a direct connection to an existing EMR/EHR application. 2. Multifunction device Big box / Office Supply store version These are inexpensive units that scan only single sided, typically under 15 ppm, with large file sizes, a large foot print and the printing supplies of the MFD are expensive. It is virtually impossible to create and maintain a direct connection to an existing EMR/EHR application. Navigating the panel controls is confusing. The file naming is confusing and is not descriptive requiring a second step of re-naming after scanning 4

5 The user can not preview the document prior to saving, so quality control and rescanning is a separate step that takes a lot of time. ing and faxing from these units is complex and requires multiple steps for completion. Does Inofile ChartMD meet Canadian Health Information standards? Yes, the Ricoh MFP with the embedded Inofile software, have been designed specifically with the security and confidentiality requirements of healthcare in mind, including the following features: MFPs are setup just like any other PC on your network and is subject to the same level of security applied to the PC s Two Levels of Security on the MFP: i. Integration with network security to sign in directly to the device ii. Scanned images are encrypted during the active session: they are stored temporarily on the device ONLY while the scanning is taking place. Once a user leaves the device, the user or the device will log off and the images will be deleted from the machine No patient information is stored on the device, it is maintained only temporarily while the user session is active What Ricoh MFP models are supported for Inofile ChartMD? Generally ChartMD will run on any printer with a 8.5 touchscreen (Java platforms 4x, 7x, 10x). Is Inofile ChartMD interoperable with EMR/EHR systems? In the Embedded and Activated modes, the scanned document images can be imported into a certified EMR/EHR system and stored within the patient record. We are planning on providing connectors to EMR/EHR technology in the near future don t hesitate to use ChartMD immediately though, as it will make transition so much easier. Who do I call if I have problems? Customer support is available between the hours of 8am and 8pm (Eastern Time) in both English and French from Ricoh Canada s Telephone Support phone number:

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